ROCKWOOD
MANAGEMENT INC.
Privacy
Policy
Preface
Rockwood
Management Inc. (and its affiliates and clients) is committed to keeping the
personal information of its Tenants accurate, confidential, secure and private.
Our Privacy Policy has been designed to inform employees, customers,
subcontractors of our commitment and recognition to our obligation to meet the spirit
and terms of the federal Personal Information Protection and Electronic
Documents Act (PIPEDA).
Contents
Our
Privacy Policy describes the principles by which Rockwood Management Inc. protects the privacy of
personal information in its possession. It addresses the reasons why such
information is collected, how it is used, how its confidentiality is protected
and outlines the customers’ rights in respect of this information. This Privacy Code does not apply to
information about Tenants who carry on business as corporations, partnerships
or other forms of association. Rockwood Management Inc. does, however protect the
confidentiality of such information in accordance with the law and our own
policies.
Personal
Information Protection Principles
1.
Accountability
Rockwood
Management Inc. is accountable for the protection of all personal information
within the
organization's
possession or control, including any personal information that has been
transferred to a third party for regulatory, legal or processing purposes.
Rockwood Management Inc. will require a comparable level of protection of this
information from its third party relations.
Our
Privacy Officer, has overall responsibility for our protection of personal
information and for
Rockwood Management Inc.'s compliance with
this Privacy Policy.
2.
Identifying Purposes
Rockwood
Management Inc. will not collect, use or
disclose to a third party your personally identifiable information without your
consent, except where (a) such information could contribute to a legal investigation,
or (b) such information could aid in an emergency where people’s lives and
safety may be at stake. Personal information that Rockwood Management Inc.
collects from customers includes, but is not limited to: Name, Address; Postal
Code; Phone Number; Owner/Tenant; Occupancy Date; email address; Work Phone
Number; Social Insurance Number Driver’s Licence
Number, emergency references, previous addresses and specific instructions that
are voluntarily provided by our Tenants.
The
purposes for which Rockwood Management Inc. is requesting the personal
information is to determine the creditworthiness and/or viability of the Tenant
and to collect and exchange this information with credit and Tenant reporting
agencies.
Rockwood
Management Inc. will seek the individual's consent prior to such use.
Rockwood
Management Inc. will advise that it is
the individual's right to refuse permission for Rockwood
Inc. to use personal information for any
new purposes.
Additional
purposes for collecting personal information may be identified to an individual
before or at the time of collection. However, at a minimum Rockwood Management Inc. will
collect personal
information
for the following purposes:
For
determining creditworthiness through reporting agencies
For
law enforcement purposes
For
the purposes of complying with legal requirements
For
processing of past due accounts which have been to
referred to a debt collection agency.
In
the case of Residential Tenancy for any tribunal of under the Tenant Protection
Act
3.
Consent
Rockwood Inc. will obtain consent before or when it
collects, uses or discloses personal
information
about an individual. An individual can provide consent to the collection, use
and disclosure of personal information about them expressly or implicitly.
Rockwood Management Inc. will collect, use
or disclose personal information without an individual's consent only in
limited reasonable notice, an individual
can refuse or withdraw their consent to the collection, use or disclosure of
personal information about them at any time.
All
new Tenants and renewing Tenants will be provided with a consent form and an
accompanying
explanation
about the collection, use and disclosure of their personal information when
requesting
service.
4.
Limiting Collection
Rockwood
Management Inc.
limits the amount and type of personal information it collects to that which is
necessary for the business. Each affiliate/client of Rockwood Management Inc. will be responsible for its own
collection, use and disclosure of information. Personal Information will be
collected using procedures which are fair, transparent and lawful.
5.
Limiting Use, Disclosure and Retention
Rockwood
Management Inc. will only use the personal information for the purpose for
which it was
collected
as identified in principle #2, unless consent is given by the individual to use
or disclose it for another purpose. Rockwood Management Inc. will develop explicit
retention periods for former tenants, after which the personal information will
be destroyed. Under certain exceptional circumstances, Rockwood Inc. may have a legal duty or right to
disclose personal information without the individual's knowledge or consent.
6.
Safeguards
In
executing its responsibilities with respect to the confidentiality of personal
information, Rockwood Management Inc. will employ a number of safeguards,
appropriate to the sensitivity of the information, to protect personal
information against loss or theft, as well as unauthorized access, disclosure, copying,
use, or modification. Such safeguards will include physical measures,
organizational measures and technological measures, for example locked filing
cabinets, restricted access to offices, security clearances and limiting access
on a “need to know” basis and use of passwords and encryption. Procedures for
implementing these measures will be communicated to all employees and third
parties to ensure compliance with this principle.
7.
Openness
Rockwood Inc. will make its policies and practices
relating to the protection of personal
information
available to its Tenants. Rockwood Management Inc. will keep its customers
informed
of these
policies and practices and customers shall be provided access to all related
policies and
procedures
via Rockwood Management Inc.'s web page (www.rockwoodmanagement.com). The
information will be available in a format that is easy to understand.
8.
Individual Access
Any
customer of Rockwood Management Inc. can have access to the personal
information about them that Rockwood Management Inc. has in its possession or
control. Any customer may request that their personal information be amended
for purposes of accuracy and completeness.
Customers
can make their requests by telephone (905) 764-0869 or in writing to Rockwood Management
Inc.,
Response
to an individual’s request will be made in a timely and efficient manner.