Data Collection Policies

Data Collection Notice for the OurCare Primary Care Priorities Panels

Personal information collected online, or over the phone is collected for the purpose of forming the OurCare Primary Care Priorities Panels on behalf of the OurCare project. The information provided will only be used to select a representative sample of residents for the OurCare Primary Care Priorities Panels.

Please refer to the English language version of this document as the true reference of this policy. 

Data Collection Policy: OurCare Primary Care Priorities Panels

Data Collection Contact
Chris Ellis
3A Gilead Pl, Toronto,
Ontario, M5A 3C8 
1-833-319-1902
chris@masslbp.com

Complaints
MASS LBP c/o
Privacy Contact
3A Gilead Pl, Toronto,
Ontario, M5A 3C8
1-800-369-7136
privacy@masslbp.com

What is this?

This is the Data Collection Policy for the OurCare Primary Care Priorities Panels (“the project”). It details how the project team will work with, manage, and protect the information gathered from project participants (i.e., volunteers and citizens’ assembly members).

What is MASS LBP?

MASS is a small company that works with government and public organizations to run Residents’ Reference Panels like the OurCare Primary Care Priorities Panels and other resident engagement processes. MASS is responsible for designing and managing the OurCare Primary Care Priorities Panels process on behalf of Dr. Tara Kiran. MASS will be collecting and managing the information of volunteers and Residents’ Reference Panelists. 

What is a Priorities Panel? 

A priorities panel is made up of randomly selected people, from all walks of life, that volunteer to learn about an issue and provide detailed guidance to decision-makers about complex policy issues. Primary care is different from province to province, and we’re hoping to learn about what’s different, and what’s shared, across this country.

What is the OurCare project?

OurCare is a national conversation with people from all walks of life about the future of primary care in Canada. Primary care is the type of care that is usually delivered by family doctors.
This research study is being led by Dr. Tara Kiran, a leading Canadian primary care researcher based at MAP Centre for Urban Health Solutions at St. Michael’s Hospital in Toronto.

The project will gather input from people in Canada in three ways: 

  • A national survey, available online from September 20 to October 25, 2022.

  • Primary Care Priorities Panels. These special in-person events will start in November 2022, in Ontario. More panels will take place nation-wide in 2023.

  • Community Roundtables with communities that don’t have good family doctor care access. The roundtables are being planned for Spring and Summer 2023.

    Priorities Panel Data Protection Principles

  • Personal data will be processed fairly and lawfully;

  • All complaints will be responded to quickly and fairly;

  • Personal data will be obtained only for the purposes specified at the point of collection;

  • Data will be verified to be adequate, relevant, and not excessive for the purposes required;

  • Photographic images, videos, and other recordings of participants of non-public events will only be captured and released publicly or to our client with written consent;

  • Participants of public meetings where photographic images, videos, and other recordings are captured will be informed of their use;

  • Data will be kept accurate and up-to-date;

  • Data will not be kept for longer than is necessary for meeting its purpose and will be destroyed appropriately;

  • Data will be processed in accordance with the rights of data subjects;

  • Security: appropriate technical and organizational measures will be taken to protect against unauthorized or unlawful processing of personal data and against accidental loss or destruction or damage to personal data; and

  • Personal data will not be transferred or stored outside Canada unless that country or territory ensures an adequate level of data protection.


    Primary Data Collection General Uses


    Residents’ Reference Panel volunteer registration:     name, address, phone, email, gender, age, and basic demographic information. 

    Update email list: name, phone, email, and postal code.

    Breach of Data Protection Principles & Complaints

  • Affected people will be informed immediately of the scope and type of breach;

  • Affected third-party data broker will be informed immediately of the scope and type of breach; 

  • Appropriate privacy commissioner (or other authority) will be contacted and informed of the breach; and

  • Next steps plan for contacting affected data owners will be developed and implemented with project members.

    Project Training and Review

  • All project members will read and understand this policy and be trained in the use of the best practices listed below;
    Privacy and data policies will be reviewed with project members and will be addressed within the project charter document; and

  • This privacy policy document will be reviewed, updated, and refined on an annual basis through the course of the active project.

    Data Protection Best Practices

  • All information (volunteer demographics, contact information, etc.) that is collected through our recruitment processes or for research purposes is stored in a password-protected database and can only be accessed through SSL internet connections.

  • Any information that is transported through email, USB is encrypted using PGP public–private key encryption services, and/or a secure Canadian sharing service (such as sync.com) which can only be decoded and read by the known recipient. Upon the completion of a research project, all databases are decommissioned, compressed, and encrypted for storage.

  • If needed, our clients can enable PGP services for email communications and secure file transfer as well, depending on their service requirements. 

  • MASS LBP will never accept, collect, or store any government identification data (such as driver’s licenses, social security information, health care numbers, etc.).

    Data Location Policy

  • Corporate Website Hosting (Squarespace / USA): Basic website hosting services for MASS LBP are provided by Squarespace, one of the largest website providers in the world.

  • Note: No data is stored on Squarespace.

  • Online Form Hosting (hostedincanadasurveys.ca / Canada): Online form hosting is provided by hostedincanadasurveys.ca (HICS). This provider uses data storage servers located in Canada and the USA. Data is secured in transit and at rest. 

  • Note: For specific data and security information about Survey Monkey’s own policies, go to:
    https://www.hostedincanadasurveys.ca/privacy/84-privacy-policy

  • Online Survey Hosting (hostedincanadasurveys.ca / Canada): Online form hosting is provided by hostedincanadasurveys.ca (HICS). This provider uses data storage servers located in Canada and the USA. Data is secured in transit and at rest. 

  • Corporate Services Hosting (Google / USA): Password-protected online hosting service used for short-term storage of MASS’ non-sensitive operational and research information.

  • Secure Information Online Transfers (Sync.com / Canada): Two-step password-protected, HTTPS-protected online transfers that are encrypted at rest and in transit with all storage located in Canada. 

  • MASS LBP Office (Toronto): Protected by alarm system, and all secure USB keys and other pertinent data are stored in a fire safe.
    Staff Computers: Sensitive data is stored in 256-AES encrypted partitions, which are opened when the data is required and closed when it is not. 
    Paper: Paper data is stored at the MASS LBP office, which is a non-public site, protected by an alarm system. Sensitive (health, demographics, topsecret, etc.) data is stored in a locked fire safe. Paper data is only printed if immediately needed and then shredded onsite using a cross-cut DIN P-4 shredder. All shredding materials are mixed together before disposal.  

    Sharing of Personal Information with Third Parties

  • All personal information is collected on behalf of the project unless otherwise noted;

  • No personal data is shared, sold, rented, or transferred to third parties outside of the project;

  • MASS LBP securely stores all volunteer data until the project has been completed. 

  • If the volunteer expressed interest in following the work of the OurCare project their name and contact information will be securely transferred to the project team and they will be asked to confirm their interest in receiving emails.

  • If the volunteer didn’t express interest in following the work of the OurCare project, their name, email, phone number, address information (less the first three digits of their postal code) will be destroyed. The remaining anonymous demographic information will be used to better understand and refine the lottery process.

  • If the volunteer is selected as a member of the Panel, their personal information will be kept for one-year after the final day of the Assembly. Contact information name, email, and phone number will be kept for ten years. 

    Version 1.1 ENG: January 31, 2023
    Please refer to the English language version of this document as the true reference of this policy.