Privacy Notice for Applicants

Privacy Policy

By submitting an application or providing information to Split Rock Healing House - whether through our website, online forms, email, phone, in person with staff, or any other method - you acknowledge and agree to the privacy practices described below.

1. Purpose of Collecting Information

The information you provide is collected only for purposes directly related to Split Rock’s mandate and services, including:

• Assessing eligibility and suitability for Split Rock programs and supports

• Supporting safe intake, wellness planning, and continuity of care

• Understanding cultural, clinical, and support needs

• Communicating with applicants, caregivers, and referral partners

• Meeting reporting, accountability, or funding requirements, where information is shared only in de-identified or aggregated form (no names or identifying details)

Personal information is never used for unrelated, commercial, or marketing purposes.

2. How Your Information Is Stored and Protected

Split Rock follows privacy standards consistent with BC’s Freedom of Information and Protection of Privacy Act (FOIPPA).

Electronic Records

• Personal information may be stored electronically using secure, third-party software systems (such as application platforms, encrypted email, or secure data storage tools).

• These systems are selected for their privacy, security, and access controls.

• Electronic records are accessible only to authorized Split Rock staff who require the information to carry out their roles.

Physical Records

• Some information may be kept in physical (paper) form.

• Physical records are stored securely on site in locked files or restricted-access areas.

• Access is limited to authorized personnel only.

Split Rock takes reasonable steps to protect all personal information from loss, theft, unauthorized access, disclosure, copying, or misuse.

3. Access to Information

Only authorized Split Rock staff who are directly involved in intake, assessment, care coordination, or administration may access personal information, and only to the extent necessary to perform their duties.

All staff are required to follow confidentiality, privacy, and information-handling protocols.

4. Voluntary Disclosure

Providing information is voluntary. However, incomplete or missing information may limit our ability to:

• Assess whether our program is the right fit

• Complete safety or wellness planning

• Provide appropriate supports or referrals

5. Consent to Contact

By submitting the form or speaking with staff, you consent to Split Rock contacting:

• You (the applicant or caregiver)

• The referring worker or organization (if applicable)

• Any other individuals or services you have explicitly authorized us to contact

Split Rock will not contact additional parties without consent, except where required by law or in situations involving immediate safety concerns.

Important Note: If the Applicant (youth) has not personally completed or consented to contact, Split Rock cannot contact the youth directly. If a caregiver or referrer submits information on behalf of a youth, Split Rock may contact that person to provide information and guidance on how the youth can provide consent themselves.

6. Sharing of Information

Personal information may be shared only when necessary and appropriate, including:

• Internally among Split Rock staff involved in intake and care

• With emergency services or appropriate authorities in cases of immediate risk to safety

• As required by law

Information is never sold, traded, or shared for marketing or non-care-related purposes.

7. Retention and Disposal

Information is retained only as long as reasonably necessary to support program operations, meet legal or funding obligations, or ensure continuity of care. When no longer required, records are securely destroyed or deleted in a manner that protects confidentiality.

8. Changes to Privacy Practices

Split Rock’s privacy practices may evolve over time to improve care, safety, and accountability. Updates to this policy will be posted on our website. Continued engagement with Split Rock services constitutes agreement with the most current version of the policy.

9. Questions or Requests About Your Information

You may request:

• Clarification about how your information is used or stored

• Access to your information (subject to legal limitations)

• Corrections to inaccurate information

Contact: apply@splitrockhealinghouse.ca or speak with a Split Rock staff member.