Policies &
Practices

privacy

1.1. Purpose
This policy governs the collection, protection, use, and distribution of personal information held by Skipping Stone.

1.2. Scope
Our privacy policy applies to staff, volunteers, contractors, students, and board members who are acting in any capacity on behalf of the agency. These actions may include but are not limited to service provision, community outreach, education, and stakeholder engagement.

1.3. Commitment
Skipping Stone recognizes the importance of privacy and confidentiality and is committed to fulfilling its confidentiality duties; ensuring all personal information is collected, used, kept, and disclosed in accordance with relevant legislation and professional standards.

1.4. Collection
Skipping Stone collects personal information for the purposes of eligibility assessment, service provision, referrals, volunteer coordination, recruitment, research, evaluation, and/or fund development. Whenever personal information is being collected, the agency will explain the
purpose(s) for collection beforehand or at the time the information is being requested. Skipping Stone only collects the amount and type of information that is necessary to fulfill the purposes identified.

1.5. Accuracy
In order to ensure the reliable delivery of services and information, personal information will be kept accurate, complete, and up to date. Skipping Stone assumes that the information provided to the agency is accurate. If at any time personal information changes, the agency should be notified of the changes immediately. If a request is made, the agency will take appropriate steps to update or correct the personal information in the agency’s possession.

1.6. Consent
Skipping Stone only collects and discloses information that is within an individual’s knowledge and consent. Individuals may choose not to disclose any personal information; however, this may result in Skipping Stone’s inability to provide services. Consent to the collection, use, or disclosure of personal information can be withdrawn at any time, subject to any legal requirements and reasonable notice made in writing.

1.7. Use and Disclosure
Skipping Stone uses and discloses personal information in order to facilitate interagency and external referrals, consult on client management, develop and improve programs and services, or satisfy the legal, government, and regulatory obligations. Skipping Stone does not sell the personal information that is collected. The agency and its representatives will not disclose personal information to anyone outside of its care network without an individual’s prior knowledge and consent, except when required by a government body or agency, or as permitted by law.

1.8. Retention
Personal information will be retained only as long as necessary to fulfill the purposes for which it was collected and in compliance with any laws surrounding information retention. Personal information will be stored in a place with no fewer than two (2) locks. These may be physical locks, passwords, or electronic encryption. If all identifiable purposes for the use of personal information have been exhausted, Skipping Stone will destroy the information or render it unidentifiable.

1.9. Safeguards
Skipping Stone will take all reasonable efforts to protect personal information against theft or loss, as well as unauthorized access, disclosure, copying, use, or modification. Skipping Stone employs security measures to protect personal information such as physical locks, electronic passwords, encryption client management software, and restricted access within client management systems. The agency limits access to personal information within its network of care on a “need to know” basis; this is facilitated by only allowing certain individuals access to certain information.

1.10. Access
Upon written request, Skipping Stone will inform individuals if the agency holds any personal information about them and review this information or provide access to all or parts of this information, as required by law. The agency will respond within thirty (30) days of receiving a written request or will notify individuals if a longer period of time is required to fully address the request.

1.11. Compliance

• 1.11.1. This policy is compliant with the agency’s Confidentiality Policy (2.), Alberta’s Freedom of Information and Protection of Privacy Act (FOIP) and Health Information Act (HIA), as well as Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
• 1.11.2. If for any reason, there is a concern about compliance with Skipping Stone’s Privacy Policy, contact can be made with the agency’s board of directors or executive director.
• 1.11.3. If individuals are not satisfied with the way Skipping Stone has responded to a complaint or privacy request, they can contact the Office of the Privacy Commissioner of Canada

confidentiality

2.1. Purpose
This policy is written to provide clarity and guidelines for the sharing of confidential information within the agency’s care network.

2.2. Scope
This policy applies to staff, volunteers, contractors, and students of Skipping Stone.

2.3. Client information and sensitive agency information must be kept confidential at all times during agency involvement and indefinitely thereafter.

2.4. In accordance with the Skipping Stone’s Privacy Policy (1.), personal and confidential information is made available to staff, volunteers, contractors, and students on a need to know basis in order to facilitate interagency and external referrals, consult on client management, develop and improve programs and services, or to satisfy the legal, government, and regulatory obligations.

