Privacy Act

Any personal info that is collected during day-to-day commercial activities will not be disclosed to anyone. Any inventory that we have of personal information will be held in a secure locked cabinet. Some e-mail will be kept along with paper files. Myself and one other person will have access to the cabinet and personal information. No one outside of this organization will be granted access to personal information.

The privacy officer named is myself and it is my responsibility for the organizations overall compliance to the privacy act. The staff will not respond to internal or external privacy questions on behalf of the organization. I will be in contact. The staff knows that I will respond to requests for personal information, requests for correction and complaints from the public. Customers know to contact myself Jennifer Loughren, for general inquiries regarding their personal information, to request corrections to their personal information or for complaints.

Yes, the privacy officer is able to explain the steps for requesting personal information and filing complaints. Yes, I have been trained on the privacy act; no there will not be ongoing training unless there is a significant change to the privacy act. Yes, we will collect personal information for our own use in marketing and designing. If requesting personal information, it will be disclosed only if properly identified. A customer may request withdrawal of consent in writing without consequences. Yes, I will inform all employees of new privacy issues raised by technological changes, internal reviews, public complaints and reviews by the courts. No, we do not have documents that explain personal information practices and procedures, but it may be copied from the site. The site does explain how personal information is obtained; personal information may be corrected at anytime by a phone, e-mail or fax. An inquiry or complaint may be made phone, e-mail or fax. Personal information will be kept for a maximum of 7 years, and then destroyed by shredding. At this time there will be no subsidiaries or third party use, but in future, due to volume overload this may be an option, and the privacy act will be changed accordingly without notice. You the customer are providing consent when e-mailing, or contacting the company in anyway. Personal information that is not essential to the company is not necessary to be collected. Information collected is deemed necessary.

If there is a request for personal information it will be responded to within a 2-week period. There will be no cost for obtaining personal information. Copies of the personal information that is collected will be mailed to your home address; everything will be simple and easy to read. I will not respond using alternate formats such as brail or audiotapes.

Complaints will be dealt within a 2-week period; all complaints will be investigated and discussed openly with other staff and the individual. All staff responses to public inquiries, requests and complaints reviewed to ensure they are handled fairly, accurately and quickly. When a complaint is found to be justified appropriate corrective measures such as amending policies and advising staff of the outcome.