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Privacy Policy – Peoatas Place

Last Updated: December 2025

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Peoatas Place is committed to protecting the privacy, confidentiality, and dignity of individuals who access our website and services. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant Ontario privacy standards.

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As a residential support provider for youth ages 10–18 with Autism Spectrum Disorder, developmental disabilities, and mental health needs, we recognize the sensitive nature of the information entrusted to us and take our privacy obligations seriously.

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1. Our Commitment to Privacy

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Peoatas Place is dedicated to:

  • Protecting the personal and sensitive information of youth, families, and website visitors

  • Using information only for legitimate care, operational, and communication purposes

  • Limiting access to information to authorized personnel only

  • Maintaining secure systems and safeguards

  • Complying with all applicable privacy, child protection, and health information laws

 

2. Personal Information We Collect

 

We may collect personal information through our website or direct communication, including:

  • Name

  • Email address

  • Phone number

  • Relationship to youth (e.g., parent, guardian, agency representative)

  • Referral or inquiry details

  • Any information voluntarily submitted through contact forms

 

Important:
We strongly discourage submitting highly sensitive personal, medical, or clinical information through our website contact forms. Secure communication channels are used for formal referrals and service coordination.

 

3. How We Use Personal Information

 

We use personal information for the following purposes:

  • Responding to inquiries and requests

  • Processing referrals and service coordination

  • Communicating with families, guardians, and agencies

  • Improving our services and website functionality

  • Fulfilling regulatory and legal obligations

  • Supporting quality assurance and program planning

 

Personal information is used only for purposes that are reasonable, necessary, and directly related to our operations as a youth residential care provider.

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4. Consent

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By submitting personal information through our website or contacting Peoatas Place, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.

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Where required, we obtain explicit consent from parents, guardians, or legally authorized representatives for the collection and use of youth-related information.

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5. Disclosure of Personal Information

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We do not sell, rent, or trade personal information.

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We may disclose personal information only when:

  • Required to coordinate services with authorized partners (e.g., placing agencies, clinicians)

  • Required by law, regulation, or court order

  • Necessary to protect the safety of a youth or others

  • Authorized by consent

 

All disclosures are limited to what is strictly necessary and handled in a secure and confidential manner.

 

6. Safeguards and Data Security

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Peoatas Place uses physical, administrative, and technical safeguards to protect personal information, including:

  • Secure electronic systems and password protection

  • Restricted access to records

  • Staff confidentiality agreements

  • Ongoing privacy and data protection training

  • Secure disposal of records

 

We regularly review and update our safeguards to reflect best practices and evolving security standards.

 

7. Retention of Information

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Personal information is retained only as long as necessary to fulfill its intended purpose and to comply with legal, regulatory, and funding requirements, including:

  • MCCSS Quality Assurance Measures (QAM)

  • Child, Youth and Family Services Act (CYFSA)

  • Bill 188 Standards of Care

 

When no longer required, information is securely destroyed or anonymized.

 

8. Access and Correction

 

You have the right to:

  • Request access to your personal information

  • Request corrections if your information is inaccurate or incomplete

  • Withdraw consent, subject to legal or contractual restrictions

 

Requests must be submitted in writing and will be responded to within a reasonable time frame.

 

9. Cookies and Website Analytics

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Our website may use basic cookies or analytics tools to:

  • Improve user experience

  • Track general site usage trends

  • Maintain website functionality

 

Cookies do not collect sensitive personal or clinical information. You may adjust your browser settings to disable cookies if you prefer.

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10. Third-Party Links

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Our website may contain links to external websites. Peoatas Place is not responsible for the privacy practices or content of third-party sites. We encourage users to review the privacy policies of any external websites they visit.

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11. Children’s Privacy

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Peoatas Place does not knowingly collect personal information from children through its website without parental or guardian consent. All youth-related information is handled through secure, formal referral and intake processes.

