Canada North Outfitting Inc.
Personal Information Protection Policy
At Canada North Outfitting, we are committed to providing our clients and future clients (thereafter called “client”) with exceptional service. As providing this service involves the collection, use and disclosure of some personal information about clients, protecting their personal information is of outmost priorities.
We collect initial online personal information to screen possible malicious emails or fraudulent request. The use and disclosure of personal client information will be used to facilitate potential bookings in a matter that a reasonable personal would find appropriate for the services provided.
Our privacy commitment includes; ensuring accuracy, confidentiality, and security of our client’s personal information.
Personal Information is defined as; information about an identifiable individual [this includes: name, age, home address and home phone number and personal email]. Personal information does not include contact information (described below).
Contact information – is defined as; 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.
Policy 1 – Collecting Personal Information
1.1 We only collect client information that is necessary to fulfill the following purposes:
- To verify identity;
- To verify the legitimacy of your request;
- To identify the client’s preferences;
- To deliver requested information products and services;
- To contact our clients;
- To ensure a high standard of service to our clients
Policy 2 – Consent
2.1 We will obtain client consent to use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
2.2 Consent can be provided by regular mail or email or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the client voluntarily provides personal information for that purpose.
2.3 Consent may also be implied where a client 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 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 can withhold or withdraw their consent for Canada North Outfitting to use their personal information in certain ways. A client’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 in making the decision.
2.5 We may collect, use or disclose personal information without the client’s knowledge or consent in the following limited circumstances:
- When the collection, use or disclosure of personal information is permitted or required by law (permits);
- In an emergency that threatens an individual’s life, health, or personal security;
- When the personal information is available from a public source (e.g., a telephone directory);
- When we require legal advice from a lawyer;
- For the purposes of collecting a debt;
- To protect ourselves from fraud;
- To protect ourselves from threats and malicious emails which will be forwarded to local authorities;
- To investigate an anticipated breach of an agreement or a contravention of law
Policy 3 – Using and Disclosing Personal Information
3.1 We will not sell or share client lists or personal information to other parties.
3.2 We will only use or disclose client personal information when necessary to fulfill the purposes identified at the time of collection or for a purpose reasonably related to those purposes such as:
- To contact 3rd parties involved in the client’s service; (ie: air travel, hotel reservations)
- To conduct client surveys in order to enhance the provision of our services;
- To contact our clients directly about products and services that may be of interest.
3.3 We will not use or disclose client personal information for any additional purpose unless we obtain consent to do so.
Policy 4 – Retaining Personal Information
4.1 Canada North Outfitting will retain the client’s information until it sees fit to do so within its own secure databases.
Policy 5 – Ensuring Accuracy of Personal Information
5.1 We will make reasonable efforts to ensure that client personal information is accurate and complete.
5.2 Clients may request correction to their personal information in order to ensure its accuracy and completeness. A request to correct personal information must be made by email and provide sufficient detail to identify the personal information and the correction being sought.
Policy 6 – Securing Personal Information
6.1 We are committed to ensuring the security of client 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 personal information is appropriately protected:
- Physically securing offices where personal information is held;
- The use of user IDs, passwords, encryption, firewalls.
6.3 We will use appropriate security measures when destroying client’s 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 Client Access to Personal Information
7.1 Clients have a right to access their personal information, subject to limited exceptions such as:
- The information is protected by solicitor-client privilege;
- The disclosure of the information would reveal confidential commercial information that if disclosed, could, in the opinion of a reasonable person, harm the competitive position of the organization;
- An investigation and the investigation and associated proceedings and appeals have not been completed;
- By a court;
- The information is in a document that is subject to a solicitor’s lien.
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 the client 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 45 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 in writing, providing the reasons for refusal and the recourse available to the client.