Multiple Sclerosis
Deborah DeCairos Grandmaitre, M.Ed., CCC
Canadian Certified Counsellor
Privacy Policy
Guarding the privacy of your personal information is an important principle of Deborah DeCairos Grandmaitre's private practice. I am committed to collecting, using, and disclosing personal information responsibly, and only to the extent necessary for providing counselling services, and operating the practice. Further, I am committed to informing you of how I handle personal information. This document describes my privacy policy.
Who am I
Deborah DeCairos Grandmaitre, M.Ed., CCC, IS a Canadian Certified Counsellor. I provide a range of counselling services to adult individuals.
In order to manage the business and administration requirements of this practice, bookkeepers, accountants, and support staff may provide services to me, and have access to restricted information. Cleaning staff have access to the offices. I obtain services from reputable providers, and obtain assurance from associated staff and consultants that they will adhere to strict privacy principles.
What is personal information?
Personal information includes information that is specific to a person such as his/her characteristics (e.g., gender, age, income, family status, sexual orientation, education, employer), health status (e.g., health history, assessment results, diagnoses, physical health, mental health), or, activities and views (e.g., occupation, community involvement, politics, personal opinions, criminal history, credit or loan data, future intentions such as changing jobs).
Why I collect personal information
In order to provide services, I obtain personal information from you. I try to obtain only the information that is necessary. This information becomes part of your file. The primary purposes for collecting this information are:
- to provide an assessment for counselling needs for service,
- to note possible changes in function/status as the result of counselling,
- to be able to contact you, or someone you have identified in case of emergencies,
- to meet requirements of the Canadian Counselling Association.
Secondly, the cost of some counselling services are paid for by third parties (e.g., WSIB, private insurance, employer). These third parties often have your consent or legislated authority to direct me to collect and disclose to them certain information in order to demonstrate client entitlement to funding.
Other purposes include:
- billing/accounting purposes,
- notifying you of changes to my services,
- expansion of services,
- or special events,
providing evidence of provision/quality of services to third party providers. I do not collect information unless I have reason to believe it is needed. For example, I do not request your Social Insurance Number, because I do not need to use it. It would be rare for me to collect information without your express consent (e.g., you are unable to communicate directly as when unconscious), or where I believe you would consent if asked, and it is impractical to obtain consent (e.g., a family member passes a message on from you).
I protect your personal information
I understand the importance of protecting your personal information. For that reason I restrict access to your personal information as much as is reasonably possible. I have taken the following steps:
- Your records are kept in a locked and secure location, and protected by an alarm system.
- Drafts and rough notes are shredded and destroyed in a timely fashion.
- Computer files are password protected
- Electronic hardware (e.g., computers, dictation devices, palm pilots, CDs, diskettes) are kept in a restricted area.
- Email information is password protected, or encrypted.
- Information that is sent out is sealed and addressed directly to the recipient, faxes are sent by direct lines, or to secure locations (unless this is not possible).
- I speak with colleagues to review, update, and train to ensure privacy standards.
- External consultants and agencies with access to your personal information must enter into privacy agreements with me.
- Retention and Destruction of Personal Information is Done Responsibly
- As a member of the Canadian Counselling Association, I may retain your records for a minimum of 10 years from the date of the last contact with adults, and adolescent client's records may be kept for 10 years after the client's 18th birthday. This information is kept in the event that you require the information collected, or to inform further service provision as required. Further, it may be required for the purposes of monitoring the services provided to you by regulating bodies, and for legal protection of the practitioner. The purposes for keeping files must be balanced with the possible negative consequences of retaining old, outdated records. Therefore, after the required time period information will be destroyed unless there are extenuating circumstances (e.g., a legal proceeding).
- Mailing lists and client directories will be purged of your information once I believe that I will no longer be contacting you again. Upon request, this information can be removed immediately.
- I take care to destroy information in a secure fashion. Typically, this involves shredding paper, deleting electronic (e.g., computer) files, and the physical destruction of any computer hard drives, CDs, or diskettes, when they are discarded.
Looking at your Personal Information
You have the right to see what personal information I hold about you, with only a few exceptions. Usually, all you have to do is ask. I will spend time to help you understand any information that you do not understand (e.g., use of a term you do not know). I reserve the right to charge a nominal fee for such requests. I may also ask that you put your request in writing. If I cannot give you access to information I will tell you within 30 days, and tell you the reason why I cannot give you the information.
If you believe that there is an error in the information on your file, you have the right to ask that the information be corrected. This applies to both factual information, and professional opinions. I may require documentation that demonstrates that the record is wrong. If I have made an error, I will correct it in a timely fashion, and send the correction to anyone who has been sent any document containing the error. If I disagree with you that there has been an error, I will still add a document to the file with a brief statement from you on the point, and I will pass this statement on to anyone else who received the information.
In Summary
The privacy of your personal information is respected. Personal information includes information about an identifiable individual. Information is collected, used, and disclosed (with your consent) in order to assess mental health status and provide psychological services. This information is kept in a secure location, and computer files are password protected. Bookkeepers, accountants, and secretarial support staff may need access to restricted information. These staff and consultants are required to adhere to strict privacy principles. In the event that Mrs. DeCairos Grandmaitre stops or becomes unable to practice or retires, your records may be kept and retained according to Canadian Counselling Association Standards of Practice for Counsellors regarding privacy. You will receive an information sheet that further outlines the privacy policies of this office. If you have any questions about your personal information, you can contact Deborah DeCairos Grandmaitre at (613) 237-4192 x300.
If you have a question or concern
If you have a concern about the professionalism, competence, or capacity of my counselling services, please do not hesitate to discuss this with me. If, however, I cannot satisfy your concerns, you are entitled to complain to the appropriate association as follows:
Canadian Counselling Association
16 Concourse Gate, Suite 600
Ottawa, ON, K2E 7S8
Telephone: (613) 237-1099
1-877-765-5565 (toll free).
www.ccacc.ca
