Effective Date: February 21 st , 2025
Last Updated: February 21 st , 2025

1. Introduction

Mishka Social Services (“Mishka,” “we,” “us,” “our”) is committed to protecting the privacy and confidentiality of all individuals who engage with our organization, including clients, donors, employees, volunteers, and other stakeholders.

This policy ensures full compliance with Canadian federal and provincial privacy laws, including but not limited to:

• Personal Health Information Protection Act (PHIPA)
• Child, Youth and Family Services Act (CYFSA)
• Freedom of Information and Protection of Privacy Act (FIPPA)
• Youth Criminal Justice Act
• Services and Supports to Promote the Social Inclusion of Persons with Developmental Disabilities (SIPDDA)

This policy applies to all verbal, written, and electronic information collected and maintained by Mishka Social Services.

2. Our Commitment to Privacy

Mishka Social Services is dedicated to:
✔ Protecting personal and personal health information (PI & PHI) collected from individuals.
✔ Being transparent and accountable in how we collect, store, use, and share personal information.
✔ Ensuring compliance with all applicable laws and regulations. We value the trust of our community and take necessary steps to protect the confidentiality and security of any information shared with us.

3. Definition of Personal Information (PI) & Personal Health Information (PHI)

Personal Information (PI)

Personal Information (PI) refers to any data that can identify an individual, excluding publicly available information. This includes, but is not limited to:

• Full Name
• Email Address
• Mailing Address
• Phone Number
• Date of Birth
• Donation history

Personal Health Information (PHI)

PHI refers to any identifiable health-related information about an individual, including:

• Physical and mental health records
• Medical history or conditions
• OHIP number or health card information
• Name of healthcare providers or emergency contacts

4. Collection of Information

Mishka Social Services limits the collection of PI and PHI to what is necessary for service delivery, including:
✔ Client intake and registration for programs
✔ Processing donations and financial transactions
✔ Providing social and community support services
✔ Program evaluations, quality improvement, and reporting

All personal information is collected by fair and lawful means. Client consent is required before any collection, use, or disclosure of personal information. Clients have the right to revoke consent at any time.

5. Use of Information

Any collected information is used strictly for the following purposes:
✔ To improve our programs, services, and outreach efforts
✔ To communicate with clients, donors, and stakeholders
✔ To process donations and provide tax receipts
✔ To comply with legal and regulatory requirements
✔ To ensure client safety and service effectiveness

 Your personal information will NOT be sold, rented, or shared with third parties for marketing purposes.

 Mobile opt-in data for SMS alerts will NEVER be shared with third parties.

6. Security and Protection of Information

Mishka Social Services follows strict security measures to protect PI and PHI, including:
✔ Encryption of sensitive data
✔ Secure databases and firewalls
✔ Controlled access to personal information (staff access only on a need-to-know basis)
✔ Regular security audits and staff privacy training

After a financial transaction, sensitive information such as credit card details is not stored on our servers.

7. Retention & Access to Information

• PI and PHI are retained only as long as necessary for the purposes identified or as required by law.
• Individuals have the right to request access to their personal information. Requests should be made in writing to our Privacy Officer.
• If a client believes their information is incorrect, they have the right to request corrections in their records.

8. Disclosure of Information

Mishka Social Services does not disclose personal information to external parties except in the following cases:
✔ If required by law, such as a court order or regulatory mandate.
✔ With trusted service providers, such as payment processors, who are contractually required to keep information confidential.
✔ In cases where there is a risk of harm to an individual, in compliance with duty to report laws.

9. Use of Cookies & Website Tracking

Our website uses cookies to:
✔ Enhance user experience
✔ Analyze website traffic
✔ Track preferences for better service delivery

Users can disable cookies in their browser settings.

10. SMS Communication & Opt-In Terms

By providing your mobile number and opting into our SMS alerts, you agree to receive:
✔ Food distribution updates
✔ Program and event notifications
✔ Emergency alerts

Message frequency may vary. Standard message and data rates may apply.We do NOT share or sell mobile opt-in information.

11. Your Consent

By using our website and services, you consent to this Privacy Policy and our data collection practices.

Clients may withdraw consent for data collection or SMS communication at any time by contacting us.

12. Contact Information & Complaints

For any privacy concerns, complaints, or information requests, please contact:

📧 Email: [email protected]
📞 Phone: 289-864-4100
📍 Address: 207-627 Main Street East, Hamilton, ON L8M 1J5

If you are not satisfied with our response, you may escalate your concerns to the Office of the Information and Privacy Commissioner of Ontario (IPC):

📧 Email: [email protected]
📞 Phone: 416-326-3333
🌐 Website:ipc.on.ca

13. Policy Updates

Mishka Social Services reserves the right to update this Privacy Policy. Any changes will be posted on this page with the revised date.

 We encourage you to review this policy periodically.