CNPS Privacy Code


The Canadian Nurses Protective Society (CNPS) recognizes the importance of privacy and the sensitivity of personal information. We are committed to protecting all personal information that we collect and maintain from you. We have developed this privacy code to explain the measures that the CNPS has implemented in this regard.

CNPS legal advisors are bound by the Rules of Professional Conduct set by their governing law society to keep all information received within a professional relationship confidential, both during the course of the relationship and indefinitely thereafter. These obligations relating to the protection of the privacy of personal information also extend to all employees, contractors, and agents who provide services to CNPS. The CNPS also adheres to its obligations under Canada’s Anti-Spam Legislation and ensures that consent has been properly obtained prior to disseminating electronic communications.

In addition to compliance with legal and regulatory requirements, the CNPS has also implemented internal privacy policies and confidentiality agreements, and engages in ongoing education with our staff about our privacy policies and practices. Applicable laws and CNPS policies govern the protection of the personal information of CNPS employees.

What is personal information?

Personal information is any information, recorded in any form, about an identifiable individual, or information from which an individual's identity may be inferred or determined. This privacy code does not apply to information that is publicly available, anonymized, or aggregated (information about more than one individual in which the identity of the individuals is not known and cannot be inferred from the information).

Why does CNPS need personal information?

CNPS requires personal information to:

  • establish and maintain communication with nurses;
  • administer the professional liability protection program, including the processing of requests for legal assistance, handling and resolution of legal proceedings;
  • determine and understand nurses' professional liability needs;
  • determine whether nurses are eligible for CNPS services and liability protection;
  • provide ongoing and future services; and
  • meet legal, regulatory and professional requirements.

Collection, Use, Disclosure, and Retention of Personal Information

The CNPS limits its information collection and use to what is necessary to provide you with professional liability protection, advice and risk-management services. It is expected that your personal information may be shared among CNPS staff to provide you with legal services. In any instance where we wish to share your personal information with others outside of the CNPS (for example, legal counsel that we retain on your behalf), we will generally seek your consent in writing.

In most circumstances, we will ask you to explicitly consent (in writing or verbally) to the collection, use or disclosure of your personal information. In other cases, your consent may be implied from your interactions with the CNPS. For example, when you telephone the CNPS to seek advice, or, you have previously provided us with personal information, it is implied that you are agreeing and consenting to the collection and use of your personal information in accordance with this Privacy Code.

When you visit the CNPS website (www.cnps.ca), our members-only area, or use the CNPS email services (info@cnps.ca), any personal information collected is treated in accordance with the CNPS Privacy Code. Privacy warnings appear on the CNPS website, email messages and facsimile transmissions as an additional measure to safeguard your information. The CNPS does not barter, trade, sell or exchange for consideration1 any personal information it has obtained.

Personal information will be collected, whenever possible, directly from the individual concerned. There are circumstances, however, in which personal information about third parties may be collected and disclosed without the third party's knowledge and consent. For example, to conduct its ordinary business, the CNPS must collect personal information about third parties when there is an occurrence, potential legal proceedings, or actual legal proceedings involving a nurse.

The CNPS may be required or permitted to disclose your personal information in certain limited circumstances. For example, when

  • required or authorized by law (e.g. legislation, subpoena or court order);
  • consent is obtained;
  • third-party service providers require the information to provide administrative services such as technology, financial, legal and insurance coverage to the CNPS and the third party is bound by our privacy code;
  • we retain a law firm or lawyer on your behalf; or
  • the information is publicly known.

In any of these circumstances, except where you consent, the CNPS will only disclose the minimum information required.

Updating Personal Information

To provide you with professional liability services, it is important that your information be accurate and up-to-date. If your information changes, please inform the CNPS so we can make any necessary changes to our records.

Security

The CNPS takes precautions to protect your personal information from loss, unauthorized access, modification, disposal or disclosure. Steps that we have taken include the following: premises and internal office security; restricted access to personal information; and use of technological safeguards such as security software and firewalls, internal passwords and security policies.

Access and Amendment

You may request access to personal information we have about you, information about how your personal information has been and is being used, and the names of individuals or organizations to whom the CNPS has disclosed your personal information (except in situations where disclosure was to a CNPS service provider for routine administrative purposes).

If the CNPS has information about you that is not accurate, complete or up to date, we will work with you to take steps to correct it.

The right to access your personal information is not absolute. There are limited reasons for denying access, such as prohibitive cost; information that includes references to other individuals; security or proprietary reasons; information that is protected by solicitor-client or litigation privilege; information collected during the investigation of a legal matter; or information that cannot be disclosed for other legal reasons.

Changes to Privacy Code and Policies

The CNPS regularly reviews all of its policies and procedures. We may change our privacy code and policies from time to time. When amendments to the privacy code are made, a notice will be posted on the CNPS website.

Requests for Access or Questions

If you have any questions concerning our handling of your personal information, or wish to request access to, or correction of, your personal information held by CNPS, please contact

Privacy Officer
Canadian Nurses Protective Society
510 - 1545 Carling Ave.
Ottawa ON K1Z 8P9
1-800-267-3390

If you are dissatisfied with our handling of your personal information, please set out your concerns in writing and forward them to

Chief Executive Officer
Canadian Nurses Protective Society
510 - 1545 Carling Ave.
Ottawa ON K1Z 8P9
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  1. Consideration is a basic, necessary element for the existence of a valid contract that is legally binding on all parties. It can include some right, interest, profit or benefit accruing to one party. Black's Law Dictionary, Sixth Edition, St. Paul, West Publishing, 1990, 306.

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