Privacy Policy

Privacy Policy for K9 Partners Assistance Dogs Training Society (“K9PAD”)

Effective Date: [28 July 2025]
Last Updated: [28 July 2025]

K9 Partners Assistance Dogs Training Society, “K9PAD” ("we", "us", "our") is committed to protecting the privacy of our donors, clients, applicants, volunteers, staff, and other stakeholders. This Privacy Policy outlines how we collect, use, disclose, and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), and privacy legislation in Nova Scotia, including special handling of medical and health-related information for service dog applicants and clients.

1. Accountability

We are accountable for the personal information in our possession. A designated Privacy Officer oversees our compliance with Canadian and provincial privacy laws, including the protection of sensitive medical information.

Privacy Officer Contact:
President
admin@K9PAD.org
37 Mohawk Street, Hammonds Plains, NS B4B1M7

2. What Personal Information We Collect

We may collect the following types of personal information:

Name, address, email, phone number
Donation history and payment details
Volunteer or staff application information
Pet or service animal details (if applicable)
Medical information provided by service dog applicants or clients, including:
- Diagnoses and relevant medical history
- Physician’s or therapist’s assessments
- Disability status and support needs
- Functional limitations relevant to service dog placement
- Prescription for a Service Dog
- Other supporting documentation as determined necessary

Medical information is only collected when reasonably required to assess program eligibility, match service dogs appropriately, determine suitability and eligibility, update client status, and ensure safety.

3. How We Collect Personal Information

We collect personal information when you:

Apply for or participate in a service dog program
Submit medical or support documentation as part of an application
Donate or subscribe to our communications
Register as a volunteer, employee, or event attendee
Contact us by email, phone, or through our website

4. Why We Collect Personal and Medical Information

We collect personal and medical information for the following purposes:

To assess eligibility for service dog programs
To determine appropriate dog-client matches based on functional and medical needs
To coordinate with medical professionals, where consent is given
To provide accommodations and safety planning
To issue charitable tax receipts and manage donor relations
To communicate with clients, donors, and volunteers
To meet obligations under applicable laws and regulations

5. Consent

We obtain express, written consent before collecting, using, or sharing any medical or health-related information. Clients or applicants may withdraw consent at any time, subject to legal or program-related requirements.

For general personal information, we rely on express or implied consent depending on the context and sensitivity of the data.

6. Use and Disclosure of Personal and Medical Information

We do not sell or trade personal or medical information.

We may share personal and/or medical information only:

With healthcare professionals when necessary for assessment and only with your written consent
With staff or volunteers who require the information to fulfill their role, under strict confidentiality
With legal or regulatory authorities when required by law (e.g., CRA, public health directives)
With funders or auditors only in anonymized or aggregate form unless otherwise authorized

We maintain enhanced safeguards for storing, sharing, and accessing medical information.

7. How We Protect Your Information

We take your privacy seriously and use enhanced safeguards to protect sensitive health information:

Secure, encrypted storage for digital files
Locked physical file storage for paper records
Role-based access restrictions (only authorized staff can view medical information)
Confidentiality agreements with employees, volunteers, and contractors

8. Cookies and Web Analytics

Our website may use cookies or analytics tools to help us improve performance. This non-personal data may include browser type, pages visited, and device type. You may disable cookies through your browser.

9. Access and Correction

You have the right to access and request correction of your personal or medical information in our records. To do so, please contact our Privacy Officer (see Section 1).

For medical documents submitted as part of an application, we may also coordinate access through your healthcare provider.

10. Data Retention

We retain personal and medical information:

For as long as needed to support service dog placements, follow-ups, or evaluations
For at least 6 years after donation or tax receipting activity (as required by CRA)
For compliance with legal, programmatic, and insurance requirements

When information is no longer needed, it is securely deleted, shredded, or anonymized.

11. Third-Party Links

Our website may contain links to third-party services. We are not responsible for their privacy practices or content. Please review their policies before sharing information.

12. Your Rights

You have the right to:

Know what personal and medical information we hold
Request access and corrections
Withdraw consent where applicable
File a complaint with the Office of the Privacy Commissioner of Canada or the Nova Scotia Office of the Information and Privacy Commissioner

13. Policy Updates

We may update this Privacy Policy from time to time. The revised version will be posted on our website with a new "Last Updated" date.

14. Contact Us

If you have questions or concerns about how we collect or use your personal or medical information, please contact:

K9PAD President
K9 Partners Assistance Dogs Training Society
admin@K9PAD.org
37 Mohawk Street, Hammonds Plains NS B4B1M7