People Corporation has policies in place with respect to privacy and accessibility, applicable to all entities and divisions. Full details are provided below.
People Corporation and you – Partner in Privacy
Knowledge and Consent
The central concepts of PIPEDA are Knowledge and Consent. Under PIPEDA, organizations are required to obtain the consent of individuals before acquiring and handling their personal information. In obtaining consent, it is the responsibility of the organization to identify the purpose(s) for which the personal information is being collected, as well as how it will be used, disclosed, etc., when the information is collected. The use or disclosure of such information is limited only to those purposes consented to by the individual.
People Corporation Privacy Practices
Enrolment and claims information will be collected from plan sponsors for their plan members:
- To enrol the employee (and spouse/partner/eligible dependents where applicable) in the elected plan coverage, to correct or amend member information, or to implement changes to coverage that may be enacted over the term of the plan;
- To verify eligibility and authenticate the identity of the employee and/or eligible dependents;
- To ensure benefits are paid in accordance with the policy provisions;
- To protect the plan from undue expenses due to error or fraud by auditing and reporting on plan activity to the plan sponsor;
- To only use such information as is required to provide the services outlined in the group benefits contract.
Enrolment and other plan member records will be secured in locked cabinets while on People Corporation premises. Such documentation will be retained for a reasonable period of time after the member has left the plan, or after the plan has terminated, to ensure any and all outstanding claims can be adjudicated in accordance with the plan design. When documentation is destroyed it will be shredded.
People Corporation Complaint Process
The following process will be used when responding to Privacy Act complaints:
- The complaint should be made in writing to the People Corporation Privacy Officer at firstname.lastname@example.org
- The Privacy Officer will investigate the complaint and provide a written report of his/her findings to the Executive Team of People Corporation. The investigation will require sufficient time so as to be thorough; however, will be completed in a timely manner;
- The Executive Team will respond to the complainant outlining the outcome of the investigation and if necessary, identify any remedial steps that will be taken to resolve the complaint and the timeframe in which such steps will be completed;
A copy of the complaint, the investigation report, the outcome, along with a record showing the completion of any required remedial steps will be retained by People Corporation and will be made available to the Privacy Commission at their request.
People Corporation’s Commitment to Accessibility
People Corporation and its affiliates and subsidiaries in the Province of Ontario are committed to improving accessibility. Our accessibility policies are founded on the following guiding principles identified in the Accessibility for Ontarians with Disabilities Act.
- Dignity and independence: We accept the right of all persons to decline or accept assistance while receiving our services.
- Integration: We provide services in a similar manner to all clients regardless of disability.
- Equity: All clients have access.
People Corporation has put the policies and procedures outlined in this document in place in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).
Please see our Accessible Customer Service Plan and Multi-Year Accessibility Plan below.
Policies and Procedures
People Corporation is committed to training its staff on Ontario’s accessibility laws and on accessibility aspects of the Human Rights Code that apply to persons with disabilities. Training includes:
- an overview of AODA and the requirements of the customer service standard,
- People Corporation’s plan related to the customer service standard,
- how to interact and communicate with people with various types of disabilities,
- how to interact with people with disabilities who use an assistive device or require the assistance of a service animal or support person, and
- what to do if a person with a disability is having difficulty in accessing People Corporation’s services.
New employees receive training within one week of their employment start date. Personnel will be trained when changes are made to policies or procedures. Training logs are maintained, listing the employees who have taken the required training and the dates the training was completed.
INFORMATION AND COMMUNICATIONS
People Corporation is committed to meeting the communication needs of people with disabilities. When asked, we will provide information and communications materials in accessible formats or with communication supports. This includes publicly available information about our goods, services and facilities.
People Corporation will consult with people with disabilities to determine their information and communication needs.
CLIENTS USING ASSISTIVE DEVICES
Clients are encouraged to use their assistive devices in our offices. Staff is trained to ask clients if they require assistance prior to providing physical assistance or touching equipment.
CLIENTS WITH SERVICE ANIMALS
Service animals are allowed entry to all areas accessible to the public. Staff will not interact with the animal.
CLIENTS WITH SUPPORT PERSONS
Support persons are encouraged to accompany the client when the client chooses. The right to give or withhold consent for sharing of information remains with the client regardless of the presence of a support person.