2.5. All materials and documentation produced for agency-related work remain the property of the agency.

2.6. Skipping Stone expects staff, volunteers, contractors, and students to adhere to the following confidentiality guidelines:

• 2.6.1. Documents with identifying information will not be taken from the agency without explicit permission from the appropriate person within the agency.
• 2.6.2. Care will be taken with the disposal of notes and drafts, whether handwritten or typed.
• 2.6.3. Documents with identifying information will be stored in accordance with Skipping Stone’s Privacy Policy, in addition to any relevant legislation and/or regulation
• 2.6.4. Reports will be prepared only for the purpose of the agency and only limited members of the agency will see them.

2.7. Staff, volunteers, contractors, and students who are regulated professionals must additionally adhere to the confidentiality guidelines set forth in their respective standards of practice and codes of ethics and inform clients of any obligations they may have to violate confidentiality.

2.8. Certain confidential information may need to be released in circumstances where there is reason to believe that a person may be in imminent danger of harming themselves or others, where abuse has been disclosed, or as required by law. In such cases, the appropriate procedures must be followed.

harassment

3.1. Scope
This policy applies to students, staff, board members, and volunteers of Skipping Stone who are acting within or outside a role that is connected to the agency.

3.2. Harassment, bullying, and/or discrimination will not be tolerated in any aspect of agency involvement. Skipping Stone will act swiftly and equitably to address any concerns that may arise.

• 3.2.1. Swift action with regard to breaches of this policy means that actions will be addressed within 2 business days.
• 3.2.2. Equitable action with regard to breaches of this policy means that actions will be addressed in accordance with agency values, as well as any relevant policy or legislation.

3.3. The agency’s Dispute Resolution Policy (4.) will be used to deal with harassment and/or discrimination complaints.

dispute resolution

4.1. Purpose
This policy is written to provide clarity and guidance with regard to the resolution of conflicts and disputes that individuals or groups may have about their involvement with the agency or a person within the agency.

4.2. Scope
This policy applies to all individuals engaged in the provision of services with Skipping Stone, regardless of whether or not they receive remuneration. This includes staff, volunteers, contractors, students, and board members.

4.3. Skipping Stone is dedicated to having transparent and ethical methods for managing disputes and addressing critical feedback.

• 4.3.1. Transparency is achieved through the publishing of this policy on the agency website.
• 4.3.2. Ethical decision-making with regard to this policy will be achieved through the application of ethical decision-making models that are in alignment with agency values and mission statements.

4.4. Any person who has a grievance against another individual who has acted in their capacity with Skipping Stone has a right to make a complaint via the appropriate channels.

4.5. The agency encourages individuals and/or groups to speak directly with those involved in order to try and resolve the problem.

4.6. If direct communication is unsuccessful, written feedback can be submitted via mail or email. If a meeting is desired, one may be requested at this time.

4.7. All dispute resolution meetings will be conducted in accordance with principles of mutual respect, honesty, and integrity.

4.8. The goal of dispute resolution is to listen, mediate, and find solutions that are meaningful to both parties.

4.9. Dispute resolution meetings may be mediated by a third party.

4.10. In accordance with the policy statements above, the following steps must be followed in order to address any concerns that arise:

• 4.10.1. Try to address any concerns with the person(s) involved directly.
• 4.10.2. Send a written summary of the issue to the leadership team. If a complaint is being made about a leadership team member, the written summary can be submitted to the board of directors.
• 4.10.3. The leadership team will address the issue and meet with both parties to mediate. The leadership team will also apprise the board of directors of the complaint.
• 4.10.4. If a person or group determines that the outcome of their meeting is unsuccessful, they will be provided with further options to escalate their complaint.

compliance

5.1. Regardless of whether a team member is a volunteer, student, or paid staff, they are expected to adhere to all agency policies. Their acknowledgement of adherence will be formalized by signing a Policy Agreement.

5.2. If a team member is found to have breached policy or procedure, they will be approached in a respectful manner to find a reasonable resolution. All policy violations will be handled in an equitable and legally compliant fashion.

5.3. Serious breaches of policy will initiate a review of the team member’s suitability for working with the agency. Serious breaches may also require the agency to report any policy breaches to relevant regulatory bodies or authorities.

5.4. If for any reason, there is a concern about compliance with Skipping Stone’s Policies or Organizational Statements, contact can be made with the agency’s board of directors or executive director by writing to one of the following email addresses:

Board of Directors: board@skippingstone.ca
Executive Director: executive@skippingstone.ca