3.7 Verification of Identity Policy

POLICY TYPE: 3.0 Privacy Policies
EFFECTIVE DATE: 2026-07-08	LAST REVISED:
THIS POLICY APPLIES TO: Contractors – Individuals engaged to provide services under a contract with SelfDesign Learning Foundation Support Providers – Individuals engaged under a contract or agreement with SelfDesign Learning Foundation to provide services for a specific learner Families – Learners and parents(s)/guardian(s) of learners participating in SelfDesign Learning Foundation’s programs Volunteers – Individuals providing goods/services under the terms of an agreement with SelfDesign Learning Foundation Board Members – Members of the Board of Directors for SelfDesign Learning Foundation and the Foundation for SelfDesign (FSD)

Policy Statement

SelfDesign Learning Foundation is committed to the protection of personal information, by ensuring that only authorized third parties have access to another individual’s personal information.

Definitions

Representative: A person chosen and/or authorized to act or speak on behalf of another person. For example a parent or guardian of a learner, a support provider.

Policy

SelfDesign Learning Foundation will, prior to discussing personal information with an individual or their representative, verify the individual’s identity and, where appropriate, their authority to act on behalf of an individual where they have not previously confirmed the individual’s identity or are not confident that they are communicating with the same individual. If you are ever unsure, follow the appropriate verification protocol below.

Protocol

Verification of an Individual in Person

Verification can be obtained in person by requesting to see photo identification. When an individual is unable to produce photo identification, the “four out of five” verification protocol for telephone and email inquiries should be used (as described in Verification of an Individual over the Telephone).

Verification of an Individual over the Telephone

Verification can be obtained over the telephone by using the “four out of five” verification protocol. The individual must be able to accurately provide four out of five pieces of personal information to be considered verified. An example is provided below, however SelfDesign departments must pre-identify acceptable verification elements specific to their own department’s operations.

Name
Mailing Address
Date of Birth
Telephone Number
Email

Note: A Social Insurance Number (SIN) must never be used to verify the identity of an individual (unless the information is provided voluntarily).

To confirm the accuracy of the responses, reconcile the information with paper or electronic records related directly to the individual.

If you are unsure or not satisfied with the verification responses provided, advise the individual to submit their request in writing.

Verification of an Individual in Writing

If an individual requests their personal information in writing, compare their signature and handwriting to documents on the individual’s file. If this is not possible, call the individual (or have them call you) to verify their identity as outlined above.

Verification of an Individual via Email

If an individual requests their personal information via email, call the individual (or have them call you) to verify their identity as outlined above.

Requests from Authorized Representatives

An authorized representative must provide official documentation showing that they are legally authorized to act on the individual’s behalf, e.g., a physician. You must also verify the identity of the representative using the verification criteria outlined above.

Requests from Third Parties

A third-party seeking personal information on behalf of another individual must provide written consent by the individual whose personal information is being requested, permitting the release of the personal information to the third-party. You must also verify the identity of the third-party using the verification criteria outlined above.