Before purchasing a database for the storage of survivors’ personal information, it is recommended that anti-violence organizations clearly assess the five key themes below.

Necessity

What problem is your anti-violence organization trying to solve with a database? Is a database really the answer? For example, is your organization trying to assess gaps of service? Is there another way to get the information you need?

Functionality

Is the database you choose user friendly? Has your anti-violence organization allocated sufficient money, resources, and staffing to keep the database up to date and useful? Has the organization allocated funding and staff time to conduct annual privacy assessments? Has the organization allocated sufficient resources for training existing and new staff, and for providing ongoing technical support?

Privacy and Safety

What privacy laws apply? Who will have ultimate responsibility for ensuring that confidential, personally identifiable information is protected? Is there a designated privacy officer within the organization? Do users sign documents acknowledging their responsibilities for protecting the confidentiality of personally identifiable information, such as a confidentiality agreement or an employment agreement with confidentiality provisions? Are these incorporated into your organization’s policies?

Service User Information

What factors will be used in establishing collection, modification, use, and disclosure procedures for identifiable data? Are survivors informed about the security and data sharing policy? What is the process for survivors to opt‐out, inspect, withdraw, or correct their data/records? How you’re your organization inform survivors about this process? How will they ensure that the data is completely gone if a survivor opts-out of having her personal information collected in a database?

Cost

Has your organization priced multiple options and received at least two bids for the project? Has your organization done a cost-benefit analysis to assess the balance between ongoing costs and ultimate benefits? Has your organization designated appropriate funds for the project?

Women’s Shelters Canada has prepared a Questionnaire for Database Vendors. This questionnaire will assist organizations to assess the privacy benefits and risks of potential databases. Find a copy of this questionnaire here.

To support your development of safe tech use policies, WSC has developed a Use of Technology Policy Template Guide for Women’s Shelters and Transition Houses (PDF, in English only).

Technology-Facilitated Gender-Based Violence (TFGBV) is part of a continuum of violence that can be both online and in-person. If you or someone you know is experiencing TFGBV, you are not alone. You can use sheltersafe.ca to find a shelter/transition house near you to discuss options and create a safety plan. You don’t need to stay in a shelter to access free, confidential services and support.

Adapted for Canada with permission from NNEDV’s Safety Net project, based on their resource Database Considerations.

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