Privacy Policy
At Oakville Admin, we are dedicated to protecting your privacy and safeguarding your personal, business and financial information. In fact, it is one of our highest priorities and remains the cornerstone of our commitment to you.
At Oakville Admin we are committed to meeting or exceeding the privacy standards established by federal and provincial legislation and regulations and industry bodies. Our information handling policies comply with federal and other applicable laws including the new federal Personal Information and Electronic Documents Act (PIPEDA) which affects all businesses effective January 1, 2004.
Our Privacy Principles
Built on the values established by the Canadian Standard Associations Model Code for the Protection of Personal Information and Canada’s Personal Information Protection and Electronic Documents Act, these principles are:
Principle 1 – Accountability
Oakville Admin is responsible for maintaining and protecting the customer information under its control.
Principle 2 – Identifying Purposes
The purpose for which information is collected shall be identified before or at the time information is collected.
Principle 3 – Consent
A customer’s knowledge and consent are required for the collection, use or disclosure of personal information except where required or permitted by law.
Principle 4 – Limiting Collection
Customer information collected must be limited to those details that are necessary for the purpose identified by Oakville Admin. All information must be collected by fair and lawful means.
Principle 5 - Limiting Use, Disclosure and Retention
Customer information may only be used or disclosed for the purpose for which it was collected unless the customer has otherwise consented, or when it is required or permitted by law. Customer information may only be retained for the period of time required to fulfill the purpose for which it was collected.
Principle 6 – Accuracy
Customer information must be maintained in as accurate, complete and up-to-date form as is necessary to fulfill the purposes for which it is to be used.
Principle 7 – Safeguarding Customer Information
Customer information must be protected by security safeguards that are appropriate to the sensitivity level of the information.
Principle 8 – Openness
Oakville Admin is required to make information available to customers concerning the policies and practices that apply to the management of their information.
Principle 9 – Customer Access
Upon request, customers shall be informed of the existence, use and disclosure of their information and be given access to it. Customers may verify the accuracy and completeness of their information and may request that it be amended, if appropriate.
Principle 10 – Handling Customer Complaints and Suggestions
Customers may direct any questions or enquiries with respect to the privacy principles outlined above, or about our practices by contacting the designated person accountable for privacy at Oakville Admin.
What Information is Collected?
Most of the information we collect comes to us directly from you, and only with your consent. The information we ask for depends on the nature of your request and is limited to the information needed to process that request or to provide you with better service. In general, we collect two types of information:
Personal Information
Personal information is information that refers to you specifically. With your consent, personal information may be gathered from you personally, over the telephone, through the mail or over the internet. The information most often collected and maintained in your customer file includes:
- Business Name
- Business Address
- Federal Business Number
- Business Telephone
- E-mail Address (if any)
- Business Fax Number
- Credit Card Number (if Oakville Admin is making purchases on your behalf)
The choice to provide personal or business information is always yours. In financial or housing dealings, however, your decision to withhold details may limit the services we can provide and make it more difficult for us to advise you or suggest appropriate alternatives.
If we are unable to accommodate your request based in the information provided, we may ask for additional details to identify other ways to be of assistance. In certain instances, we may maintain files containing customer contact history, which is used for inquiry purposes.
Anonymous / Non-Personal Information
We also routinely collect anonymous / non-personal information or information that cannot be associated with, or traced back to specific individuals or business entities. Periodically, we also gather anonymous information from customer surveys and draw demographic information from existing files and from external databases such as Statistics Canada for analytical purposes.
How Your Information Is Used
At Oakville Admin, we use personal information to communicate with you, to deliver the required services you have requested, to provide you with the responsible and reliable value-added services. We use non-personal information to continuously improve the quality of our products and services.
Personal Information
We use personal information to communicate with you, safeguard your interest, process applications and other required documents and provide services that you have requested. We use it to keep you abreast of your account activities, authenticate your identity, send you important notices and respond to your special needs or inquiries.
At Oakville Admin, we may only use personal information for the purposes that we have disclosed to you. If, for any reason, information is required to fulfill a different purpose, we will notify you and ask you for your consent before proceeding.