 

12. Complaints and Privacy Concerns

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If you have concerns about how your personal information is handled, you may contact us using the details below. We take all privacy complaints seriously and will investigate promptly.

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​13. Policy Updates

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Peoatas Place may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes. Updates will be posted on our website with the revised date.

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Consent and Data Collection Notice – Peoatas Place

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Peoatas Place is committed to collecting, using, and protecting personal information in a respectful, transparent, and lawful manner.

 

This Consent & Data Collection Notice explains how and why we collect personal information and how consent is obtained, in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario standards.

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1. Purpose of Data Collection

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Peoatas Place collects personal information for the following purposes:

  • Responding to general inquiries and information requests

  • Processing referrals and service coordination

  • Communicating with families, guardians, agencies, and partners

  • Supporting individualized care planning

  • Fulfilling legal, regulatory, and funding requirements

  • Ensuring quality assurance and program improvement

 

Personal information is collected only when necessary and used solely for legitimate operational and care-related purposes.

 

2. Types of Information Collected

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Depending on the nature of your interaction with Peoatas Place, we may collect:

  • Name and contact information (email, phone number, mailing address)

  • Relationship to the youth (e.g., parent, guardian, caseworker, clinician)

  • Referral details and inquiry information

  • Service-related information required for coordination

  • Any information voluntarily provided through contact forms or direct communication

 

Important:
We discourage the submission of highly sensitive personal, medical, or clinical information through our public website forms. Secure channels are used for formal referrals and intake processes.

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3. Consent for Collection and Use

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By contacting Peoatas Place or submitting information through our website, you consent to the collection, use, and disclosure of your personal information for the purposes described in this Notice and our Privacy Policy.

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Where youth-related information is involved:

  • Consent is obtained from a parent, legal guardian, or authorized representative

  • Consent may be written, verbal, or electronic, depending on the context

  • Consent is documented in accordance with regulatory requirements

 

4. Withdrawal of Consent

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You may withdraw your consent for the collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions.

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Please note that withdrawing consent may affect our ability to:

  • Respond to your inquiry

  • Process referrals

  • Provide or continue services

  • Meet legal or regulatory obligations

 

Requests to withdraw consent must be submitted in writing.

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5. Disclosure of Information

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Personal information is not sold, rented, or shared for marketing purposes.

Information may be disclosed only:

  • With your consent

  • To authorized partners involved in care coordination

  • To placing agencies such as Children’s Aid Societies (CAS) or MCCSS-funded programs

  • When required by law or court order

  • To protect the safety of a youth or others

 

All disclosures are limited to what is necessary and handled securely.

 

6. Safeguards and Security

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Peoatas Place uses physical, administrative, and technical safeguards to protect personal information, including:

  • Secure electronic record systems

  • Restricted access to sensitive information

  • Staff confidentiality agreements

  • Privacy and data protection training

  • Secure disposal of records

 

7. Access and Correction Rights

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You have the right to:

  • Request access to your personal information

  • Request corrections to inaccurate or incomplete information

  • Ask questions about how your information is handled

 

Requests must be made in writing and will be addressed within a reasonable time frame.

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CAS and MCCSS-Specific Privacy Addendums – Peoatas Place

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These Privacy Addendums supplement the Privacy Policy, Consent & Data Collection Notice, and Confidentiality Statement of Peoatas Place.

 

They are designed to address additional privacy and information-sharing obligations related to:

  • Children’s Aid Societies (CAS)

  • MCCSS-funded placements and programs

  • Ontario regulatory oversight

  • Child protection and licensing requirements

 

1. Purpose of the Addendums

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Peoatas Place recognizes that youth placed through CAS and MCCSS-funded programs are subject to enhanced legal, regulatory, and reporting obligations.

