Our Privacy Policy |
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1.0 Preamble
The protection of personal information of our employees and clients has always been important to us. The release of the Personal Information Privacy and Electronics Act (PIPEDA) as of January 2004 binds us to ensure we maintain compliance.
This “privacy policy” will outline how we collect, manage and disclose information now protected under the PIPEDA legislation.
2.0 Responsibility
Senior Management will ensure that all employees are trained on this procedure. All employees are required to ensure that they are following the requirements as outlined below.
3.0 Limitations
Personal information may include, but is not limited to:
Information in regards to a person’s business such as address or phone number is not considered “personal” and is not protected under the referenced legislation.
Our clients personal information is collected, and maintained in the individual’s unit file only if provided to the Corporation in writing (except in the case of contact phone numbers). Consent to release the information is implied in certain cases as outlined below. Any other “personal information” is released only with the written consent of the individual in question.
When concerning our employees, written consent is obtained prior to releasing any personal information.
If any personal information on file is incorrect, the individual may simply make a written request to have the information corrected.
4.0 Procedure
4.1 How Information is Kept Secure
Is My Personal Information Secure? Ace Condominium Management Inc. takes all reasonable precautions to ensure that your Personal Information is kept safe from loss, unauthorized access, modification or disclosure. Among the steps taken to protect your information are:
If we use the services of any third parties to process or store Personal Information, we will enter into a legal agreement which requires them to protect this Personal Information in a manner acceptable to us. In entering into these legal agreements, we do not transfer any interest in this Personal Information to them. This is done to ensure that the Personal Information delivered to third parties is maintained at a level equivalent to that provided for under this privacy policy.
4.2 Video Surveillance
For the safety, security and protection of all employees as well as the office premises video surveillance is installed within the common hallway, main entrance and outside the exterior of the office of Ace Condominium Management Inc. Surveillance is recorded onto a DVR located within the office and can only be accessed by an authorized designate of Ace Condominium Management Inc. Surveillance systems installed do not include audio recording. Senior Management also maintains access to the video surveillance remotely.
4.3 Company Personnel
Employee Records – Please see ACM30 Securing Personnel and other Records.
4.4 Disclosure
The Condominium Act 1998 specifically defines what is to be considered confidential or personal information, the privacy legislation further clarifies same. At Ace Condominium Management Inc., we have based our policies and procedures upon the guidelines set forth in the Condominium Act, 1998 as well as PIPEDA.
Residential Condominiums – Residential Condominiums are affected most by PIPEDA. Management often collects personal information for purposes which include, but are not limited to; emergencies (fire, floods, etc.), general repairs to units, and third party collection action. In the case of emergencies and third party collection action, consent is not obtained at the time the information is released, however it should be understood that the information is not released unless we feel it is absolutely necessary to do so in order to fulfill the Condominium’s duties.
Commercial Condominiums - Commercial Condominiums are less affected by PIPEDA, as the majority of information collected pertains to a business and not an individual. In the rare cases that personal information is collected, it will be maintained as a confidential document.
Disclosure of Your Personal Information Under certain circumstances, Ace Condominium Management Inc. will disclose your Personal Information:
4.5 Correcting Errors
If Ace Condominium Management Inc. holds information about you and you can establish that it is not accurate, complete and up-to-date, we will take reasonable steps to correct it in a timely manner. Requests for Information Access and/or Corrections If you have any questions, or wish to access your Personal Information, please write to our Privacy Contact at: Mr. Andre LeBlanc, Ace Condominium Management Inc. 12 Steinway Blvd, Unit 12, Toronto, Ontario, M9W 6M5, (416) 628 – 9768 or via email at [email protected]
5.0 Related Documents
ACM30 Securing Personnel and Other Records
The protection of personal information of our employees and clients has always been important to us. The release of the Personal Information Privacy and Electronics Act (PIPEDA) as of January 2004 binds us to ensure we maintain compliance.
This “privacy policy” will outline how we collect, manage and disclose information now protected under the PIPEDA legislation.
2.0 Responsibility
Senior Management will ensure that all employees are trained on this procedure. All employees are required to ensure that they are following the requirements as outlined below.
3.0 Limitations
Personal information may include, but is not limited to:
- Personal Characteristics of any identifiable person such as their age, gender, race, education, marital status or family history.
