Last Updated: February 11, 2026
Community Living Oshawa/Clarington (CLOC) is committed to safeguarding the privacy and confidentiality of all personal information entrusted to us by the people we support, their families, employees, donors, volunteers, and visitors to our website. CLOC complies with applicable Canadian privacy laws, including the Personal Health Information Protection Act, 2004 (PHIPA), the Personal Information Protection and Electronic Documents Act (PIPEDA), and sector standards.
This Privacy Statement outlines how CLOC collects, uses, discloses, and protects personal information, and the choices you have regarding your information.
1. Our Commitment to Privacy
· CLOC collects, uses, and discloses personal information only for purposes directly related to providing services, meeting legal or contractual obligations, and operating our programs.
· CLOC handles all personal and personal health information ethically, respectfully, and securely.
· Access to personal information is strictly limited to authorized personnel who require it to fulfil their duties.
2. Definitions
· Personal Information: Information about an identifiable individual, such as name, address, contact details, date of birth, and financial information.
· Personal Health Information (PHI): Information about an individual’s physical or mental health, health history, care received, or health number.
· Confidential Information: Any non-public information entrusted to CLOC, including but not limited to donor details, employee records, and internal operational data.
3. Why CLOC Collects Information
CLOC may collect personal or health information to:
· Deliver safe and effective services and supports
· Communicate with individuals and their authorized representatives
· Coordinate care and services with other providers (with consent)
· Process employment, volunteer, or donor transactions
· Meet legal, contractual, funding, and regulatory obligations
· Improve services, programs, and website performance
4. Consent
CLOC obtains consent before collecting, using, or disclosing information, except where permitted or required by law. Consent may be:
· Express (written, verbal, or electronic)
· Implied (through actions such as completing a form or participating in a program)
You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting the Privacy Officer, in writing.
5. Use and Disclosure
CLOC uses and discloses information only for the purposes identified at the time of collection or as otherwise permitted by law. CLOC may share information:
· With trusted service providers under strict confidentiality agreements
· As required by law (e.g., court orders, mandatory reporting)
· In emergencies to protect health or safety. CLOC does not sell, trade, or rent personal information.
6. Safeguards
CLOC protects personal information through administrative, technical, and physical security measures, including:
· Password-protected systems
· Locked filing storage
· Limited role-based access controls.
CLOC retains records in line with legislative requirements and CLOC’s retention schedules (e.g., 7 years for adult service records, 20 years for children’s records, or longer if required).
7. Accuracy and Access
CLOC strives to keep information accurate and up to date. You have the right to:
· Request access to your personal information
· Request corrections to incomplete or inaccurate information.
Requests must be made in writing to the Privacy Officer.
8. Website and Cookies
When you visit our website, CLOC may collect technical data such as IP address, browser type, and pages visited. We use:
· Essential cookies to support site functionality
· Performance cookies (e.g., Google Analytics) to improve services
· Preference cookies to remember settings.
Cookies do not store personal information and can be disabled in your browser settings.
9. Breach Reporting and Complaints
If CLOC becomes aware of a privacy breach involving your personal or health information, we will:
1. Take immediate steps to contain the breach.
2. Notify affected individuals and relevant regulatory authorities as required by PHIPA and PIPEDA.
3. Review and improve safeguards to prevent recurrence.
If you believe your privacy rights have been violated, you may contact the Privacy Officer. Complaints are investigated promptly, and responses are provided within a reasonable timeframe. If unresolved, you may escalate to the Information and Privacy Commissioner of Ontario.
10. Communications and Marketing
CLOC complies with Canada’s Anti-Spam Legislation (CASL). You will only receive marketing or fundraising communications with your consent or as permitted by law. You may unsubscribe at any time.
11. Contact Information
Privacy Officer
Marisa Fortune Hall – Director, Engagement
Email: mhall@communitylivingoc.ca
Phone: 905-576-3011 x322
Website: www.communitylivingoc.ca
12. Updates to This Policy Statement
This Policy Statement may be updated to reflect changes in our practices or legal requirements. The most recent version will always be posted on our website with the effective date.