College of Licensed Practical Nurses of Nova Scotia
The College of Licensed Practical Nurses of Nova Scotia (the College) is committed to safeguarding the personal information entrusted to us by our members. We manage your personal information in accordance with applicable provincial and/or federal legislation. The College stores and maintains the personal information according to the ten principles of the Canadian Standards Association Model Code for the Protection of Personal Information (the “CSA Model Code”).
What is personal information?
Personal information is information about an identifiable individual, which includes names, addresses, telephone numbers, e-mail addresses, credit card information, or other contact information. It includes any personal identifiable data such as date of birth, social insurance number, age, marital status, race, national or ethnic origin and religion. It also includes educational information, such as nursing/educational program name and graduation year, previous licensure status, language proficiency and opinions (includes academic and/or professional references or clinical/competence assessments) about an individual.
The Colleges’ Application of the Ten Principles of the Canadian Standards Association (CSA) Model Code
The College is accountable for all personal information under its control, including information which it may transfer to a third party. The College collects uses and discloses the information in accordance with its obligations under the LPN Act (2006) and the CSA Model Code. The Staff is trained regarding the policies and practices with respect to privacy and confidentiality.
To fulfill this purpose, the College has designated an individual as a Privacy Officer who is responsible for everyday operation and control of the personal information as well as the College’s compliance with this Statement.
The College from time to time discloses personal information to third parties for administrative, research and licensing purposes. Third parties are required to sign confidentiality agreements which reinforces the strict confidentiality obligations.
2. Identifying Purposes
The College is required, pursuant to the LPN Act, to regulate the practice of licensed practical nurses in the best interest of the public. The College uses personal information of its members to carry out this function. The College collects information for the following purposes:
– membership, registration and licensing applications;
– regulatory compliance;
– credentials verification and assessment;
– admission to the practicing roster;
– continuing competence program;
– complaints and investigations;
– communication with members;
– publication distribution;
– demographics: research, analysis and planning (local, provincial, national or international);
– compile statistics;
– payment of fees, and;
The College is dedicated to ensuring that members are aware of: the purposes for which personal information is gathered; the use of the information, and; reasons for disclosure. The knowledge and consent of the individual is required for the collection, use and disclosure of personal information except where there are legal, contractual, and statutory or security reasons for releasing the information.
The legal, contractual, security and statutory requirements include (not an exhaustive list that may change as necessary):
– Nova Scotia Department of Health and Wellness for use in nursing human resources planning;
– Canadian Council of Practical Nurse Regulators (CCPNR);
– Canadian Institute of Health Information (CIHI) for statistical health reporting;
– Lloyd Sadd insurance brokers regarding liability insurance coverage;
– Nova Scotia Community College and NorQuest College enrollment in e-learning programs;
– Assessment Strategies Inc. (ASI);
– The college website posting of your name, registration number, active practicing status and applicable licensing sanction;
– Membership surveys, either by the College or a third party, and;
– Authorized vendors acting on the College’s behalf.
By submitting your annual application for licensure form, you consent to the release of information for the purposes identified above and no further consent is required.
The College will not, as a condition of the supply of goods or services, require that an individual consent to the collection, use, or disclosure of information beyond that required for legitimate and communicated purposes. Some information related to licensing, competence and professional development must be provided as a condition of obtaining and maintaining one’s professional status.
There may be circumstances where consent may be implied by the circumstances. In such cases, the purposes for the collection and use of personal information must be apparent and the College may only use the personal information for the apparent purpose. In such a case, the College will not use that information for any other purpose.
The law provides certain exceptions to the usual requirement to obtain an individual’s consent. For example, an organization may collect and use personal information in circumstances where the collection and/or use of such information is clearly in the interests of the individual and consent cannot be obtained in a timely way. Similarly, personal information may be collected and used without the consent of the individual if the information is reasonably required to investigate a breach of an agreement, a violation of the law or investigations related to professional discipline and there is reason to believe that obtaining consent may compromise the availability or accuracy of such information.
Members can withdraw consent anytime for the retention and use of personal information, but only to the extent that such consent withdrawal does not affect the ability of the College to carry out its statutory functions.
4. Limiting Collection
The College collects personal information only to the extent necessary for the purposes identified. Personal information is collected in a fair and lawful manner.
5. Limiting Use, Disclosure and Retention
The College does not sell or trade your personal information to third parties. Personal information is only used or disclosed for the purpose for which it was collected with the consent of the member or as required by law. The personal information of the member is retained as long as it is considered necessary according to the College’s Document Retention policy.
The College is dedicated to maintain your personal information in a form that is accurate, complete and current. Members are responsible to contact the College update any changes in their personal information to ensure the College carries out their mandate of protection of the public.
The College takes reasonable steps to ensure that personal information is protected against loss, unauthorized access, use, disclosure and alteration. This protection applies to both electronic and hard copy form. The safeguards used by the College include:
Physical Measures: Locked filing cabinets, locks to restricted areas to non-staff members, alert system in the office;
Organizational Measures: Employees’ training, confidentiality agreements, limited access on need to know basis;
Technological Measures: Use of security software, passwords, firewall and encryption;
Destruction Measures: Records and documents of the members are destroyed in a confidential manner like shredding of the paper records, wiped clean/deleting of the disc and physical destruction of hard drives, and;
Third party obligations: Contractual privacy agreement with third parties. To ensure the protection of your personal information, third parties enter into legal contract and confidentiality agreement before the College uses their services.
The College is open about its policies and procedure and will provide members with specific information relating to the maintenance of personal information. These policies are available by contacting the College Privacy Officer.
9. Individual Access
Members may contact the Privacy Officer to discuss access to personal information. Upon written request, access will be provided. A small fee may be applied to cover the cost of administration. In certain situations, such as legal or regulatory requirement, the College may not be able to offer you access to your personal information and will provide you with the reasons of denial. The College will correct or amend personal information that is shown to be incomplete or inaccurate.
10. Challenging Compliance
Website Privacy and Security
The College uses encryption technology and security certificates (https) on all web pages that require members or applicants to submit payment online. All transactions are handled by a third-party payment processor that meets strict security requirements.
The College takes reasonable steps to protect your personal information, but we are not responsible or liable for the security of your personal information on external websites to which we provide links. External links are provided for the convenience of users. The College encourages members to read the privacy policies of all websites visited, especially if personal information is shared.
Contact our Privacy Officer at:
College of Licensed Practical Nurses of Nova Scotia
7071 Bayers Road, Suite 302
Halifax, NS B3L 2C2