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These addendums clarify:

  • How personal information is handled for placed youth

  • How information is shared with placing agencies

  • How compliance with Ontario child protection laws is maintained

  • How youth rights and family privacy are safeguarded

 

2. Legal and Regulatory Framework

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Peoatas Place operates in alignment with:

  • Child, Youth and Family Services Act (CYFSA)

  • MCCSS Quality Assurance Measures (QAM)

  • Bill 188 Standards of Care

  • Personal Information Protection and Electronic Documents Act (PIPEDA)

  • Applicable Ontario privacy and child protection standards

 

All personal information handling is conducted within this legal framework.

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3. Information Collected for CAS/MCCSS Placements

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For youth placed through CAS or MCCSS-funded programs, Peoatas Place may collect and maintain information including:

  • Youth identification and demographic details

  • Legal status and placement documentation

  • Medical, developmental, and mental health records

  • Behaviour support plans and safety plans

  • Educational information

  • Incident reports and progress documentation

  • Contact information for guardians, caseworkers, and clinicians

 

Only information necessary for care, safety, compliance, and service coordination is collected.

 

4. Information Sharing with CAS and MCCSS

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Peoatas Place shares personal and clinical information with placing agencies and MCCSS only:

  • In accordance with placement agreements

  • With consent from legal guardians or authorized representatives

  • When required by law or regulatory standards

  • For safety planning, service coordination, and quality assurance

  • To support audits, inspections, and licensing reviews

 

All disclosures are limited to the minimum necessary information and documented appropriately.

 

5. Reporting Obligations

 

Peoatas Place fulfills mandatory reporting obligations, including:

  • Serious Occurrence Reports

  • Incident reporting under QAM

  • Child protection reporting under CYFSA

  • Health and safety reporting requirements

  • Quality assurance and compliance reporting

 

Where required, relevant personal information is shared with CAS, MCCSS, or regulatory authorities in a timely and secure manner.

 

6. Youth Rights and Participation

 

Peoatas Place is committed to upholding the rights of youth placed through CAS and MCCSS, including:

  • The right to privacy and confidentiality

  • The right to access personal information, subject to legal restrictions

  • The right to be informed about how their information is used

  • The right to participate in decisions affecting their care

  • The right to raise concerns or complaints without retaliation

 

Information is shared with youth in an age-appropriate and developmentally appropriate manner.

 

7. Consent for CAS/MCCSS Placements

 

For CAS and MCCSS-funded placements:

  • Consent is obtained from the legal guardian, CAS, or authorized decision-maker

  • Consent may be documented in placement agreements, service contracts, or care plans

  • Youth assent is sought whenever appropriate

  • Consent records are maintained securely

 

Where consent cannot be obtained due to legal requirements, information is shared strictly in accordance with applicable laws.

 

8. Records Retention and Regulatory Access

 

Peoatas Place retains records in accordance with:

  • MCCSS retention requirements

  • CYFSA documentation standards

  • Funding and audit obligations

 

Regulatory authorities may access records during inspections, audits, or investigations as required by law. All regulatory access is documented and managed securely.

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9. Data Breaches and Incident Response

 

In the event of a privacy breach involving CAS or MCCSS-placed youth:

  • The breach is documented immediately

  • Affected individuals and agencies are notified as required

  • Corrective actions are implemented

  • Incident reports are submitted to MCCSS or CAS where applicable

  • Safeguards are reviewed and strengthened

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10. Policy Hierarchy and Interpretation

 

In the event of any conflict between:

  • This Addendum

  • Peoatas Place Privacy Policy

  • Consent & Data Collection Notice

  • Confidentiality Statement

  • Placement agreements

  • Legislative or regulatory requirements

 

The most stringent legal or regulatory requirement shall prevail.

 

Complaints and Oversight

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Families, guardians, and placing agencies may raise privacy concerns or complaints by contacting:

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Contact Information

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Privacy Officer
Peoatas Place
Email: contact@peoatasplace.ca
Phone: 647-948-5500
Address: 403 Bartos Drive, Oakville, ON L6K 3E5
Canada

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Complaints are investigated promptly and corrective action is taken where necessary.​​

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