SIS is developed and managed by LogicalOutcomes Canada, which is a non-profit organization.
We may change this policy from time to time. Most of the time we will just reword it for more clarity. If you are a SIS subscriber, we will update you when we change the way we use or share personal information so that you can ask for clarification or decide to unsubscribe to SIS. If you respond to a SIS survey, the agreement about your consent will not change.
Any questions about this policy and our privacy practices can be sent by email to firstname.lastname@example.org, or by writing to our address below or by contacting our Privacy Officer at 1-647-478-5634 ext 202.
How do we collect information from you?
We collect information from users of our Service Information System (SIS), which is an evaluation platform that includes surveys and data collection for social service organizations and non-profits. SIS surveys and interviews are always voluntary, and they always ask for your specific consent before you submit information about yourself.
SIS will not ask for your name, personal ID, or other information that will identify you within the SIS surveys themselves. However, SIS may collect email addresses or other contact information that will be used to send you online surveys or carry out phone interviews. In those cases, the contact information will be kept separately from the responses.
How is your information used?
We may use your SIS information to:
- Provide summary reports about the effectiveness of social service organizations, and whether people are satisfied with their services.
- Share your anonymous comments about services to the organizations that are serving you (with your permission).
- Provide summary reports about the type of people who use services.
- Carry out research on what programs are most useful for various people and problems.
How long do we keep personal information?
SIS data is stored up to seven years. It may be deleted sooner – that is decided by the subscriber, and may be stated in survey consent forms. At the end of that period we will delete data that could be linked to an individual person.
In addition, the evaluators or organizations that hire us to manage SIS may retain summary reports and anonymous open-ended comments that they obtained from SIS. Subscribing organizations may also request access to SIS survey responses, either for more detailed data analysis or if they end their subscription to SIS. In that case, the organizations will be asked to confirm that they will delete the data within the consented time period, and will handle the data responsibly.
Who has access to your information?
We collect personal information on behalf of other evaluators and organizations who subscribe to SIS. We provide reports to subscribers that combine information about many people. Generally, we do not provide individual information that could be used to identify you, except for open-ended comments that you choose to share with those evaluators or organizations (with your consent). However, subscribers may request access to survey responses for detailed data analyses, or if they decide to end their subscription to SIS. In that case, they are responsible for managing anonymous information in a way that is respectful of the community. You can refer to their privacy policies for details.
We provide access to data analysts to produce reports on the effectiveness and activities of service organizations. We do not share your name or contact information with analysts, and we hide information that could be used to identify you.
Personal information collected from SIS is encrypted and protected by many security procedures, which we will share on request. For example, only screened and trained analysts may access individual information, and individual responses are not linked to names or contact information.
There is always a risk that that people could get access to your personal information. For example, if you decide to email your own survey responses to yourself, that information may be accessed by someone who can read your email messages. You can choose not to email your survey responses to yourself.
It is also possible that SIS could be legally required to provide information to a government body through a subpoena or warrant. We reduce this risk in two ways: Our data is encrypted and stored on Canadian or European servers using GDPR-compliant procedures, and the data does not have personally identifiable information.
How you can access and update your information
You have the right to know what information we have about you, and to correct it if it’s wrong. Contact email@example.com to find out what information we have, and how to delete or change it. You will not be charged any money for this service.
If you wish to delete your personal information from SIS, we will do so whenever we have information that can be linked to you. We may not be able to find any of your individual information within SIS because we do not collect your name or identifying information.
Even if we have sent you an email with a link to a survey, your email address is stored separately from the survey responses so that nobody can find out what you said. However, if you wish to remove personal information from SIS, contact firstname.lastname@example.org to discuss what we can do.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take many steps to ensure that it is treated securely.
Any personal information submitted through SIS is encrypted and protected while it is being transmitted and also when it is at rest in the database. Organizations that have hired us to manage SIS evaluations will have access to password-protected reports that show combined information that is not linked to any individual. The organizations are responsible for keeping that password confidential, and managing the summary information responsibly.
See our Information Security policy for more technical details on how we protect information. For details, ask email@example.com.
Use of ‘cookies’
16 or under
We want to protect the privacy of children aged 16 or under. At the same time, we want to allow young people to influence the services provided to them. When we are collecting information from children and youth under 16, we will ask for consent from their parent or guardian. If this is not feasible, we will ask program staff to obtain consent for feedback surveys as part of program delivery, and avoid asking for personal data that could make children vulnerable or uncomfortable.
Transferring your information outside of Canada
As part of the services offered by LogicalOutcomes, the information which you provide to us may be transferred to countries outside Canada. For example, our data analysts may be located in the European Union.
If we transfer your information outside of Canada in this way, we will encrypt your data and apply appropriate security measures to protect your privacy. Our information security procedures are available on request from firstname.lastname@example.org.
Review of this Policy
We keep this policy under regular review. This policy was last updated in February 2018.