NOTICES OF AVAILABILITY
In the event of a temporary service disruption planned or unplanned, in People Corporation’s ability to accommodate people with disabilities, notice will be made. Notices will be posted at entrances and on relevant websites, as applicable. Notice will include a predicted timeframe for resumption of service and any resources that are available in the interim.
COMMENTS ABOUT OUR POLICY
Clients are made aware of our policy and will be informed about the methods by which they can provide feedback on our accessibility policy and practices.
Clients are encouraged to provide feedback on the way People Corporation provides services to persons with disabilities. Clients may provide feedback orally or in writing by:
- calling, visiting or writing our office,
- emailing our office, or
- email email@example.com.
Questions/complaints regarding policies or service will be responded to within 5 business days.
MODIFICATIONS TO THIS OR OTHER POLICIES
Any People Corporation policies that do not respect and promote the dignity and independence of people with disabilities will be modified or removed.
Alternate forms of this document are available, upon request.
Multi-Year Accessibility Plan
This 2014 to 2021 accessibility plan outlines the policies and actions that People Corporation and its affiliates and subsidiaries in the Province of Ontario will put in place to improve opportunities for people with disabilities.
Statement of Commitment
People Corporation is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are committed to meeting the needs of people with disabilities in a timely manner, and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under AODA.
Accessible Emergency Information
People Corporation is committed to providing clients with publicly available emergency information in an accessible way upon request. We will also provide employees with disabilities with individualized emergency response information and plans, where applicable.
People Corporation will provide training to employees on Ontario’s accessibility laws and on the Human Rights Code as it relates to persons with disabilities. Training will be provided in a way that best suits the duties of employees. By January 1, 2015, People Corporation will have taken the steps to ensure all employees are provided with the training needed to meet Ontario’s accessibility laws. People Corporation and its affiliates and subsidiaries in the Province of Ontario will ensure:
- all new employees receive training within one week of their employment start date,
- all personnel will be trained when changes are made to policies or procedures, and
- training logs indicating those employees who have taken the training and the date their training was completed are maintained.
Information and Communications
People Corporation is committed to meeting the communication needs of people with disabilities. We will consult with people with disabilities to determine their information and communication needs. People Corporation will design its websites to conform to the required WCAG 2.0 Level under AODA.
People Corporation has taken the following steps so that existing feedback processes are accessible to people with disabilities upon request by January 1, 2015. People Corporation’s Accessible Customer Service Plan encourages clients to provide feedback on the way we provide services to persons with disabilities. Clients may provide feedback orally or in writing by:
- calling, visiting or writing any of our offices
- emailing any of our offices, or
- emailing firstname.lastname@example.org.
By January 1, 2016, People Corporation will have taken the following steps to make sure all publicly available information is accessible or can be made accessible upon request:
- review all publicly available information to determine where barriers or gaps exist and develop plans and processes to ensure that all information is accessible or can be made accessible on request, and
- People Corporation will provide alternate formats of information, at no additional cost, upon request.
People Corporation will have taken the following steps toward making all websites and content conform with WCAG 2.0, at the Level required by AODA:
- People Corporation will develop a plan to ensure all applicable websites and content conform with WCAG 2.0, at the applicable Level in compliance with O. Reg. 191/11 s. 14(4) (2).
People Corporation is committed to fair and accessible employment practices. People Corporation will ensure reasonable accommodations are made for persons with disabilities during recruitment, assessment and selection processes and that reasonable accommodation is made for employees with disabilities throughout the duration of their employment with People Corporation. People Corporation will:
- ensure recruitment and selection processes provide accommodations,
- ensure suitable accommodations are provided to current employees, as required,
- ensure a return to work process where appropriate accommodation and support is in place,
- ensure performance management, career development and redeployment practices take into consideration the accessibility and accommodation needs of employees with disabilities,
- ensure workplace emergency response information is provided in accessible formats, upon request,
- review its accommodation policies and revise where necessary to reflect People Corporation’s commitment to fair and accessible employment practices,
- develop and implement necessary training on accommodation policy and process changes, and
- ensure new and updated policies and processes are communicated to its personnel.
Design of Public Spaces
People Corporation will put the following procedures in place to prevent service disruptions to its accessible parts of its public spaces:
- In the event of a service disruption, People Corporation will provide alternatives for obtaining service. Information will be posted in lobby/reception areas and/or websites.
For more Information
For more information on this accessibility plan or to request an accessible format of this document at no additional charge, please contact:
Jason Trumbla – Email: email@example.com – Phone: (204) 940.3905