Financial Information
Most financial information we retain is in the form of transactions that reflect business dealing with us.
We are required by law to update and maintain this information on an ongoing basis and communicate it back to you through regular statements.
Anonymous / Non-Personal Information
The anonymous / non-personal information gathered from Oakville Admin is used primarily for technical research and analytical purposes. This information does not include any personal or financial data and it is only retained until its intended purpose is fulfilled.
Information collected from web statistics, surveys, existing files and public archives is used to better understand the market and to help us improve and enhance our service offerings.
Disclosing Information to Outside Parties
We are obliged to keep your personal and financial information confidential at all times except under the following circumstances:
When Required By Law
The type of information we are legally required to disclose most often relates to government reporting requirements or police investigations.
In some instances, such as legal proceedings or in responding to a Court Order, we may be required to disclose certain information to authorities. Only the information specifically requested is disclosed. We also take precautions to ensure that the authorities making a request have legitimate grounds to do so.
When Permitted By Law
There are some situations in which we are legally permitted to disclose personal information. Examples include returning a cheque due to insufficient funds, employing reasonable and legal methods to collect a delinquent account, in a medical emergency or if there is a suspicion of illegal activities.
Sharing Your Information
Oakville Admin, affiliates and subsidiaries, their employees and service suppliers are all governed by strict policies that ensure your information is kept secure and treated with the utmost care and respect.
At Oakville Admin client information is strictly confidential. With your consent, however, information may be shared with other Oakville Admin businesses, subsidiaries, affiliates or suppliers that perform services on our behalf. Unless you authorize us to release it, or release is required by law, we will never sell lease or trade information about you or your account to other parties.
Oakville Admin Sub-Contractors
In the course of daily operations access to private, sensitive and confidential information is restricted to authorized sub-contractors who have a legitimate business purpose and reason for accessing it.
As a condition of working with us, sub-contractors of Oakville Admin must respect and adhere to our established privacy standards. They must also work within the principles of ethical behaviour as set out in our internal employee rules and follow all applicable laws and regulations.
Outside Service Suppliers
At Oakville Admin outside organizations are sometimes contracted to perform specialized services. At times, these service suppliers may be responsible for processing and handling some of the information we receive from you. In these cases, suppliers are given only the information needed to perform the required service.
All suppliers are bound by strict contractual obligations designed to protect the privacy and security of your information. They are prohibited from storing, analyzing or using customer information for any purpose other than the service they have been contracted to provide. Furthermore, as part of our contract agreements, both our suppliers and their employees are required to protect your information in a matter that is consistent with the policies and practices established by Oakville Admin.
Safeguarding Your Information
At Oakville Admin we use state-of-the-art technologies and maintain current security standards to ensure that personal and financial information is protected against unauthorized access, disclosure, inappropriate alteration or misuse. All safety and security measures are appropriate to the sensitivity of the information.
Electronic client files are kept in a secured environment with restricted access. Paper-based files are stored in locked filing cabinets, which are similarly restricted.
Accessing and Amending Your Information
Because management and financial decisions are often made based on the information we have on file, it is important that your personal and financial information is accurate and complete. As a client, you have the right to access, verify and amend the personal information held in your personal and financial files.
In the event you have questions concerning a decision we have made, we are obligated to inform you of the reasons for those decisions, providing we are permitted to do so by law. You may also request the name(s) and addresses) of any credit agencies that provide information to us on your behalf if it was relevant to our final decision.
To help us keep your personal information current, we encourage you to make corrections whenever necessary. Should you identify any incorrect or out-of-date information in your file(s), we will make the necessary changes and provide you with a copy of the corrected information. If appropriate, we will communicate these changes to other parties who may have unintentionally received incorrect information from us.
Questions, Concerns and Complaints
If you have any questions about the privacy policies in this document or have a concern or complaint about privacy, confidentiality or the information handling practices of Oakville Admin, you may call or write to Oakville Admin at info@oakaa.com or call (905) 618-0308.
You may also contact the Office of the Privacy Commissioner of Canada, 112 Kent Street, Ottawa, Ontario, K1A 1H3; (613) 995-8210 or toll free 1-800-282-1376.
