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PURPOSES
The purpose of this policy is to govern PHILIP KANIGAN NOTARY PUBLIC INC.’S collection, storage, use, and disclosure of personal information in a manner which recognizes both the right of individuals to protect their personal information and the need of PHILIP KANIGAN NOTARY PUBLIC INC. to collect, store, use and disclose personal information for purposes reasonably related to PHILIP KANIGAN NOTARY PUBLIC INC.’S operations. This policy is intended to ensure compliance with the requirements of the BC Personal Information Protection Act (the “Act”).
PHILIP KANIGAN NOTARY PUBLIC INC. recognizes its professional obligation to maintain the confidentiality of its clients’ information and recognizes its obligations concerning the personal information of all individuals that it collects, uses or discloses in its practice. This policy has been developed with those obligations in mind.
COLLECTION, USE, AND DISCLOSURE OF PERSONAL INFORMATION
By retaining a Notary in the practice of PHILIP KANIGAN NOTARY PUBLIC INC. for legal advice or representation, an individual consents to PHILIP KANIGAN NOTARY PUBLIC INC.’S necessary collection, use or disclosure of the individual’s personal information in order to properly advise and represent the individual.
USE AND DISCLOSURE OF PERSONAL INFORMATION
PHILIP KANIGAN NOTARY PUBLIC INC. shall only use or disclose personal information for purposes which are reasonably appropriate in the circumstances and which fulfill the purposes for which the personal information was collected or which are otherwise permitted by the Act.
ACCESS TO PERSONAL INFORMATION
When required by the Act, PHILIP KANIGAN NOTARY PUBLIC INC. shall provide to an individual, upon request of the individual, that individual’s personal information which is under the control of PHILIP KANIGAN NOTARY PUBLIC INC. details about the ways in which the individual’s personal information is being used by PHILIP KANIGAN NOTARY PUBLIC INC. and details about the individuals and organizations to whom the individual’s personal information has been disclosed.
CARE OF PERSONAL INFORMATION
PHILIP KANIGAN NOTARY PUBLIC INC. shall make a reasonable effort to ensure that personal information collected by or on behalf of PHILIP KANIGAN NOTARY PUBLIC INC. is accurate and complete. PHILIP KANIGAN NOTARY PUBLIC INC. shall protect personal information in its custody or under its control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
RETENTION AND DESTRUCTION OF PERSONAL INFORMATION
As required by the Act, PHILIP KANIGAN NOTARY PUBLIC INC. shall retain personal information for such reasonable period of time that the individual has a reasonable opportunity to obtain access to it, and as per the retention and disposition schedule provided for by the Society of Notaries Public (exhibit 1). As required by the Act, PHILIP KANIGAN NOTARY PUBLIC INC. shall destroy documents containing personal information or remove the means by which the personal information may be associated with a particular individual when the purpose for which the personal information was collected is no longer served by its retention and the retention is no longer required for legal or business purposes.
REQUEST FOR PERSONAL INFORMATION
An individual shall submit a request in writing to PHILIP KANIGAN NOTARY PUBLIC INC. if the individual wishes to:
- Have access to that individual’s personal information which is under the control of PHILIP KANIGAN NOTARY PUBLIC INC.
- Have access to details about the ways in which the individual’s personal information is being used by PHILIP KANIGAN NOTARY PUBLIC INC.
- Have access to details about the individuals and organizations to which the individual’s personal information has been disclosed by PHILIP KANIGAN NOTARY PUBLIC INC.
- Have access to details about PHILIP KANIGAN NOTARY PUBLIC INC.’S policies and practices relating to personal information.
COMPLAINTS RELATING TO PERSONAL INFORMATION
PHILIP KANIGAN NOTARY PUBLIC INC.’S process to respond to complaints that may arise relating to the operation of the Act as it relates to PHILIP KANIGAN NOTARY PUBLIC INC. is as set out below:
Submission of Complaints
Any individual wishing to submit a complaint relating to PHILIP KANIGAN NOTARY PUBLIC INC.’s collection, storage, use, or disclosure of that individual’s personal information may submit a complaint in writing to PHILIP KANIGAN NOTARY PUBLIC INC. within 30 days of learning of the action complained of.
Review of Complaints
PHILIP KANIGAN NOTARY PUBLIC INC. shall review complaints, give them and the underlying circumstances reasonable consideration, and provide the individual with a meaningful response within 30 days of receiving the complaint unless, due to the complexity of the complaint or other matters beyond the control of PHILIP KANIGAN NOTARY PUBLIC INC., reasonable further time is required.
Co-operation of Individual Submitting Complaint
When required by PHILIP KANIGAN NOTARY PUBLIC INC. for the purpose of satisfying PHILIP KANIGAN NOTARY PUBLIC INC.’S obligations under this process, the individual shall provide his or her co-operation and assistance to PHILIP KANIGAN NOTARY PUBLIC INC. in its efforts to understand and assess the merits of that individual’s complaint.
Dismissal of Complaints
PHILIP KANIGAN NOTARY PUBLIC INC. may dismiss a complaint for reasons including (but not limited to):
- the individual’s failure to raise or pursue the complaint in a timely manner;
- the individual’s failure to abide by his or her obligations under this process;
- the absence of merit or reasonableness (including frivolous or vexatiousness) in the complaint;
- the complaint or the proposed resolution is contrary to PHILIP KANIGAN NOTARY PUBLIC INC’S obligation under the Act or any other statute or law.
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