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OUR COMMITMENT TO YOU
Privacy Policy
We respect the privacy of the people we support, their families and representatives, our staff and volunteers, and everyone who contacts us.
Last Updated: September 2026
About this policy
Green Haven Illam provides residential care, day programs and related support for adults with developmental disabilities in Ontario. This policy explains, in general terms, how we handle personal information when you use our website, contact us, apply for a role, volunteer, or receive or inquire about our services.
Personal information is information about an identifiable person. Some information connected with our services may also be personal health information and may be subject to additional legal requirements. We handle information in accordance with the privacy laws that apply to the information and our activities.
Information we collect
The information we need depends on how you interact with us. It may include:
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Contact and inquiry details: your name, contact information, messages and the services you ask about.
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Service and support information: information needed to assess and provide support, which may include care needs, health information, emergency contacts and information about authorized representatives.
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Applications: information you provide when applying for employment or expressing interest in volunteering, such as experience, availability and references.
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Website information: information you submit through a website form and technical information that may be collected when you visit the site, such as browser or device information.
We may receive relevant information directly from you or, where permitted, from a family member, substitute decision-maker, referral source or care provider. We aim to collect only what is reasonably needed for a stated purpose.
How we use information
We use information to respond to inquiries; assess, plan and provide services and support; communicate with individuals and authorized contacts; manage employment and volunteer applications; operate and improve our organization and website; maintain safety and records; and meet applicable legal or regulatory requirements.
If we need information for a new purpose, we will explain that purpose and seek consent when required.
When we share information
We limit access to people who need information to carry out their work. Depending on the circumstances, information may be shared with care providers, authorized representatives, service providers working on our behalf, or public authorities, with consent or as permitted or required by law. We take care to share only information appropriate to the purpose.
Information submitted to a website form may be processed by the service providers used to operate the website and receive form submissions. Please contact us if you have questions about a particular disclosure.
Consent and choices
We explain the purposes for collecting, using or sharing information and seek consent where required. The way consent is obtained depends on the sensitivity of the information and the circumstances. An authorized substitute decision-maker may act for a person when applicable law allows or requires it.
You can contact us to ask about withdrawing consent. Some uses or disclosures may still be required or permitted by law, and withdrawing consent may affect our ability to provide a requested service. We will explain any practical consequences.
How we protect and retain information
We use administrative, physical and technical measures appropriate to the sensitivity of information to help protect it from loss, unauthorized access, use or disclosure. No internet transmission or storage method is completely secure, so please avoid sending detailed health information through a general website inquiry form.
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We keep information for as long as it is needed for the purposes described here and for any applicable legal or operational retention requirement. When information is no longer required, we dispose of it securely or remove identifying details, as appropriate.
Access, corrections and concerns
You may ask to access or correct personal information we hold about you, subject to applicable law. We may need to confirm your identity and authority before responding. If we cannot grant a request in full, we will explain the reason where required.
If you have a privacy concern, please contact us so we can review it. You may also have the right to bring a complaint to the appropriate privacy regulator, depending on the information and law involved.
Website, cookies and outside links
Our website may use cookies or similar technology for essential functions and to understand site activity. Browser settings may allow you to limit cookies, although some features might then work differently. The website may include links to other organizations; their privacy practices are governed by their own policies.
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If you submit a website form, please include only the information needed for us to respond. Do not use a general contact or volunteer form to send confidential health records.
Changes to this policy
We may update this policy as our practices or legal requirements change. The date at the top of this page shows when it was last revised. Material changes will be communicated as appropriate.
Contact us about privacy
For privacy questions, concerns, or requests to access or correct information, please contact Green Haven Illam and ask for the person responsible for privacy:
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Green Haven Illam
1-41 Courtland Avenue
Concord, ON L4K 3T3
Phone: 289-597-5220
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