Governance

Governance Policy

Our policies govern ethical conduct, safeguarding, and sound administration.

Policy Statement

Symbiose is committed to governance practices that comply with all applicable federal, provincial, and municipal legislation, regulations, and legal obligations in Ontario and Canada. Our governance framework is grounded in respect for human rights, equity, accessibility, privacy, accountability, and ethical leadership, and reflects the principles established under the Canadian Charter of Rights and Freedoms, Part I of the Constitution Act, 1982, and the Human Rights Code, R.S.O. 1990, c. H.19.

Symbiose recognizes that every individual has inherent dignity and is entitled to equal treatment, protection from discrimination, and respect for their rights and freedoms. Our decisions, policies, and practices are guided by applicable legal requirements, including but not limited to:

the Canadian Charter of Rights and Freedoms, Part I of the Constitution Act, 1982, which protects fundamental freedoms, democratic rights, mobility rights, legal rights, equality rights, and official language rights;

the Human Rights Code, R.S.O. 1990, c. H.19, which prohibits discrimination and harassment on protected grounds and promotes equality and inclusion in Ontario;

the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11, and applicable accessibility standards, which support the identification, prevention, and removal of barriers for persons with disabilities;

the Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A, where applicable, which governs the collection, use, disclosure, and protection of personal health information;

the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, and other applicable privacy legislation governing the protection of personal information, where applicable;

the Occupational Health and Safety Act, R.S.O. 1990, c. O.1, which establishes duties and responsibilities to protect workplace health and safety;

the Employment Standards Act, 2000, S.O. 2000, c. 41, which establishes minimum employment standards and workplace protections;

the Not-for-Profit Corporations Act, 2010, S.O. 2010, c. 15, where applicable, which provides requirements for organizational governance, accountability, and oversight.

Symbiose's governance practices reflect our mission and values by promoting transparency, accountability, responsible stewardship, and ethical decision-making. We establish clear roles, responsibilities, and oversight mechanisms to support effective governance and compliance with legal and regulatory obligations.

Symbiose is committed to meaningful participation and collaboration with the individuals and communities we serve, employees, volunteers, partners, and stakeholders. We recognize the importance of lived experience and diverse perspectives in shaping decisions and improving services.

Through continuous review and improvement of our governance practices, Symbiose remains committed to protecting the dignity, rights, privacy, safety, and well-being of all individuals while fostering an inclusive, respectful, and accountable organization.

Purpose

At Symbiose, governance is grounded in our commitment to fostering meaningful relationships, ethical leadership, and responsible stewardship. This policy establishes the principles that guide decision-making, accountability, and organizational oversight while ensuring compliance with applicable Canadian laws. Our governance framework is guided by four core values: Dialogue, Inclusion, Integrity, and Storytelling.

Scope

This policy applies to all members of the Board of Directors, officers, employees, volunteers, contractors, consultants, and committee members acting on behalf of Symbiose.

Governance Principles

Dialogue

Dialogue is fundamental to effective governance. Symbiose creates opportunities for respectful listening, thoughtful discussion, and collaborative decision-making. We commit to: encouraging open communication across all levels of the organization; seeking diverse perspectives before making significant decisions; providing safe and respectful spaces for feedback and constructive dialogue; and building relationships based on trust, empathy, and mutual respect.

Inclusion

We believe that stronger decisions emerge when every voice has the opportunity to be heard. Symbiose will: promote equitable participation in governance and organizational activities; foster an environment where diversity is welcomed and valued; remove barriers to participation whenever possible; ensure decisions reflect the needs and experiences of the communities we serve; and uphold the rights protected under applicable Canadian human rights legislation. Discrimination, harassment, bullying, and retaliation are not tolerated.

Integrity

Integrity is the foundation of public trust. Individuals acting on behalf of Symbiose shall: act honestly, fairly, and in good faith; exercise independent judgment in the best interests of the organization; avoid actual, potential, or perceived conflicts of interest; protect confidential and personal information; accept responsibility for their decisions and actions; and comply with all applicable legal and ethical obligations.

Storytelling

Stories connect people, preserve knowledge, and strengthen communities. Symbiose recognizes storytelling as an essential governance practice by: respecting lived experience as valuable organizational knowledge; supporting ethical and informed sharing of personal and community stories; ensuring storytelling occurs only with appropriate consent and respect for privacy; using stories to guide learning, strategic planning, evaluation, and continuous improvement; and amplifying voices that have historically been underrepresented.

Legal and Regulatory Compliance

Symbiose shall comply with all applicable legislation, including requirements related to: corporate governance; privacy and protection of personal information; employment standards; occupational health and safety; human rights; accessibility; and financial reporting and taxation.

Corporate governance
Privacy and protection of personal information
Employment standards
Occupational health and safety
Human rights
Accessibility
Financial reporting and taxation

Roles and Responsibilities

Board of Directors

The Board of Directors is responsible for: providing strategic leadership; upholding the mission and values of Symbiose; approving governance policies; ensuring compliance with legal and regulatory obligations; overseeing financial stewardship and organizational risk; and promoting a culture of accountability, inclusion, and ethical leadership.

Executive Leadership

Executive leadership shall: implement Board-approved policies; foster an organizational culture grounded in Dialogue, Inclusion, Integrity, and Storytelling; ensure legal and regulatory compliance; support transparent communication with the Board and stakeholders; and promote continuous learning and organizational improvement.

Employees, Volunteers, and Contractors

Individuals representing Symbiose are expected to: uphold the organization's values in all interactions; follow organizational policies and procedures; treat others with respect and dignity; protect confidential information; report concerns in good faith; and contribute to an inclusive and collaborative organizational culture.

Financial Stewardship

Symbiose is committed to responsible management of its financial and organizational resources through: appropriate internal financial controls; transparent budgeting and reporting; responsible procurement practices; independent financial review or audit, where appropriate; and accountability for the use of public, donor, and organizational resources.

Privacy and Confidentiality

Symbiose respects the privacy of all individuals. Personal information shall be collected, used, disclosed, retained, and disposed of only in accordance with applicable privacy legislation and organizational policies. Particular care shall be taken when collecting or sharing personal stories to ensure informed consent, confidentiality where appropriate, and respect for the dignity of those sharing their experiences.

Reporting Concerns

Symbiose encourages the reporting of suspected misconduct, unethical behaviour, fraud, discrimination, harassment, or legal violations. Reports made in good faith will be treated confidentially to the greatest extent possible. Retaliation against any individual who raises a concern in good faith is prohibited.

Policy Review

This policy shall be reviewed by the Board of Directors at least every three years, or sooner if legislative changes or organizational needs require revision.

Related Legislation

Canada Not-for-profit Corporations Act or applicable provincial corporate legislation
Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable, and applicable provincial privacy legislation
Canadian Human Rights Act and applicable provincial human rights legislation
Employment standards legislation
Occupational health and safety legislation
Accessibility legislation applicable to the organization's jurisdiction
Income Tax Act (Canada), where applicable

Approval

Policy Owner: Board of Directors

Approved By: Board of Directors

Effective Date: 13 July 2026

Last Review Date:

Next Review Date: