NLMA Newfoundland and Labrador Medical Association

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Privacy Contact

Chief Privacy Officer
 Newfoundland and Labrador Medical Association
164 MacDonald Dr.
St. John's, NL, Canada, A1A 4B3
   


Privacy

Respecting the Collection, Use and Disclosure of Personal Information

Introduction

The NLMA values the privacy of NLMA members and acts to ensure that information provided to the Association is protected. The NLMA has enacted this Privacy Policy to formalize current practices and to conform to legislation requiring organizations to have written privacy policies. This Policy is derived taking into account the 10 principles of the Canadian Standards Association's (C.S.A.) Model Code.

This Privacy Policy applies to all personal information, excluding NLMA employee information and information in the public domain, which has been and will be collected, used and disclosed by the NLMA except where expressly stated otherwise.

Definition of “personal information”

"Personal information" is information about a person that reveals a distinctive trait and helps to identify the person. Some personal information such as work or school address may be found in the public domain by accessing publications like telephone or professional directories. The focus of this policy is personal information collected, used and disclosed by the NLMA that is NOT in the public domain.

Types of personal information collected or used by the NLMA

Primarily, the NLMA collects and uses personal information about its members. The NLMA also has personal information about individuals who attend NLMA sponsored events and submit manuscripts to NLMA publications.

The NLMA assigns a personal identifier called an "NLMA Number" to each member. This number is intended for use by the person when contacting the NLMA or logging into the NLMA website.

The NLMA collects personal information directly from individuals, or receives it from the College of Physicians and Surgeons of Newfoundland and Labrador (CPSNL), the Canadian Medical Association (CMA) and its subsidiaries, or one of the provincial or territorial medical associations (Divisions). Financial information held by MD Financial is NOT shared with the NLMA.

Purposes for which the NLMA collects and uses personal information

The NLMA will collect and use only the personal information necessary to achieve the following purposes:

  • to determine an individual's eligibility for membership in the NLMA or CMA;

  • to determine an individual's eligibility to benefit from the services of the NLMA or its preferred third party suppliers;

  • to provide and to communicate information about NLMA member benefits and services (e.g. the delivery of publications, advocacy, etc);

  • to develop and to market products and services tailored to the interests of NLMA members;

  • to update the contact information in the NLMA database;

  • to assist the CMA, CMA's financial subsidiaries, and the Divisions with the maintenance of their membership and client contact information;

  • to conduct surveys of the physician population in order to analyse for statistical and research purposes such issues as the demographics of physician human resources;

  • to engage members and physicians in the NLMA's policy development process.

In identifying these purposes, the NLMA's overarching goal is to give the person control over how their information is used.

Disclose of personal information

The NLMA will not sell personal information. The NLMA will only disclose personal information to an organization for a purpose outlined in this policy, unless expressed consent for a new purpose is obtained prior to disclosure.

The NLMA might also disclose personal information to third parties or to organizations or companies that are not NLMA-affiliated companies or Divisions if these organizations have contracted with the NLMA to help us provide products and services. In such cases, the NLMA will take contractual precautions to ensure that personal information is protected by these third parties at a level comparable to that of the NLMA.

Within the NLMA itself, personal information is shared among departments on a strictly need-to-know basis.

Objection to the NLMA's collection, use or disclosure procedure

Subject to restrictions required by law, a person may withdraw consent to the further collection, use, or disclosure of personal information by the NLMA for some or all of the purposes identified in this policy. Such withdrawal of consent must be provided to the NLMA with reasonable notice in writing including the intention to withdraw consent, the scope of consent withdrawal (when not complete withdrawal) and the reasons for withdrawal.

Please note, however, that in accordance with the Medical Act, membership in the NLMA is compulsory to practice in the province of Newfoundland and Labrador. Thus, supplying certain contact and demographic information is mandatory. Also, withdrawal of consent to the disclosure of some information may mean that the NLMA is unable to continue to provide those withdrawing with some products or services.

It is the responsibility of the person withdrawing consent to contact the NLMA in order to determine how such withdrawal of consent to the collection, use, and disclosure of personal information might affect the services supplied.

Accuracy of personal information

The NLMA makes every reasonable effort to ensure the accuracy and currency of personal information to allow fulfillment of the purposes for which it was collected. Personal information is subject to change. The NLMA will make every reasonable effort to keep the information it holds current. It is the responsibility of the person supplying information to inform the NLMA of any changes in the information supplied.

Some updating of contact information is done automatically if a person is both an NLMA and a CMA member. It is the responsibility of the person to inform the NLMA if such automatic information sharing is not to be performed.

Access to personal information held by the NLMA

Personal information held by NLMA may be viewed by the person to whom it relates online* (login required) or by sending a written request to the attention of the Chief Privacy Officer (see contact information below). If the latter, the NLMA will advise the person requesting the information in writing within a reasonable time frame whether it has such personal information and the nature of this information unless there is the rare occurrence that the release of such information is legally prohibited. If the NLMA cannot release the personal information, the reasons for denying access to information held by NLMA will be provided.

The person to whom it relates may challenge the accuracy and completeness of personal information that is maintained by the NLMA.  The NLMA will amend personal information when an individual successfully demonstrates inaccuracy or incompleteness.

Security of personal information

The NLMA makes every reasonable effort to protect personal information by implementing security safeguards against loss or theft, or the unauthorized access, disclosure, copying, use, or modification of information. The NLMA uses physical, organizational and technological measures as methods of protection. The NLMA will ensure that employees are aware of the importance of maintaining the confidentiality of personal information.

Retention of personal information

The NLMA keeps personal information as long as it is needed to fulfill the purposes identified. When personal information is no longer required to fulfill the identified purposes, it will be safely and securely destroyed. The NLMA will retain personal information that is the subject of an access request for as long as is necessary to allow an individual to exhaust any legal remedy that is provided for in applicable federal or provincial privacy legislation.

Question, concerns, objections, and challenges under this Privacy Policy or NLMA privacy practices

Questions, concerns, objections, and challenges to this Privacy Policy or NLMA privacy practices should be addressed to:

Chief Privacy Officer
Newfoundland and Labrador Medical Association
164 MacDonald Dr., St. John's, NL, Canada, A1A 4B3

For more information about personal privacy rights, please contact the Privacy Commissioner of Canada or the applicable provincial Privacy Office.
     
   

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