ACCESS TO PERSONAL RECORDS 

The Cosmetology Association will provide an applicant with access to all records held by the Association that are related to an applicant’s credential review application. 

Request 

• A request for access to an applicant’s records must be made by the applicant to the Executive Director in writing.
• A request for access to an applicant’s records may be made by any person authorized by the applicant, in writing, to communicate with the Association on the applicant’s behalf.

 Timing 

• The Association will respond to an applicant’s request for access to their records within 30 days of receiving the applicant’s request.
• The Association will retain copies of records relating to an applicant’s application for a period of one year following receipt of a completed application package for the applicant. 
• Should the applicant become a member of the Association by licensing after their review, the information will be kept in the member’s file while they are a member of the Association.

 Exclusions 
The Association will not provide access to the following documents that may form part of an applicant’s record: 

• documents subject to legal privilege;
• reference letters, unless the provider of the reference letter explicitly authorizes the letter to be disclosed;
• documents that are prohibited from disclosure pursuant to any provincial act or legislation;
• documents that could reasonably be expected to threaten or harm the mental or physical health or the safety of another person; or
• documents that could negatively affect public safety or undermine the integrity of the registration process.

 Access 

• An applicant’s records may be viewed in-person at the main office of the Association by appointment.

 Fees 

• The Association will charge a fee of $20.00 (plus HST), to cover the cost of gathering and preparing an applicant’s records to be released.
• If an applicant requests their records be sent by courier or mail, the applicant shall be responsible for the cost of the courier or mail service.

 Corrections 
If an applicant believes the information held by the Association is inaccurate, the applicant may request that the Association correct its records by making a written request to the Executive Director of the Association with documentation supporting the applicant’s request.