Privacy Notification Statements on Forms

Manitoba's privacy legislation, The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA), requires that the University must notify individuals regarding the use of their Personal Information and Personal Health Information that is being collected on University forms* (refer to subsection 37(2) of FIPPA and subsection 15(1) of PHIA).

* A form can be a paper form, electronic form, fillable PDF or Word document, a survey, or fields within an information management system.

Based on these requirements, forms used by the University to collect Personal or Personal Health Information must include either a FIPPA Notification Statement and/or a PHIA Notification Statement. The type of Notification Statement required is based on what is being collected on the form. 

FIPPA Notification Statements are the most common statements used at the University of Manitoba as the University primarily collects Personal Information from individuals for the purpose of providing services related to education and employment.

PHIA Notification Statements are primarily used by the health care service units at the University that collect Personal Health Information for the purpose of providing health care. This includes units such as Student Counselling Services, Psychological Services Centre, University Health Services, University Centre Pharmacy, and the various Dental Clinics run out of the Dr. Gerald Niznick College of Dentistry.

For instructions on FIPPA Notification Statements, please click here. For instructions on PHIA Notification Statements, please click here.

You can also contact our office if you:

  • Discover any forms within your unit/program/office that do not have a FIPPA or PHIA Notification Statement on it (usually located at the bottom of the form); or
  • Want to ensure that the statement you have on the form is correct; or
  • Have made changes to an existing form and you are now collecting less/more information than before; or
  • Have made changes to a process surrounding an existing form and the use of the information you are collecting has changed; or
  • Are creating a new form to replace an old one; or
  • Are creating a new form that has not existed before.

Send us an email at fippa@umanitoba.ca or give us a call at 204-474-7559 to discuss your FIPPA/PHIA Notification Statement needs.

 

Last updated: July 9, 2019