This policy explains what personal information the Keyons Harmony website collects, why we collect it, where it's stored, and what choices you have. It covers this website only. If you have questions about information we hold as part of your care, please contact us.
What we collect
When you ask for a free consultation
The consultation form collects your name, phone number, email address, the kind of care you're looking for, and anything you choose to add in the message box. Please don't include health details in the form — we'll talk about those with you directly.
When you apply for care or refer a client
Our online application asks for more than the consultation form, because it replaces the first part of an intake assessment. You sign in first (see below). The application can include the name, date of birth, contact details and address of the person who needs care; your own name and contact details if you're applying for someone else or referring a client; the services wanted; daily-living needs, health, memory, and behaviour notes; cultural or language preferences; schedule; funding; and any documents you upload, such as an assessment or funding letter. We ask for the person's name and community, a short description of the help needed, a way to reach you, and your consent; the rest is optional. If you're a professional referring a client, you confirm that the client (or their legal decision-maker) agreed to the referral.
Your application is saved as a draft while you fill it in. Our staff can't see drafts — only applications you choose to send. You can delete a draft at any time, and withdraw an application after sending it.
When you apply for a job
To apply on our careers page, you first sign in. If you sign in with Google, we receive your name and email address from your Google account. If you sign in with an email link, we receive your email address. Your application then includes your name, email address, the position, your résumé, and — if you choose — your phone number and a message. You can also add your experience, availability, licences and training, your practice permit number, whether you have a driver's licence and auto insurance, references, and copies of certificates.
When you visit the site
Like any website, delivering our pages means your browser shares technical details such as your IP address and browser type with our hosting provider (Google Firebase Hosting). Our fonts are served from our own site, not a third party. We don't use analytics, advertising, or tracking cookies.
How we use it
- To reply to your consultation request and talk with you about care.
- To assess a care application or referral, decide with you whether and how we can help, plan care, and help with funding applications if you asked us to.
- To review your job application and contact you about it.
- To keep the website secure and working.
We only use your information for the reason you gave it to us, unless you agree to something else or the law requires it. We don't sell your personal information.
Who can see it
Only Keyons Harmony staff who handle consultation requests or hiring can see what you send us. Our systems are set up so that other visitors can't read it. When you ask for a consultation, our team also gets an email with your name, contact details, and the kind of care you're looking for, so we can get back to you quickly. Job applicants can see their own applications, and nobody else's.
Care applications are read only by the staff who handle intake. When one is sent, our team gets an email saying a new application arrived, with the type of care and how soon it's needed — never names, health details, or documents. When we update your application, we email you to sign in and read the update; the email itself contains no details. Staff may add private notes that only staff can see. With your agreement, we may share what's needed with a funding program or your care team.
We use Google Firebase to host the website and store form submissions. Google processes this information on our behalf, under its data processing terms with us.
Where it's stored
- Consultation requests, care applications, and job applications are stored in Canada (Toronto).
- Résumés and uploaded documents are stored in Canada.
- Sign-in details for applicants (your email address and, if you use Google, your name) are stored by Firebase Authentication in the United States, where they may be subject to US law.
How long we keep it
We keep consultation requests, care applications, and job applications only as long as we need them for the reason you gave them to us, or as long as the law requires, and then delete them.
How we protect it
Information you send through this website is encrypted on its way to us and while it's stored, and only authorized staff can access it. Every file you upload is automatically checked for harmful content (such as hidden scripts, macros, or disguised files) inside our own Google Cloud account before our staff open it — the file isn't sent to an outside scanning service. We may look up a file's digital fingerprint (a code calculated from the file, which can't be turned back into its contents) in VirusTotal's list of known harmful files. A file that fails the check is set aside where it can't be opened, and we tell you so you can send a clean copy. No website can promise perfect security, but we take reasonable steps to protect your information and review them as the site changes.
Cookies and browser storage
We only use functional cookies and browser storage — the kind the site needs to work — and they're always on. Your browser remembers your cookie choice and whether you've closed our land acknowledgement, so we don't ask again. If you accept analytics, the visit counting described above is turned on; you can change this any time under “Cookie settings” at the bottom of every page. If you sign in to apply for care or for a job, your browser keeps a sign-in token so you stay signed in. If you ask for an email sign-in link, your browser also remembers your email address until you open the link. Signing out clears the token. Your care application answers are never kept in your browser — they're saved to your account as you go. Signing in with Google opens a Google window, which is covered by Google's privacy policy.
Your choices
You can ask us to:
- tell you what personal information we hold about you and how we've used it,
- correct information that's wrong,
- delete your consultation request, care application, or job application, or stop using your information.
Contact us using the details below and we'll respond as the law requires. If you're not satisfied with our response, you can contact the Office of the Information and Privacy Commissioner of Alberta.
Changes to this policy
If we change how the website handles personal information, we'll update this page and the date at the top.
Contact us
For privacy questions or requests, email info@keyonsharmony.com with “Privacy” in the subject line, or call +1 587 850 2645.