- Information with regards to a person’s health
- Information with regards to a person’s views or opinions such as religion or politics
- It may even include another individuals impression of said person
Information in regards to a person’s business such as address or phone number is not considered “personal” and is not protected under the referenced legislation.
Our clients personal information is collected, and maintained in the individual’s unit file only if provided to the Corporation in writing (except in the case of contact phone numbers). Consent to release the information is implied in certain cases as outlined below. Any other “personal information” is released only with the written consent of the individual in question.
When concerning our employees, written consent is obtained prior to releasing any personal information.
If any personal information on file is incorrect, the individual may simply make a written request to have the information corrected.
4.0 Procedure
4.1 How Information is Kept Secure
Is My Personal Information Secure? Ace Condominium Management Inc. takes all reasonable precautions to ensure that your Personal Information is kept safe from loss, unauthorized access, modification or disclosure. Among the steps taken to protect your information are:
- premises security;
- employee training in the storage, safeguarding and use of Personal Information;
- restricted file access to Personal Information;
- deploying technological safeguards such as security software and firewalls to prevent hacking or unauthorized computer access;
- Internal password and security policies.
If we use the services of any third parties to process or store Personal Information, we will enter into a legal agreement which requires them to protect this Personal Information in a manner acceptable to us. In entering into these legal agreements, we do not transfer any interest in this Personal Information to them. This is done to ensure that the Personal Information delivered to third parties is maintained at a level equivalent to that provided for under this privacy policy.
4.2 Video Surveillance
For the safety, security and protection of all employees as well as the office premises video surveillance is installed within the common hallway, main entrance and outside the exterior of the office of Ace Condominium Management Inc. Surveillance is recorded onto a DVR located within the office and can only be accessed by an authorized designate of Ace Condominium Management Inc. Surveillance systems installed do not include audio recording. Senior Management also maintains access to the video surveillance remotely.
4.3 Company Personnel
Employee Records – Please see ACM30 Securing Personnel and other Records.
4.4 Disclosure
The Condominium Act 1998 specifically defines what is to be considered confidential or personal information, the privacy legislation further clarifies same. At Ace Condominium Management Inc., we have based our policies and procedures upon the guidelines set forth in the Condominium Act, 1998 as well as PIPEDA.
Residential Condominiums – Residential Condominiums are affected most by PIPEDA. Management often collects personal information for purposes which include, but are not limited to; emergencies (fire, floods, etc.), general repairs to units, and third party collection action. In the case of emergencies and third party collection action, consent is not obtained at the time the information is released, however it should be understood that the information is not released unless we feel it is absolutely necessary to do so in order to fulfill the Condominium’s duties.
Commercial Condominiums - Commercial Condominiums are less affected by PIPEDA, as the majority of information collected pertains to a business and not an individual. In the rare cases that personal information is collected, it will be maintained as a confidential document.
Disclosure of Your Personal Information Under certain circumstances, Ace Condominium Management Inc. will disclose your Personal Information:
- when we are required or authorized by law to do so, for example, if a court issues a subpoena;
- when you have consented to the disclosure;
- when the management services we are providing to you requires us to give your information to third parties (for example your auditor, your bank, or your lawyer) your consent will be implied, unless you tell us otherwise;
- where it is necessary to establish or collect fees;
- if we engage a third party to provide administrative services to us (such as computer back-up services or archival file storage) and the third party is bound by our privacy policy;
- if we retain other professionals, agents or contracts such as accountants, engineers, lawyers, insurance brokers, etc., to assist us in completing our work for you or to act on your behalf directly;
- preparation of status certificates where certain information is required to be disclosed as per applicable legislation.
- if the information is already publicly known. In these instances, we will only disclose such Personal Information as is required in the circumstances.
4.5 Correcting Errors
If Ace Condominium Management Inc. holds information about you and you can establish that it is not accurate, complete and up-to-date, we will take reasonable steps to correct it in a timely manner. Requests for Information Access and/or Corrections If you have any questions, or wish to access your Personal Information, please write to our Privacy Contact at: Mr. Andre LeBlanc, Ace Condominium Management Inc. 12 Steinway Blvd, Unit 12, Toronto, Ontario, M9W 6M5, (416) 628 – 9768 or via email at [email protected]
5.0 Related Documents
ACM30 Securing Personnel and Other Records