1. PRIVACY
2. WHAT THIS PRIVACY POLICY COVERS
3. ACCOUNTABILITY
4. IDENTIFYING PURPOSE
5. CONSENT
6. LIMITING COLLECTION, USE, DISCLOSURE AND RETENTION OF INFORMATION
7. ACCURACY
8. SAFEGUARDS
9. OPENNESS
10. INDIVIDUAL ACCESS
11. CHALLENGING COMPLIANCE
GJA communications (GJA) takes your privacy seriously. Please read the following to learn more about our privacy policy.
PRIVACY [ Top ]
Privacy is the fundamental right of an individual to decide the handling of his or her personal data and to protect his or her intimate sphere of privacy.
Privacy violations could include:
• improper acquisition of personal information, including access, collection and distribution;
• improper use of information, including its use for reasons other than for which it was explicitly collected or its transfer to other parties;
• unwanted solicitation of personal data; and
• improper storage of information.
The Canadian Privacy Act was implemented in January of 2004 in order to protect the privacy of Canadian citizens. This Act requires companies, such as GJA communications, to comply with the regulations and to establish and implement a Privacy Policy.
WHAT THIS PRIVACY POLICY COVERS [ Top ]
The Privacy Policy applies to personal information, not business information. However, GJA communications wishes to implement measures that will apply to all accumulated information, not just personal information.
Therefore, this policy covers how GJA communications (GJA) treats personal information that GJA collects and receives, including information related to any use of GJA products or involvement in any GJA events. "Personal information" means any information about a person that is personally identifiable - such as name, address, email address or phone
number - or any other information that might not otherwise be publicly available.
This policy does not apply to the practices of companies that GJA communications does not own or control, or to people that GJA communications does not employ or manage.
ACCOUNTABILITY [ Top ]
We acknowledge that we are responsible for personal information under our control and have designated Frances Marciniak and Donna McLachlin as Privacy Officers for GJA communications.
Any mass mailings or public use of database information must be cleared in advance by either of the two Privacy Officers, Frances Marciniak and Donna McLachlin.
Any third party processing information on behalf of GJA communications will be bound by either a contract or other measures to ensure the third party maintains a level of privacy protection comparable to those practices observed by GJA communications.
All questions or complaints concerning privacy matters will be directed immediately to either of the two Privacy Officers, Frances Marciniak and Donna McLachlin
IDENTIFYING PURPOSE [ Top ]
Business information will be collected for the purposes of conducting business and properly serving clients and customers.
Collection: Information collected will be primarily business information, with personal information collected only to supplement business data collection in order to provide better service - cell phone numbers, home telephone numbers and personal email addresses when supplied by the client.
Collection of personal information on any staff and/or employees and/or individual freelance suppliers shall be minimal as required by federal and provincial legislation and shall be kept in accordance with accounting requirements, in secure storage for a total of seven years.
Use: Information will only be used by GJA communications in order to provide quality service to clients and customers. Personal information will NOT be shared with other companies or organizations without written permission by the individual in question.
Use of personal information on any staff and/or employees and/or individual freelance suppliers shall be solely for business purposes conducted by GJA communications.
Disclosure: Personal information will NOT be shared with any third parties unless written permission is received from the individual in question.
Personal information on any staff and/or employees and/or individual freelance suppliers shall NOT be shared with any third parties unless written permission is received from the individual in question.
CONSENT [ Top ]
There must be voluntary agreement of the data subject to the collection, use and disclosure of personal information. This consent may be either express or implied, and should include an explanation as to the implications of withdrawing consent.
Express consent is given explicitly and unambiguously, either verbally or in writing. It is unequivocal and does not require an inference on the part of the organization seeking consent. Implied consent is given when the action or inaction of an individual reasonably infers this consent.
Consent should never be a condition for supplying a product or service, unless the information requested is required to fulfill an explicitly specified and legitimate purpose.
Consent will be secured from all individuals currently on the databases in order to continue retaining business information and some limited personal information on any
individuals. This consent will be issued at the discretion of the Privacy Officers.
Any future collection of information will be business information only and consent will be secured for the addition of any personal information, such as cell phone numbers, home telephone numbers and personal email addresses.
No individual will be misled as to how the personal information will be used.
Any third parties and/or exhibitors will be expected to comply with The Canadian Privacy Act in all transactions related to GJA communications.
LIMITING COLLECTION, USE, DISCLOSURE AND RETENTION OF INFORMATION [ Top ]
The collection of personal information shall be limited to that which is necessary for the purposes identified by GJA communications ... for the purpose of conducting business and properly serving clients and customers.
Information shall always be collected by fair and lawful means.
Staff with GJA communications will make every possible effort to ensure that any third party companies comply with privacy requirements whenever collecting personal information for contests, draws, giveaways, sweepstakes, etc. and will collect information by fair and lawful means.
Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the informed consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes
ACCURACY [ Top ]
Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.
For this reason, no personal information will be disclosed unless it is guaranteed accurate and the person involved has given written consent for the information to be released.
SAFEGUARDS [ Top ]
Any personal information will be protected, both electronically and physically, by security safeguards appropriate to the sensitivity of the information. These security safeguards will include, but will not be limited to, regular computer tape backups, off-site backups, firewalls, locked cabinets, etc.
OPENNESS [ Top ]
GJA communications shall make readily available to individuals specific information about its policies and practices relating to the management of personal information, thus fulfilling our company's obligation to be open and transparent in our information management practices. GJA communications acknowledges that openness and transparency are essential components of customer trust.
INDIVIDUAL ACCESS [ Top ]
Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
GJA communications takes responsibility for facilitating any individual's
right of access and correction of that personal information upon request.
CHALLENGING COMPLIANCE [ Top ]
An individual shall be able to address a challenge concerning compliance with the principles of The Canadian Privacy Act. Any challenges will be directed to one of the Privacy Officers, Frances Marciniak or Donna McLachlin.
For more information, please contact Frances Marciniak or Donna McLachlin at:
GJA communications
193 Woolwich Street
Guelph, Ontario, Canada
N1H 3V4
frances@gjacommunications.com
1-519-822-2880 ext 42
1-519-822-1092 (fax)
