Personal Information Protection - Private Sector Privacy Legislation. Data collection methods of Basement Technologies® through our website; DampBasements.com.
Below are details about the methods and practices employed by Basement Technologies® with respect to information gathered regarding clients, customers and website visitors. If you have any questions or concerns about these methods and practices, please contact us right away.
Personal Information Protection Policy
At Basement Technologies®, we are committed to providing our clients and customers with exceptional service. As providing this service involves the collection, use and disclosure of some personal information about our clients and customers, protecting their personal information is one of our highest priorities.
We will inform our clients and customers of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.
This Personal Information Protection Policy, outlines the principles and practices we will follow in protecting clients’, customers’, personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our clients’, customers’ personal information and allowing our clients and customers to request access to, and correction of, their personal information.
This Personal Information Protection Policy applies to Basement Technologies®. This policy also applies to any service providers collecting, using or disclosing personal information on behalf of Basement Technologies®.
Personal Information –means information about an identifiable individual [Including: name, age, home address and phone number, social insurance number, marital status, religion, income, credit history, medical information, education, employment information]. Personal information does not include contact information (described below).
Contact information – means information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email or business fax number. Contact information is not covered by this policy.
Privacy Officer – means the individual designated responsibility for ensuring that Basement Technologies® complies with this policy.
Policy 1 – Collecting Personal Information:
1.1 - Unless the purposes for collecting personal information are obvious and the client, customer, website visitor voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
1.2 - We will only collect client, customer, and website visitor information that is necessary to fulfill the following purposes:
• To verify identity;
• To verify creditworthiness;
• To open and manage an account;
• To deliver requested products and services;
• To enrol the client in a program;
• To contact our [clients, customers] for fundraising;
• To ensure a high standard of service to our [clients, customers];
• To meet regulatory requirements;
• To collect contact information in order to provide in-home assessments, and online quotes;
Policy 2 – Consent:
2.1 - We will obtain client, customer, and website visitor consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
2.2 - Consent can be provided [i.e. orally, in writing, electronically, through an authorized representative] or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the client, customer and website visitor voluntarily provides personal information for that purpose.
2.3 - Consent may also be implied where aclient, customer and website visitor is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products, fundraising and the client, customer and website visitor does not opt-out.
2.4 - Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), clients, customers can withhold or withdraw their consent for Basement Technologies® to use their personal information in certain ways. A client's and customer's decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the client, customer and website visitor in making the decision.
2.5 - We may collect, use or disclose personal information without the client’s, and customer’s knowledge or consent in the following limited circumstances:
• In an emergency that threatens an individual's life, health, or personal security;
• When we require legal advice from a lawyer;
• For the purposes of collecting a debt;
• To protect ourselves from fraud;
• To investigate an anticipated breach of an agreement or a contravention of law ;
Policy 3 – Using and Disclosing Personal Information:
3.1 - We will only use or disclose client, customer and website visitor personal information where necessary to fulfill the purposes identified at the time of collection [or for a purpose reasonably related to those purposes such as:
• To contact our [clients, customers] directly about products and services that may be of interest;]
• To provide website visitors, and potential customers with a written testimonial or review about our company within the given section online.
3.2 - We will not use or disclose client, customer or website visitor's personal information for any additional purpose unless we obtain consent to do so.
3.3 - We will not sell any client, customer or website visitor lists or personal information to other parties [unless we have consent to do so].
Policy 4 – Retaining Personal Information:
4.1 - If we use client, customer and website visitor personal information to make a decision that directly affects the client, customer and website visitor, we will retain that personal information for at least one year so that the client, customer and website visitor has a reasonable opportunity to request access to it.
4.2 - Subject to policy 4.1, we will retainclient, customer and website visitor personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.
Policy 5 – Ensuring Accuracy of Personal Information:
5.1 - We will make reasonable efforts to ensure that client, customer and website visitor personal information is accurate and complete where it may be used to make a decision about the client, customer and website visitor or disclosed to another organization.
5.2 - Clients, and Customers may request correction to their personal information in order to ensure its accuracy and completeness. A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought.
5.3 - If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year. If the correction is not made, we will note the clients’ and customers’ correction request in the file.
Policy 6 – Securing Personal Information:
6.1 - We are committed to ensuring the security of client, customer and website visitor personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
6.2 - The following security measures will be followed to ensure that client, customer and website visitor personal information is appropriately protected:
• All data stored is protected under secure servers only accessible to upper-management of the company, including but not limited to; Owner(s), Office Manager(s), and General Manager(s).
• Information collected within the office is store in a separate secure location. Employees and/or visitors do not have access to any of the data, nor do they know the location of the data.
6.3 - We will use appropriate security measures when destroying client’s, customer’s personal information such as [i.e. Paper shredding, Disposing of said paperwork in person, not by local municipal garbage collection methods].
6.4 - We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
Policy 7 – Providing Clients, Customers, Members Access to Personal Information
7.1 - Clients, Customers have a right to access their personal information, subject to limited exceptions.
7.2 - A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.
7.3 - Upon request, we will also tell client, customer and website visitor how we use their personal information and to whom it has been disclosed if applicable.
7.4 - We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.
7.5 - A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the client, customer and website visitor of the cost and request further direction from the client, customer and website visitor on whether or not we should proceed with the request.
7.6 - If a request is refused in full or in part, we will notify the client, customer and website visitor in writing, providing the reasons for refusal and the recourse available to the client, customer and website visitor.
Policy 8 – Website Data Collection [DampBasements.com]:
8.2 - DampBasements.com is not responsible for data collected by 3rd party vendors, including but not limited to; Google Analytics, Website Server, or any other stat-collection method delivered by any 3rd party vendor.
8.3 - Website Sessions – Internal Server Sessions are being utilized by DampBasements.com, but has not been setup to store data in any way shape or form. Sessions are only utilized to track visitors and their location on the website(s) [i.e. DampBasements.com & DampBasements.ca].
Policy 9 – Questions and Complaints:
9.1 - The Privacy Officer or designated individual is responsible for ensuring Basement Technologies® compliance with this policy and the Personal Information Protection Act.
9.2 - Clients, Customers should direct any complaints, concerns or questions regarding Basement Technologies® compliance in writing to the Privacy Officer.
Contact information for Basement Technologies® Privacy Officer or designated individual:
Write to our office: 36 Albert St, Unit #2, Hamilton, ON, L8M 2X9 - Attn: Office Manager / Owner.