Your Privacy Matters to Us! 💖
At Dilamphis Care Inc., trust is the foundation of everything we do. Whether we are providing care in your home or welcoming you onto our dedicated caregiving team, we protect your personal information with the utmost respect, warmth, and strict security.
We know that filling out care assessments, service agreements, or employment applications can feel like a lot of paperwork. That’s why we keep our privacy practices straightforward and transparent—no hidden catches, no confusing legalese, just honest protection for our clients and our valued team members.
1. Information We Collect (And Why It Helps Us)
We tailor our data collection to ensure the best possible care for our clients and a supportive, secure workplace for our care professionals.
For Clients & Families
Collected during initial assessments and service agreements to deliver personalized care:
- The Basics: Name, address, phone number, and email to maintain clear communication.
- Care & Health Profile: Daily routines, physical/cognitive requirements, and personal preferences so our caregivers can provide comfortable, tailored support.
- Emergency Contacts: Immediate family or primary doctors to ensure your safety is always prioritized.
- Billing Details: Secure payment and funding information for smooth, reliable invoicing.
For Care Professionals & Staff
Collected during onboarding and employment to maintain professional standards:
- Applicant Details: Resume, contact info, professional references, and qualifications during the hiring process.
- Verification Records: Background checks, licensing, bonding certifications, and health screenings as required by regional care standards.
- Payroll & Scheduling: Direct deposit details, tax forms, and availability to ensure timely pay and accurate client matching.
- Emergency Contacts: To keep our team members safe while out in the field.
Our Zero-Friction Promise: We only request information that is 100% necessary to deliver exceptional care or verify professional employment. We will never stall your assessment or application with tedious, irrelevant questions!
2. How We Use Your Information
Every piece of data we collect serves a strict, defined purpose to keep operations running smoothly and safely:
Supporting Our Clients
- Hand-selecting the perfect caregiver match based on personality and care needs.
- Designing and adapting personalized care plans over time.
- Coordinating seamless schedules, billing, and progress reporting.
Supporting Our Team Members
- Evaluating applications and matching caregivers with compatible client homes.
- Administering payroll, benefits, and workplace support.
- Ensuring full compliance with provincial and regional labor standards.
3. How We Keep Your Data Safe & Secure 🛡️
We don’t just rely on standard statements; we build strict security protocols into our daily routine. Think of our systems as a 24/7 digital and physical security guard protecting your sensitive records, so you can complete our forms with total peace of mind.
🔐 Multi-Layered Digital & Physical Protections
Whether you are submitting a care assessment online or uploading an employment resume, your electronic files are safeguarded using industry-leading encryption, secure cloud servers, and multi-factor authentication. In our physical offices, paper care agreements and personnel files are strictly stored in locked, fireproof archiving cabinets within restricted-access areas.
👁️ Strict “Need-to-Know” Access Rules
We practice strict data compartmentalization. A visiting caregiver only receives the essential care instructions needed to support you safely at home (such as mobility notes and dietary preferences)—they never have access to your billing records or sensitive administrative files. Similarly, our scheduling coordinators only see staff availability and contact info, while confidential health screenings and background checks remain strictly secured with Human Resources.
📜 Mandatory Confidentiality Agreements
Before stepping foot into a client’s home or handling a single file, every caregiver, nurse, and administrative team member undergoes thorough vetting and must sign a comprehensive Confidentiality and Non-Disclosure Agreement (NDA). Respecting your privacy is a mandatory condition of employment with our team.
🗄️ Record Retention & Certified Disposal
We retain personal care records and employment files only for the active duration of our relationship, plus the standard timeframe required by regional health and labor regulations. Once that window closes, files are permanently destroyed using certified cross-cut document shredding for physical paper and permanent digital erasure (data wiping) for electronic records—ensuring nothing is ever left exposed.
🤝 Emergency Protocols & Screened Partners
In the event of an urgent medical situation at home, our protocols allow caregivers to share critical health details directly with first responders, paramedics, or primary care physicians to ensure immediate safety. Additionally, any specialized scheduling or invoicing software partners we use are rigorously screened to guarantee they meet healthcare-grade security standards.
4. Your Rights and Active Control
Your information belongs to you. Whether you are a client, family member, or staff member, you have clear rights regarding how your records are managed:
- Request Access: Ask to see a copy of the personal or professional information we hold on file for you at any time.
- Make Corrections: Update your care profile, address, scheduling availability, or banking details whenever your life changes.
- Adjust Your Preferences: You have the right to pause, update, or withdraw your consent for sharing optional information without negatively impacting the quality of your core care or your workplace standing.
- Proactive Communication: We pledge that if you ever have a question, concern, or inquiry regarding data security, our leadership team will respond transparently and promptly.
For complete operational transparency, here are the standard regulatory definitions we adhere to across all daily practices:
- Personal Health Information: Any identifying medical, physical, or cognitive data shared to facilitate safe and personalized home care services.
- Employee Data: Information collected for the establishment, management, or termination of an employment or professional contractor relationship.
- Data Subject: You—the individual receiving care, applying for employment, or working within our team.
- Data Controller: Dilamphis Care Inc., responsible for securely safeguarding, processing, and retiring all shared records in strict alignment with regional healthcare privacy standards and labor regulations.
