Effective date
August 1, 2024
1. Background and scope
The protection of personal information is important to Altitude Optometry Inc. This Policy governing the management of personal information ("Policy") adopted under the applicable legal framework of Altitude Optometry Inc. specifies the practices regarding the management of the personal information we hold.
This Policy applies to all Altitude Optometry Inc. staff . It applies to all personal information held by Altitude Optometry Inc., including information stored by a third party, regardless of the medium on which it is stored, from the time it is collected until it is destroyed. In this sense, this Policy also applies to individuals with whom Altitude Optometry Inc. does business under a mandate or service contract.
By "personal information," we mean any information that relates to a natural person and allows them to be identified, directly or indirectly.
2. Roles and responsibilities of company personnel with regard to personal information
Optometrists
The clinic's optometrists have access to patients' medical records to provide quality eye care. They are responsible for:
- Perform eye exams and diagnose eye conditions.
- Document test results and prescriptions in patient records.
- Ensure the confidentiality and security of medical information.
Prescription opticians
Prescription opticians have access to patients' prescriptions and certain personal information necessary to provide eyeglasses and contact lenses. They are responsible for:
- Interpret optometrists' prescriptions.
- Help patients choose appropriate frames and lenses.
- Maintain the confidentiality of prescription information and patient preferences.
Administrative staff
The clinic's administrative staff has access to patient identification and contact information to manage appointments and financial transactions. They are responsible for:
- Schedule and confirm patient appointments.
- Process payments and manage billing information.
- Ensure the security and confidentiality of personal and financial information.
- Comply with the rules we have adopted regarding the protection of personal information throughout its life cycle;
- Access only the personal information necessary to perform their duties;
- Inform the privacy officer of any incident or attempted incident related to the protection of personal information held by Altitude Optometry Inc.
- Participate in training and awareness activities provided by Altitude Optometry Inc.
Technicians
Optometric technicians assist optometrists during examinations and have access to patients' medical records. They are responsible for:
- Prepare the equipment for eye exams.
- Assist in performing diagnostic tests.
- Document test results and maintain the confidentiality of patient information.
Privacy Officer
At Altitude Optometry Inc., the role of Privacy Officer is held by Dr. Georges Louis, optometrist.
The Privacy Officer is responsible for ensuring compliance with and implementation of Altitude Optometry Inc.'s policies and practices regarding the personal information we hold, in order to meet the requirements of the applicable legal framework.
In this capacity, he must, among other things:
- Ensure compliance with and implementation of the provisions of the Act respecting the protection of personal information in the private sector;
- Ensure compliance with this Policy;
- Be consulted when assessing the risk of harm to a person whose personal information is affected by a privacy incident;
- Maintain records of communications involving personal information, including in the event of a privacy incident;
- Be consulted at every stage of a privacy impact assessment related to a project involving an electronic service delivery or operating system that involves personal information / the communication of personal information outside Quebec / communication for the purposes of study, research, or the production of statistics – if applicable;
- Respond to requests for access to personal information and, where applicable, requests for correction. They must also assist the requester in understanding the decision to refuse them—in whole or in part—access to or correction of personal information.
- Manage complaints and security incidents related to personal information.
- Train staff on personal information management practices.
- Responding to requests from the Commission on Access to Information
2. Protection of personal information
The protection of personal information is important to Altitude Optometry Inc., and we take the necessary measures to ensure that everyone working at Altitude Optometry Inc. acts responsibly throughout the life cycle of personal information.
As such, Altitude Optometry Inc. ensures:
- To collect only the personal information necessary to carry out its activities;
- Inform individuals from whom personal information is collected of the purposes for which it is being collected;
- Obtain consent from the individuals concerned regarding the use and disclosure of their personal information to third parties;
- Use and disclose personal information only within the limits prescribed by the applicable legal framework;
- To take appropriate security measures to ensure the protection of personal information, taking into account its sensitivity, the purpose for which it is used, its quantity, its distribution, and its medium;
- To take reasonable measures to reduce the risk of harm to individuals whose personal information is affected by a privacy incident and to prevent similar incidents from occurring;
- To take reasonable measures to comply with requirements regarding the retention and destruction of personal information.
3. Request for access to or correction of personal information
If an individual wishes to know what personal information Altitude Optometry Inc. holds about them or if they wish to correct such information, they must write to the privacy officer at the following address:
Dr. Georges Louis
705 Davidson Street West, Suite 1,
Gatineau, Quebec, J8R-2T1,
info@altitudeoptometrie.com
4. Complaint regarding the protection of personal information
If you wish to file a complaint regarding the protection of personal information held by Altitude Optométrie Inc., you may do so by contacting the privacy officer by email at the following address: info@altitudeoptometrie.com.
The complaint must contain at least the following information:
- Identification of the complainant: name, electronic contact details;
- Subject matter and reason for the complaint – the complaint must be sufficiently specific; otherwise, the privacy officer may contact the complainant to obtain additional information in order to assess the complaint.
The person responsible for protecting personal information must, with due diligence and no later than 30 days after receiving the complaint, process it and inform the complainant of the conclusions.
5. Policy Update
Altitude Optometry Inc. will review this Policy annually or more frequently in the event of legislative changes.