Access to Information

To view the Providence Care Directory of Records and Personal Information Bank click here.

Freedom of Information

Providence Care has established the Privacy and Freedom of Information (FOI) Office to coordinate requests and matters related to the Freedom of Information and Protection of Privacy Act (FIPPA). The Privacy FOI Office oversees the administration of personal information access, requests and liaises with the Information and Privacy Commissioner of Ontario.

What is the Freedom of Information and Protection of Privacy Act (FIPPA)?

FIPPA regulates the collection, use and disclosure of personal information and the retention, destruction, security, and accuracy of personal information. It requires organizations to maintain certain data banks. FIPPA applies to all corporate records that come into the custody or control of Providence Care on or after January 1, 2007.

FIPPA serves two main purposes:

To provide the public a right of access to organizational information subject to limited exemptions and exclusions; and
To protect the privacy of individuals with respect to personal information about themselves held by the organization and to provide individuals with a right of access to that information.

Upon request certain records must be made available in accordance with FIPPA. The information requested could include print, film, electronic records (e.g. emails), plans, drawings, photographs, sound recordings (e.g. voice mail), or DVDs.

Not all information is available through FOI requests. Some records cannot be released under FOI laws.

Exclusions and exemptions include:

cabinet records
court records
records containing certain law enforcement information
records that could prejudice intergovernmental relations
personal information that could invade the privacy of an individual
certain records supplied in confidence by a third party
most labour relations records

Does FIPPA allow access to Personal Health Information (PHI)?

No. PHI is subject to the Personal Health information Protection Act (PHIPA). If you are seeking access or correction to your health records, please contact Providence Care’s Clinical Records Department at 613-544-4900, ext. 53443.

To read the full Freedom of Information and Protection of Privacy Act click here .

What is personal information?

FIPPA defines “personal information” as recorded information about an identifiable individual, including:

Information relating to the race, nationality or ethnic origin, colour, religion, age, sex, sexual orientation or marital/family status of the individual;
Information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved;
Any identifying number, symbol or other particular assigned to the individual;
The address, telephone number, fingerprints or blood type of the individual;
The personal opinions or views of the individual except where they relate to another individual;
Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence would reveal the contents of the original correspondence;
The views or opinions of another individual about the individual; and
The individual’s name where it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.

What is a personal information bank?

FIPPA defines a “personal information bank” as a collection of personal information that is organized and capable of being retrieved using an individual’s name or an identifying number or particular number assigned to the individual.

How to make a Freedom of Information (FOI) request?

Informal FOI requests:
Some records held by Providence Care may be made available to you without making a request. Simply contact Providence Care’s Freedom of Information Coordinator to make an inquiry:

Tel: 613-544-4900 ext. 53548
Email: FOI@providencecare.ca

Formal FOI requests:
To make a formal Access to Information request, please do the following:

Complete an Access Request for Information Excluding Personal Health Information and include your initial payment of $5 (cash or cheque)
Submit your completed request and payment to Providence Care’s Freedom of Information Coordinator at:
Providence Care Hospital
752 King Street West
Kingston, ON K7L 4X3

Additional fees according to this Fee Chart may apply for processing a formal Access to Information request to cover the cost of records searching, photocopying, shipping, and incidental costs.

For more information about FIPPA and our practices, please contact the Freedom of Information Coordinator at:

Providence Care Hospital
752 King Street West
Kingston, ON K7L 4X3
Tel: 613-544-4900 ext. 53548
Email: FOI@providencecare.ca

How to appeal the results of FOI requests

Any decision Providence Care issues related to a FOI request under FIPPA including the decision to charge a fee, may be appealed to the Information and Privacy Commissioner within 30 days from date of receipt of the letter denying your request.

How to submit an appeal

Send the following information to the Information and Privacy Commissioner of Ontario:

A copy of the original request
A copy of Providence Care’s response
An appeal fee of $10 for personal information requests and $25 for general information requests

Information and Privacy Commissioner of Ontario
Suite 1400, 2 Bloor Street East
Toronto, ON M4W 1A8
Tel: 416-326-3333
Toll-free (Ontario only): 1-800-387-0073

Personal Health Information Protection Act (PHIPA)

Personal health information is protected by the Personal Health Information Protection Act (PHIPA).

How to access your personal health information record

Patients are entitled to review their own personal health information record. This can be requested by submitting an Access Request for Personal Health Information to Providence Care’s Clinical Records Department . Please note mental health requests are subject to approval by the health care provider.

To obtain a copy of your personal health information record:

Print, complete and sign an Access Request for Personal Health Information. Please ensure you include the dates you are interested in.
Submit your form to Providence Care’s Clinical Records Department by fax or mail:
Providence Care Hospital
752 King Street West
Kingston, ON K7L 4X3
Confidential Fax: 613-540-6181

Please note you will be charged a fee should you wish to receive photocopies of your health records.

How to obtain a copy of your personal health information record for another healthcare provider

Copies of your personal health information record may be released to healthcare providers outside of the hospital when requested, to ensure the best continuing care for you. Your attending physician may also share reports or summaries of your treatment at the hospital with other physicians and healthcare providers involved in your care, to ensure they are aware of treatments or medications that may affect your ongoing care.

To obtain a copy of your personal health information record for other healthcare providers:

Print, complete and sign a Consent to Disclose English and French (2021-03)
Submit your form to Providence Care’s Clinical Records and Privacy Department by fax or mail:
Providence Care Hospital
752 King Street West
Kingston, ON K7L 4X3
Confidential Fax: 613-540-6181

You may also sign the Consent to Disclose English and French (2021-03) form at the office of the other healthcare providers.

Please note there is no fee for this service.

How to obtain your personal health information record for a third party

You can request a copy of your personal health information record to be released to a lawyer, insurance
company, or any other third party specified by you, by submitting a written Consent to Disclose English and French (2021-03) form.

To obtain a copy of your personal health information record for a third party:

Print, complete and sign a Consent to Disclose English and French (2021-03) form
Submit your form to Providence Care’s Clinical Records and Privacy Department by fax or mail:
Providence Care Hospital
752 King Street West
Kingston, ON K7L 4X3
Confidential Fax: 613-540-6181

Please note there is no fee for this service.

How to obtain a copy of a personal health information record for a deceased individual

Please do the following:

Print, complete and sign an Access Request for Personal Health Information
Please submit with your completed form either:
• proof of relationship to the patient as substitute decision maker or;
• a copy of the deceased person’s will naming you as the Executor or;
• in the absence of a will, a letter notarized by a lawyer to confirm your legal signing
authority;
• consent signed by the above to release the information to you.
Submit your form to Providence Care’s Clinical Records Department by fax or email:
Providence Care Hospital
752 King Street West
Kingston, ON K7L 4X3
Confidential Fax: 613-540-6181