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Collection, Use, and Disclosure of Personal Health Information

Information and Privacy Office


This page provides a general outline of basic requirements for the collection, use, and disclosure of personal health information. However, not all requirements are included.

For prescriptive guidance, consult PHIA and the Privacy Policy or contact the Information and Privacy Officer.


Collection of Personal Health Information

The University may collect personal health information only if the collection is necessary for an existing function or activity of the University. Collection must also be limited to the minimum amount of information necessary to accomplish the function or activity.

When collecting personal health information, the University must also:

  • Notify the individual of the purpose for which the information is being collected
  • Provide the individual with the contact information of an employee who can answer the individual’s questions about the collection; and
  • Collect the information directly from the individual whenever possible.

Use of Personal Health Information

Generally speaking, PHIA limits the use of personal health information to the purpose for which it was collected – or a directly related purpose– unless the individual has provided consent for a different use. “Use” refers to the use and sharing of personal health information within the University. The use of personal health information should also be limited to the minimum amount of information necessary to accomplish the purpose for which it was collected.


Disclosure of Personal Health Information

Similarly, PHIA limits the disclosure of personal health information to the purpose for which it was collected – or a directly related purpose – unless the individual has provided consent for a different disclosure. “Disclosure” refers to the sharing of personal health information outside the University. Disclosure should also be limited to the minimum amount of information necessary. Other instances where disclosure may be permitted include, but are not limited to:

  • To a person who requires the information to provide health care to the individual, unless the individual has specifically instructed the trustee not to make the disclosure
  • For the purpose of contacting a relative or friend of an individual who is injured, incapacitated, or ill
  • If disclosure is necessary to prevent or lessen a serious and immediate threat to the health or safety of the individual, another individual, or the public
  • For the purposes of informing the representatives or a relative of an individual’s death
  • If disclosure is required by a subpoena, warrant, or order issued or made by a court, person, or body with jurisdiction; or
  • If disclosure is authorized or required by another enactment of Manitoba or Canada.