Taylor’d Ergonomics Incorporated
Personal Information Protection Policy
At Taylor’d Ergonomics Incorporated, we are committed to providing our clients and newsletter subscribers with exceptional service. As providing this service involves the collection, use and disclosure of some personal information about our clients and newsletter subscribers, protecting their personal information is one of our highest priorities.
While we have always respected our clients’, newsletter subscribers’ and employees’ privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of the Personal Information Protection Act (PIPA).
We will inform our clients, newsletter subscribers, and employees 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 personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of personal information.
Personal Information -means information about an identifiable individual [e.g., including name, age, home address and phone number, social insurance number, marital status, income, 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 or PIPA.
Privacy Officer – means the individual designated responsibility for ensuring that Taylor’d Ergonomics Incorporated complies with this policy and PIPA.
Policy 1 – Collecting Personal Information
1.1 Unless the purposes for collecting personal information are obvious and the client, subscriber, or employee 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 information that is necessary to fulfill the following purposes:
- To verify identity;
- To understand the needs of our clients, newsletter subscribers, and
- To deliver requested products and services
- To guarantee a travel or hotel reservation;
- To meet regulatory requirements;
Policy 2 – Consent
2.1 We will obtain 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 orally, in writing, or electronically or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the client, customer, or employee voluntarily provides personal information for that purpose.
2.3 Consent may also be implied where a client, customer, or employee 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, and the client, customer, member 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, and newsletter subscribers, and employees can withhold or withdraw their consent for Taylor’d Ergonomics Incorporated to use their personal information in certain ways. A client’s, customer’s, or employee’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, or employee in making the decision.
2.5 We may collect, use or disclose personal information without the client’s, customer’s, or employee’s knowledge or consent in the following limited circumstances:
- When the collection, use or disclosure of personal information is
permitted or required by law;
- In an emergency that threatens an individual’s life, health, or personal security;
Policy 3 – Using and Disclosing Personal Information
3.1 We will only use or disclose client, customer, or employee personal information where necessary to fulfill the purposes identified at the time of collection.
3.2 We will not use or disclose client, customer, or employee personal information for any additional purpose unless we obtain consent to do so.
3.3 We will not sell client, customer, or employee lists or personal information to other parties.
Policy 4 – Retaining Personal Information
4.1 If we use client, customer, or employee personal information to make a decision that directly affects the client, customer, or employee we will retain that personal information for at least one year so that the client, customer, or employee has a reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain client, customer, or employee 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, or employee personal information is accurate and complete where it may be used to make a decision about the client, customer, or employee or disclosed to another organization.
5.2 Clients, newsletter subscribers or employees 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’, subscriber’, or employee;s correction request in the file.
Policy 6 – Securing Personal Information
6.1 We are committed to ensuring the security of 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 personal information is appropriately protected:
the use of locked filing cabinets;
physically securing offices where personal information is held; the use of user IDs, passwords, encryption, firewalls; restricting employee access to personal information as appropriate (i.e., only those that need to know will have access.
6.3 We will use appropriate security measures when destroying personal information such as shredding documents, and deleting electronically stored information.
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 Access to Personal Information
7.1 Clients, employees and newsletter subscribers 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 clients, employees and newsletter subscribers 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 If a request is refused in full or in part, we will notify the client, subscriber, or employee in writing, providing the reasons for refusal and the recourse available.
Policy 8 – Questions and Complaints: The Role of the Privacy Officer or designated individual
8.1 The Privacy Officer is responsible for ensuring Taylor’d Ergonomics Incorporated’s compliance with this policy and the Personal Information Protection Act.
8.2 Clients, employees and newsletter subscribers should direct any complaints, concerns or questions regarding Taylor’d Ergonomics Incorporated’s compliance in writing to the Privacy Officer.
Contact information for Taylor’d Ergonomics Incorporated’s Privacy Officer or designated individual:
Carrie Taylor Van Velzer
Phone 519 -632-5103