Crew members (hereafter referred to as “you”) will find our Crew Records and Patient Records policy outlined below. The policy applies irrespective of your role with us – whether you are a volunteer, contractor, employee, consultant or independent contractor with our organization, you can expect us to protect your personal information in our possession. Personal information is information that is, or relates or concerns you. For example, your personnel record, payment record and/or personal identification. We encourage you to contact your crew advisor in the first instance for any questions or concerns.
By providing your personal information to us, you consent to:
• Being placed on our email contact list. We do not rent, share, sell or distribute your e-mail address to third parties. In accordance to Canada’s Anti-Spam Legislation, You may unsubscribe at any time, and doing so will not affect your placement at our events; and
• Being photographed or recorded on video at events. We may use those photos or videos in our on and offline promotions. If you prefer not to be photographed, please approach the Medical Operations Manager or crew coordinator so we can honour your wishes.
By providing personal information to Odyssey, you agree and consent that we may collect, use and disclose your personal information in accordance with this Policy.
If you have not reached the age of majority, based on your provincial or territorial legislation, you must seek a parent and/or guardian’s consent before joining us.
Collection and Use of Personal Information
We collect your personal information:
1) to facilitate your application to join our organization in any capacity.
2) to manage our employment relationship.
3) to manage your participation on our event (and other) medical teams.
4) to ensure due diligence verifications are completed for the safety of our crew members, clients and patients.
5) to comply with the security or access control measures in place at venues.
6) to comply with taxation and worker’s compensation legislation.
7) in an emergency where the collection of your information is clearly in your interest and consent cannot be obtained in a timely fashion.
As a collaborative group of health and event professionals, we may partner with research groups to study our events or processes. We will not release any personally identifiable information to such third party research groups. However, we may release aggregate data on the medical team, composition of the medical team and other non-personally identifiable information for statistical analysis.
If we are to use your personal information for reasons other than the ones specified above, we will notify you and seek your consent.
You have the right to withdraw your consent at any time with written notice to your supervisor. If you withdraw your consent for us to collect and use your personal information, you will not be allowed to participate any further in our organization.
Security of Information
Your personal information is protected by us. Our servers are hosted in Canada. We do our best to collect the minimal amount of information necessary to manage our relationship. Further, access control measures are in place to limit the personnel who have access to your information. Staff members who have access to your personal information are cautioned in disciplinary measures we will take against them if they breach the policy.
Once the information is no longer needed, the information will be removed from access from non-essential personnel. Information will be kept for a minimum of 2 years after last activity to ensure the any information that may be required under the Limitation Act is available.
Disclosure of Personal Information
We strive to ensure your personal information is protected. Disclosure of your information is generally limited to the following scenarios:
• You have consented to us releasing your information to a third party.
• An emergency scenario where the life, personal security or health of a person is threatened.
• To comply with a court order, subpoena, warrant or other judicial and quasi-judicial process.
• To law enforcement agencies and regulatory bodies if we suspect an offence under federal or provincial/territorial laws was committed.
• To our legal counsel, if we have reason to believe a judicial, legal or quasi-legal proceeding is being instituted against the organization.
• If you are a paid member of our organization – your information may be released to third party service providers working on behalf of Odyssey solely to manage our relationship.
• Where the information is available publicly (i.e. registration directories).
• To contact next of kin, if you are injured at our event and are unable to consent.
• To comply with other legislative requirements and
• Other purposes consistent with the above scenarios.
In accordance with the Health Professions Act (BC/AB/NL), The Regulated Health Professions Act (MB/PEI), Health Professions Procedural Code (ON), Professional Code (QC) and various health professional legislations in SK, NB, NS and YK, we have a positive duty to forward information to regulatory bodies if we have reasons to believe the safety of the public are jeopardized by a professional’s competence or fitness to practice, or the continued practice by the professional is a danger to the public.
Access to Information
You have the right to request your personal information under our control and whether we have released your information to a third party. You must make your request in writing to us. If you wish to have a third party to request information on your behalf, they must provide a written authorization from you, along with certified true copy of two pieces of your ID to ensure your information are not divulged to unauthorized individuals. We may invoice you administrative fees in retrieving, photocopying and distributing the records. We will provide notice to you before you are invoiced.
We may refuse to release your information, if the information:
1) Is subject to legal privilege;
2) The disclosure would reveal trade secrets, confidential or proprietary business information of Odyssey;
3) The disclosure would interfere with ongoing investigations by a law enforcement agency or regulatory body;
4) The information would reveal the personal information and/or opinion of another person;
5) The release of information would interfere with contractual or other obligations of Odyssey;
6) The information is required to be withheld from you by law.
If you note any error in our records, you have the right to have the information corrected and any third party whom we have released your information notified. Please contact our Privacy Officer below.