Personal Information Protection and Electronic Documents (PIPED)
Act is legislation enacted in Canada to protect personal information.
As of Jan. 1, 2004 PIPED applies to all commercial and
not-for-profit activities. The following describes the policies and
procedures of Process Quality Associates Inc. ("PQA") so as to be fully compliant to
this legislation.
- Accountability: Glenn Black, President is
responsible for compliance to PIPED by PQA; to protect all
personal information held by PQA or transferred to third party for
processing; and develop and implement personal information policies and
practices.
- Identifying purposes: PQA will identify the reasons
for collecting personal information before or at the time of collection.
Before or when any personal information is collected, PQA will identify
why it is needed and how it will be used; document why the information
is collected; inform the individual from whom the information is
collected why it is needed; identify any new purpose for the information
and obtain the individual's consent before using it.
Generally, the information requested, supplied to, or obtained by PQA
during a person's inquiry or subsequent contract with PQA may be
recorded and retained by PQA so as to facilitate PQA's current and
subsequent sales efforts, client support, statistical analysis, to
record a person's current and future needs and preferences, industry
trends, and PQA's Strategic Planning. All of the information
stored by PQA is reasonably required so as to better serve PQA's
prospective clients and past clients, and to help PQA run an efficient,
effective, and profitable enterprise. The information is retained
until you tell us to destroy it, or it is no longer applicable to the
above uses.
If you request that we destroy the information, PQA will inform you of
the consequences & implications of your request (ie. PQA will be unable
to serve you, or do business with you).
This information may include, but is not limited to: name, job title,
degrees & designations (ie. P.Eng., CQE, MBA, etc.), phone numbers,
e-mail addresses, employer, industry & trade associations & memberships,
awards received, training courses attended with PQA, interest in various
services offered by PQA, business associates, notes of past
conversations, documents sent and received, personal preferences, and
other similar transactions.
- Consent: PQA will inform the individual in a
meaningful way of the purposes for the collection, use or disclosure of
personal data; obtain the individual's consent before or at the time of
collection, as well as when a new use is identified.
- Limiting collection: PQA will not collect personal
information indiscriminately; nor will PQA deceive or mislead
individuals about the reasons for collecting personal information.
- Limiting use, disclosure, and retention: PQA will
only use or disclose personal information for the purpose(s) for which
it was collected, unless the individual consents, or the use or
disclosure is authorized by PIPED. PQA will keep personal
information only as long as necessary to satisfy the purposes; put
guidelines and procedures in place for retaining and destroying personal
information; keep personal information used to make a decision about a
person for a reasonable time period. PQA will reasonably facilitate the
person to obtain the information after the decision and pursue redress,
if necessary. PQA will destroy, erase or render anonymous
information that is no longer required for an identified purpose or a
legal requirement.
- Accuracy: PQA will minimize the possibility of
using incorrect information when making a decision about the individual
or when disclosing information to third parties.
- Safeguards: PQA will protect personal information
against loss or theft; safeguard the information from unauthorized
access, disclosure, copying, use or modification; and protect personal
information regardless of the format in which it is held. PQA's
owners, employees, agents and sub-contractors that have access or
otherwise handle personal information will be trained in these PQA's
policies and procedures, and audited to confirm compliance. Any
non-compliance to these polices will be documented, and immediate
corrective actions will be taken to remedy the situation.
- Openness: PQA will inform our prospective
customers, clients and employees that PQA has policies and practices for
the management of personal information; and will make these policies and
practices understandable and easily available.
- Individual access: When requested, PQA will inform
individuals if PQA has any personal information about them; explain how
it is or has been used and provide a list of any organizations to which
it has been disclosed. PQA will give individuals access to the
information about themselves which is held by PQA. PQA will
correct or amend any personal information if its accuracy and
completeness is challenged and found to be deficient. PQA will
provide a copy of the information requested, or reasons for not
providing access, subject to exception set out in Section 9 of the Act.
PQA will note any disagreement on the file and advise third parties
about the disagreement where appropriate.
- Provide recourse: PQA has developed simple and
easily accessible complaint procedures under PIPED. Persons
with questions, concerns, or complaints under PIPED can contact
PQA through phone, fax, e-mail, or regular mail, or in person; fully
describing all circumstances. PQA will investigate all complaints
received; and take appropriate measures to correct information handling
practices and policies. If there has been a breach of PQA's polices that
has or may affect the personal information of one or more specific
individuals, PQA will inform those individuals about the circumstances
surrounding the breach, and reasonably assist their efforts to remedy
the situation. In addition, the complainant may contact the
Privacy Commissioner of Canada.
Individuals who feel their privacy rights have been infringed upon can
complain to the Privacy Commissioner of Canada. The Commissioner's role is
that of an ombudsman, trying to find solutions to privacy problems,
resolving complaints through negotiation and persuasion, and using
mediation and conciliation if appropriate.
Privacy Commissioner of Canada:
112 Kent St., Ottawa ON, K1A 1H3, (800) 282-1376
http://www.privcom.gc.ca
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