The resources on the Encompas Portal have been curated for Members of the OPPA and their family inclusive of any individual who is a member of the Ontario Provincial Police Association or Commissioned Officers Association or retiree, who is in receipt of insured benefits through Canada Life.

The Encompas Portal, powered by Greenspace Health, is compliant with all Canadian federal and provincial privacy legislation and Greenspace has implemented significant measures to safeguard users’ personal health information that exceed industry standards and best practices.  The Greenspace system conforms to digital and physical security protocols (including PHIPA), with SSL-secured access, AES encryption at the file-system level, and firewalls protecting all data. Greenspace also has implemented many additional precautions to protect privacy including: requiring strong passwords, automatic logouts, automatic access logging, secured data backups, two factor authentication and restrictive data access procedures. All data and information is stored in Canada.

As part of Greenspace’s commitment to ensure best-in-class privacy and security standards, Greenspace has completed a SOC 2 Type II review by an independent AICPA auditing firm that has examined its control objectives and activities, and tested our controls to ensure operational excellence. In addition, Greenspace has passed privacy and security reviews at many major hospitals and health systems including Sunnybrook Hospital, Mount Sinai Hospital, Sick Kids Hospital, The Royal Ottawa Mental Health Centre, and Health Canada.

Greenspace stores all data and information in Canada with a secure cloud storage provider called Aptible. Aptible is an industry leader in securely managing and storing confidential and highly sensitive healthcare information. Aptible has been tested and passed audits by Kaiser Permanente, MD Anderson, UnitedHealth Group, Johns Hopkins, Stanford, and many others. In addition, Aptible is certified for compliance with ISO 27001, SOC 2, and HITRUST CSF.

Greenspace’s database runs in a private subnet (hidden from the outside internet) and access is restricted to Greenspace. Database traffic is encrypted in transit, and data is encrypted at rest using modern technology standards.

If you would like to remain anonymous, please use an unidentifiable name and email address when creating your Encompas Portal account.

The Encompas Portal stores each member’s name, their Encompas Care Manager (if working with a Care Manager), the status of file (e.g., open or closed), and some additional narrative information regarding the Encompas client’s plan of care if a plan of care has been created and stored on the portal.

Only the user and their Encompas Care Manager (if working with one AND invited to the full Member Portal by their Care Manager), and the Encompas Clinical Leadership team would have access to the user’s information on an as-needed basis. You can also access the portal independently without Care Management involvement AND if you wish to remain anonymous you can register for an account with an unidentifiable email address and name.  Since each participant is identified by a unique code rather than their name, it is not possible for a Greenspace administrator to ascertain the identities of patients. If access to identifying information is required and authorized by the user and/or the Encompas Care Manager, such access is logged and is prohibited from being used or disclosed for any other purpose.

A “privacy breach” occurs where information is stolen or lost or is collected, used or disclosed in contravention of our Privacy Policy.

If a privacy breach occurs, the Encompas program has privacy breach protocols that are specifically designed to effectively and efficiently contain, manage, report on, and remediate the breach situation. Additional information about Encompas’ privacy breach protocols is contained in the Encompas Privacy Policy, located here: www.www.encompascare.ca/privacy-policy.

In summary, in the event of a breach, we will take immediate steps to contain the breach, and will notify you at the first reasonable opportunity after we become aware of a breach of your confidential information. We will investigate the cause of the breach and the nature of the information that was breached, and will, if necessary, modify our policies and procedures to address any changes that should be made.

In the event of a breach of your personal information, you have the right to file a complaint with the Information Privacy Commissioner of Ontario (IPC), by visiting their website: www.ipc.on.ca, or contacting them via telephone at: 1-800-387-0073.

We keep your personal information for the duration of your involvement with Encompas, and for a period of 10 years following your last contact with us, or 10 years from the day you turn 18, whichever is later. This is required by our regulatory college. Destruction of paper files and electronic information is performed in accordance with PHIPA guidelines.

Self assessments can be made available to you and your treating therapist through your Care Manager. In consultation with your treating therapist, reviewing your self-assessment results will determine the efficacy of any treatment thus far and assist with treatment planning. After reviewing your assessment results, set future progress goals and track your progress to continue your journey towards mental health and wellness.

Please visit the Encompas Portal Privacy Policy page to view the privacy policy for the Encompas Portal. The complete Encompas Mental Health Wellness Program privacy policy can be viewed on the Encompas Privacy Policy page.