Privacy Notice
This notice describes the purposes for which Métis Nation of Ontario (MNO) uses and discloses personal information and protects the privacy of citizens and clients.
Accountability
MNO takes our commitment to protecting privacy seriously.
We have a privacy officer who oversees privacy at MNO. They are responsible for maintaining our privacy program including keeping our privacy policies and practices up-to-date.
We also require all staff to take privacy training and to agree to meeting their privacy commitments. We sometimes provide personal information to other organizations or people as described in this notice. When we do, we have agreements with the organizations or people that safeguard your privacy rights to the best of our ability.
Information we collect about people
Why We Collect Information
Generally, we collect personal information about individuals to:
- Confirm that someone is eligible for our services;
- Provide the person with the service, information, or support that they are requesting;
- Review and improve our services such as making sure we are following best practices;
- Plan the services we deliver such as calculating how many staff we need for a program; and
- De-identify personal information such as counting the number of clients we serve but not listing their names.
We also provide personal information to, and receive personal information from, other organizations or people to:
- Collaborate with the other organization or person on providing services to the individual;
- Refer the individual to another organization or person for services;
- Manage the services (e.g., reimburse other organizations or persons providing services to the individual);
- Confirm the individual’s eligibility for our services;
- Audit personal information to fulfill our obligations to government or to ensure the exercise of Métis rights; and
- As permitted or required by
We provide individuals with more specific information about what we do with their information when we collect it.
Limiting Collection, Use, Disclosure, and Retention
The information we request from individuals is used for the reasons described above or as described to the citizen or client when we collect the information or later if the reasons to use the information change. We limit the information we collect to what we need for those reasons. We also limit the information we allow staff to access or that we give to other people or organizations to only that which is needed to meet the reason. If we use or disclose personal information for other reasons, we let the citizen or client know.
Under no circumstances do we sell citizen or client lists or other personal information to third parties.
We keep information about individuals for varying lengths of time depending on the reason we collected it.
Information storage
Recent paper records concerning personal information are stored in files kept onsite at one of our offices. Older records containing individuals’ personal information may be stored at an offsite storage facility.
Electronic information about individuals is contained in systems at MNO or by vendors who provide us with services. We follow various practices to keep the information safe such as controlling who at MNO gets access to the information, requiring passwords to access the information, and securely transferring the information when necessary.
Consent
Getting consent
Most times, we get consent to collect, use, and disclose personal information to provide services, information, or supports. Sometimes though, we are permitted or required by law to collect, use, or disclose without consent. For example, we do not ask for consent to provide personal information to the Crown if the individual is part of court diversion.
Another example is that we do not ask for consent to use personal information to plan our programs.
The type of consent we get depends on the program or service. If the citizen or client is just filling out a form to get an informational kit, we will assume that the citizen or client is giving consent to obtain the information kit by completing the form. If we are collecting detailed personal information to support ongoing services to a citizen or client, we will ask that them to sign a consent form. Once the citizen or client is in service, we will ask them before referring them to another program or service within or outside of MNO, but will not ask them to sign anything. The other program or service will be responsible for providing to the client information on unique information handling practices applicable to their programs and services.
Citizens or clients who do not want to give consent
When we ask a citizen or client for consent, subject to certain limited restrictions at law, they can say no. They can also say yes at the beginning and, subject to certain limited restrictions at law, no later on. They can ask us not to use or disclose their information to provide them with services or ask us not to show their information to particular people.
MNO may not be able to provide a service or there may be other consequences to a client or citizen withholding or withdrawing consent and the MNO staff member and/or MNO’s privacy officer can provide more details on this.
Citizens or clients who do not want to give consent or who previously gave consent but do not want to anymore can speak with the staff member providing them service or can contact the privacy officer directly. The privacy officer’s information is at the bottom of this notice.
Client and Citizen Privacy Rights
Accessing information
Citizens and clients are usually able to access the information that we have on them but there are some exceptions to this such as if the law prevents us providing them with their information. If we are unable to provide the information, we will let you know why not and what options are available to you.
MNO might charge a small fee to provide access to information. If we charge a small fee, we will communicate this before giving the citizen or client their information so that they can decide whether they still want it.
Clients wanting to view or get a copy of their information should ask the staff member providing them service or the privacy officer. Contact information for the privacy officer is below.
Correcting information
All decisions involving personal information should be based on accurate and timely information. We will do our best to make decisions using accurate information, but we need individuals to inform us of any important changes to their information.
We also encourage them to review and confirm the accuracy of information provided. If they find errors in their information, they should speak with the staff member providing them service or contact the privacy officer. Contact information for the privacy officer is below.
Questions or complaints
We have created this notice to keep individuals informed, and provide more information when we collect personal information. We may also update this notice from time to time so encourage them to visit the notice occasionally.
However, citizens, clients, and other members of the public are still able to ask us questions about privacy, ask for our policies, or complain if they feel that we are not protecting their privacy. Contact information for the privacy officer is below.
Contacting the MNO privacy officer
To make a privacy request such as asking a question, accessing client information, withdrawing consent, or anything else discussed in this notice, contact us at:
MNO Privacy Officer
Suite 1100, 11th Floor 66 Slater Street
Ottawa, ON, K1P 5H1
Phone: 613-798-1488
Toll Free Phone: 1-800-263-4889
Email: privacy@metisnation.org
If the personal information is protected by Ontario’s health privacy and children’s services laws (PHIPA or CYFSA), you may also contact Ontario’s Information and Privacy Commissioner:
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Toronto Area: 416-326-3333
Long distance: 1-800-387-0073
TDD/TTY: 416-325-7539
Email: info@ipc.on.ca
If the personal information is regulated by Canada’s privacy law (PIPEDA), you may also contact the Office of the Privacy Commissioner of Canada:
Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
Phone: 819-994-5444
TTY: 819-994-6591
Download a copy of this privacy notice here: