Privacy Matters
VICTIM SERVICES HALDIMAND NORFOLK MISSISSAUGAS OF THE CREDIT
PRIVACY POLICY
A. Your privacy is protected. At Victim Services Haldimand Norfolk New Credit (Victim Services), respecting your right to privacy is an integral part of our commitment to you. We have policies and procedures to protect your privacy. This policy will help you better understand how Victim Services protects your personal information and the rights you have regarding our collection, use and disclosure of your data. Copies are available online at www.victimserviceshn.com. Victim Services may amend this policy from time to time. Please visit www.victimserviceshn.com for the most up-to-date version. Victim Services follows ten principles when collecting, using, disclosing, and protecting your personal information.
1. We are accountable for personal information under our control. Seated individuals within Victim Services ensure our compliance with these principles.
2. The purpose for collecting personal information and how it will be used is identified at or before the time it is collected.
3. We obtain your consent before collecting, using, or disclosing your personal information, except where legally required or permitted.
4. We limit the personal information we collect to what is necessary to conduct business and serve you to the best of our ability. We collect information only by fair and lawful means.
5. The personal information we collect is only used, disclosed or retained for its original intended purpose unless we have your consent or the information is required to meet legal requirements. We retain it only as long as necessary for those purposes.
6. We take care to ensure the information we have is accurate and up-to-date.
7. We safeguard the privacy of your personal information through security measures.
8. We are open with you about our policies and practices for managing your personal information.
9. Upon request, we provide you with access to your personal information. You can ask how your information is used, ensure your records are accurate and complete, and update information if necessary.
10. We address your concerns. If you have questions or concerns regarding your privacy, we have steps you can follow to make sure your questions are answered to your satisfaction.
B. Why we need your information. What is personal information? "Personal information" is information about you as an individual. This includes your age, marital status, education, employment history, identification numbers, financial information and credit records. In most circumstances, personal information does not include most information that might appear on a business card or information that is available in public records. When you first become a Victim Services client/donor, and whenever you apply for more services, we ask for personal information to understand your needs and eligibility for our services, provide ongoing service, and comply with legal and regulatory requirements. We obtain most of your personal information directly from you. When we ask for information, we will inform you how it will be used. We will also notify you of our Privacy Policy. The information we ask for depends on the product or service requested. We ask for your name, address, birth date, occupation, and identification for regulatory purposes. Some information may be obtained from other sources with your consent (if required). When we receive information from someone other than you, such as a credit bureau, we record the source of that information unless otherwise permitted or required by law.
C. Your information is obtained, used or shared only with your consent. When you apply for our services, we will provide information about our Privacy Policy and obtain your consent. There are exceptions where we may collect, use or disclose information without consent, and we do not share information about you with anyone outside of Victim Services without your consent. In addition, if we intend to use your information in any way we didn't tell you about previously, we will obtain your consent at that time. There are many ways you can give your consent. Your express consent may be given in writing, verbally or electronically. Alternatively, where permitted by law, your consent may be implied through an action you've taken or when you continue to use a product or service after we have notified you of a change. There are exceptions where we may collect, use or disclose information without consent. 1. If we are required or permitted by law. We may be compelled to release information by a court of law or other legal or regulatory authority. If so, our policy is to release information only to the extent we must. We may also collect, use or disclose information without consent where law permits.
1. For example, we may collect and use publicly available information like information in the telephone book for marketing or customer/donor service purposes. Further, for other legal, medical or other security reasons, seeking or obtaining your consent may be impossible or impractical.
2. If we have to protect the interests of Victim Services. In certain circumstances, Victim Services may have to collect, use or release information without consent for its protection. For example, we may do so when returning a cheque for "Not Sufficient Funds," when collecting an overdue account or to detect or prevent fraud. You can withdraw your consent. Subject to legal and contractual requirements, you may change or withdraw your consent at any time by contacting Victim Services at vshn@victimserviceshn.com. When you change or withdraw your consent, we will do our best to ensure our files are updated as quickly as possible. Our records may take some time to reflect your changes, as many forms can only be changed during regular file updates.
3. We protect your information from loss and unauthorized access. We limit access to your personal information and store it securely. Access to your personal information is only given to those who require it to provide Victim Services' services. Employees and volunteers who have access to your data are made aware of how to keep it confidential. Each employee and volunteer must sign an agreement stating that maintaining confidentiality is a condition of working with Victim Services. We use a combination of security measures to protect your personal information. In addition to the physical and electronic security devices we use to protect your information, we have security standards to protect our computer systems and your information from unauthorized use or access. Your information is destroyed when it is no longer needed. The length of time we keep your statement varies depending on the service and the nature of the personal data. We have retention standards that meet client/donor service, legal and regulatory needs. When your information is no longer required, we securely destroy it or convert it to an anonymous form. For legal reasons, we may keep information beyond the end of your relationship with us.
4. We work with you to keep your information accurate. We make every effort to ensure the information in our records is correct and current. However, we rely on you to tell us when your personal information changes.
Ensuring your personal information at Victim Services is accurate and complete is essential. This allows us to continue to offer the highest quality service. To update your address and other personal information, contact vshn@victimserviceshn.com. You can quickly check and update your information. You have the right to access, verify, rectify and update your personal information. Depending on the nature of the information you are requesting and the complexity of your request, we may ask you to put your request in writing. There's no charge for verifying or correcting your information. If you have a disability, we will give you access to your personal information in any alternative format you request if we already have it in that format or if its conversion into that format is reasonable and necessary for you to be able to exercise your rights under applicable legislation. You can find out the source of information we have collected. If we have obtained information about you from other people, you can ask us for the source of that information. We have corrected your information. If we discover we have information about you that is obsolete or incorrect; we will update our records accordingly. Whenever possible, we will correct any information given to an outside organization. We protect other people's privacy when we make information available to you. It may not be appropriate for us to release certain information directly to you. There may be records that include information about you and other clients/donors or that have information confidential to Victim Services or are the property of Victim Services. Because we must protect everyone's confidentiality and legal rights, we cannot make these records available to persons outside of Victim Services. We will, however, make available to you any factual information about you contained in such documents. If we cannot disclose information to you, we will explain why we cannot fulfill your request.
5. What you can do to safeguard your privacy There are some simple yet essential steps you should take to protect your privacy. Make sure your contact information is up-to-date. Ensuring that Victim Services has your most up-to-date address or contact information will help protect your personal information from being misdirected. Contact us if you receive a suspicious phone call, email, or letter. If you think someone is impersonating Victim Services or believe you have been the victim of fraud or attempted fraud through telephone, mail, or email, contact Victim Services at vshn@victimserviceshn.com.
6. Resolving your concerns is essential to us. Victim Services is committed to treating you with the most tremendous respect and consideration and providing the highest level of service. Even so, from time to time, something may go wrong. There may be a misunderstanding, or feel you have been dealt with unjustly. Whatever the circumstances, our primary concern is ensuring your concerns are addressed and your problem is resolved. How to resolve concerns and complaints: We are committed to upholding Victim Services Privacy Policy. If you have any questions or complaints about our Privacy Policy or about how we are living up to the Policy, let us know right away. In most cases, a complaint or concern is resolved simply by talking to us about it. You can speak with us by contacting Charlene Lovegrove at vshn@victimserviceshn.com