Personal Information Protection Private Sector Privacy Legislation
Personal Information Protection Policy
Hard Rock Concrete Supplies
Personal Information Protection Policy
We, at Hard Rock Concrete Supplies, are committed to providing our customers with expedient, reliable exceptional service. Providing this service involves the collection, use and disclosure of some personal information about our customers, protection of that personal information is of highest priority.
We have always respected our customer’s privacy and safeguarded their personal information. We have strengthened our commitment to protecting personal information as a result of Alberta’s Personal Information Protection Act (PIPA).
Hard Rock Concrete Supplies provides full disclosure of why and how we collect, use and disclose their personal information, and will obtain customer’s consent where required. We only handle their personal information in a manner that a customer would consider appropriate in all circumstances.
In full compliance with PIPA, this Personal Information Protection Policy outlines the principles and practices we follow in protecting clients’, and customers’ personal information. Our privacy commitment includes the accuracy, confidentiality, and security of our customers’ personal information as and allows our customers to access and correct their personal information.
Personal Information – is any information about an individual including name, age, home address and phone number, and banking information making that person identifiable. Personal information does not include contact information (described below).
Contact information – means 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 PIPA or this policy.
Privacy Officer – is the individual designated responsibility for ensuring that Hard Rock Concrete Supplies complies with PIPA and this policy.
Policy 1 – Collecting Personal Information
1.1 If the purpose for collecting personal information are obvious and the customer voluntarily provides his or her personal information for that purpose, nothing extra will be done. If the customer is unsure of the purpose of collecting such information, we will communicate, either in writing or orally before or at the time of collection, the purpose for which this personal information is being collected.
1.2 Collection of personal customer information shall only be done if such information is necessary to:
- To verify identity of a customer or person picking up product;
- To verify credit worthiness or to open or manage a customer account;
- To identify customer preferences;
- To deliver requested products and services;
- To ensure a high standard of service to our customers;
- To meet regulatory requirements;
Policy 2 – Consent
2.1 Customer consent will be obtained to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
2.2 Customer consent can be provided in writing, electronically, orally, or through an authorized representative or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the customer voluntarily provides personal information for that purpose.
2.3 Consent will be implied when a customer is given notice and an opportunity to opt-out of his or her personal information being used for mail-outs such as special offers or the marketing of new products and services, and the customer 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 impede the performance of a legal obligation). Customers can withhold or withdraw their consent for Hard Rock Concrete Supplies Specialties to use their personal information. A customer’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 customer in making the decision.
2.5 Hard Rock Concrete Supplies may collect, use or disclose personal information without the customer’s knowledge or consent in the following limited circumstances:
- In an emergency that threatens an individual's life, health, or personal security;
- When the collection, use or disclosure of personal information is permitted or required by law;
- When the personal information is available from a public source (e.g., a telephone directory);
- For the purposes of collecting a debt;
- To protect ourselves from fraud;
- When we require legal advice from a lawyer;
- To investigate an anticipated breach of an agreement or a contravention of law
Policy 3 – Using and Disclosing Personal Information
3.1 Hard Rock Concrete Supplies will only use or disclose customer personal information where necessary to fulfill the purposes identified at the time of collection (or for a purpose reasonably related to those purposes) such as:
- To contact our customers directly about products and services that may be of interest to them;
- To conduct customer surveys in order to enhance the provision of our services;
3.2 Hard Rock Concrete Supplies will not use or disclose customer personal information for any additional purpose unless we obtain consent to do so.
3.3 Hard Rock Concrete Supplies will not sell customer lists or personal information to other parties.
Policy 4 – Retaining Personal Information
4.1 If we use customer personal information to make a decision that directly affects the customer we will retain that personal information for at least one year so that the customer has a reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain customer personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.
Policy 5 – Ensuring Accuracy of Personal Information
5.1 Hard Rock Concrete Supplies will make every reasonable effort to ensure that all personal customer information is accurate and complete where it may be used to make a decision about the customer or disclosed to another organization.
5.2 Customers may request correction to their personal information at any time, in order to ensure its accuracy and completeness. A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being requested.
5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year. We will note the customers’ correction request in the file.
Policy 6 – Securing Personal Information
6.1 Hard Rock Concrete Supplies is committed to ensuring the security of customer personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
6.2 Security measures will be followed to ensure that customer personal information is appropriately protected as follows:
- Locked filing cabinets will be used;
- Securing offices where personal information is held;
- User IDs, passwords, encryption, firewalls will be in place;
- Restriction of employee access to personal information as appropriate (i.e., only those that need access will have access).
6.3 Hard Rock Concrete Supplies will use appropriate security measures when destroying customer’s personal information such as shredding documents and deleting electronically stored information.
6.4 Hard Rock Concrete Supplies will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
Policy 7 – Providing Customers Access to Personal Information
7.1 Customers have a right to access their personal information, subject to limited exceptions.
- Solicitor - client privilege
- Disclosure would reveal personal information about another individual, health and safety concerns
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 inform customers how we use their personal information and to whom it has been disclosed if applicable.
7.4 Hard Rock Concrete Supplies will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.
7.5 A minimal fee may be charged for providing access to personal information. The fee information will be made available to the customer and a request for direction will be made to that customer on whether or not we should proceed with the request.
7.6 Hard Rock Concrete Supplies may refuse a request in full or in part. The customer will be notified in writing, providing the reasons for refusal and the recourse available to the customer.
Policy 8 – Questions and Complaints: The Role of the Privacy Officer or designated individual
8.1 The Privacy Officer is responsible for ensuring Hard Rock Concrete Supplies is in full compliance with this policy and the Personal Information Protection Act.
8.2 Customers should direct any complaints, concerns or questions regarding Hard Rock Concrete Supplies Specialties compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the customer may also write to the Information and Privacy Commissioner of Alberta.