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 any personal information that we hold. The CNPS legal advisors are required by Rules of Professional Conduct set by Law Societies to keep confidential all information received within a professional relationship. Obligations relating to the protection of the privacy of personal information also apply to all employees, contractors, and agents who provide services to CNPS. Applicable laws and CNPS policies govern the protection of CNPS' employees' personal information.

CNPS is responsible for the personal information it collects and holds. We have developed this Privacy Code to explain the measures that CNPS has implemented to protect the personal information you provide to us. We have also developed internal privacy policies and educated our staff about our privacy policies and practices.

Why does CNPS need personal information?

CNPS requires personal information to:

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

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 where the identity of the individuals is not known and cannot be inferred from the information).

Collection, Use, Disclosure, and Retention of Personal Information

CNPS only collects information from you that is necessary to provide you with professional liability protection, advice and risk management services. In some cases, we will ask you to specifically consent to the collection, use or disclosure of your personal information. Normally, we will ask for your consent in writing, but in some circumstances, we may accept your verbal consent or your consent may be implied from your interactions with CNPS. For example, when you telephone 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, use and disclosure of your personal information in accordance with this Privacy Code.

When you visit the CNPS web site (www.cnps.ca) or use the CNPS e-mail services (info@cnps.ca), any personal information collected is treated in accordance with the CNPS Privacy Code. Privacy warnings appear on the CNPS web site, e-mail messages and facsimile transmissions. 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, where 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, CNPS must collect personal information about third parties where there is an occurrence, potential legal proceedings, or actual legal proceedings involving a nurse.

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

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

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

CNPS retains your personal information only for the time it is required for the purposes described. When personal information is no longer required, we have procedures in place to destroy, delete, erase or convert the information into an anonymous form.

Updating Personal Information

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

Security

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

Access and Amendment

You may ask for access to any 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 your personal information has been disclosed by CNPS (except where disclosure was to a CNPS service provider for routine administrative purposes). We will respond to your requests as accurately and completely as possible. If CNPS has information about you that is not accurate, complete or up-to-date, we will take steps to correct it.

The right to access your personal information is not absolute. Reasons for denying access include: 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

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 web site.

Requests for Access or Questions

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

Chief 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
  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.

Need Urgent Legal Information?