Updated on: June 15, 2020
At Equisoft Inc., (« we/us»), we fully understand the importance of all the confidential information you possess for your professional, commercial and financial success; and that any unauthorized disclosure of such information could cause you to lose certain competitive advantages.
That is why we are committed to protecting our clients’, employees’ and representatives’ (“you/your”) privacy, and to ensuring the confidentiality of the personal information entrusted to us in the course of our business transactions.
- Personal Information: what is it?
Personal Information is defined as any information concerning an individual and which allows one to identify the individual, such as financial, lifestyle or health information, but not their name, title or business address, telephone or email. Personal information must be protected regardless of the nature of its characteristics or its form, whether written, graphic, audio, visual, computerized or other.
- Purpose of Information Gathering
Gathering information concerning you is necessary in order for us to provide you with high quality services. The nature and sensitivity of the information that we gather about you varies according to the services that we provide you and to the legal requirements imposed on us (such as your social insurance number, where investment income is generated by a chosen product). The purposes for which we gather your personal information are determined at or before the time of gathering. For example, information may be collected while you are opening an account. Purposes for gathering information generally include providing you with the products or services requested, confirming your identity, protecting against fraud, or dealing with matters concerning the relationship between us. Any questions or concerns you may have regarding the purposes for gathering information may be directed to us at the address provided below.
When we gather personal information about you, we shall obtain your consent to use the information for the purposes for which it was gathered. We must obtain your consent to use your personal information for any other purposes or for gathering additional information about you. We generally seek your express written consent in order to gather, use or communicate your personal information. Under certain circumstances, for less sensitive information, we may accept your verbal consent. From time to time, we may infer your implicit consent from your action or inaction. Consent must be given by you or by your duly authorized representative, such as a legal guardian or a person holding power of attorney. You may withdraw your consent at any time, subject to legal or contractual restrictions. We shall inform you of the consequences of such a withdrawal, including the possibility that we may no longer be able to provide you with a product or service. If you choose to withdraw your consent, we shall record the decision in our file. In certain situations, we have the right (or obligation) to gather, use or divulge personal information without your knowledge or consent. This occurs when legal, medical, or security reasons may make it impossible or difficult to obtain consent. When information is being gathered for the purpose of investigating a potential breach of contract, the prevention or detection of fraud, or for law enforcement purposes, obtaining consent may defeat the purpose of gathering the information. In certain cases, obtaining consent may be impossible or untimely if you are a minor, seriously ill or incapacitated.
- Limits on Gathering, Using and Communicating Personal Information
We retain your personal information only for as long as needed for the purposes for which it was gathered. We must destroy that information in accordance with the law and our file retention guidelines. When we destroy your personal information, we take the measures necessary to ensure confidentiality and also ensure that no unauthorized person can access the information during the destruction process.
- Client List
We do not sell client lists to third parties.
We make every effort possible to ensure that your personal information is as accurate and complete as necessary for the purposes for which it is gathered, used or communicated.
We are responsible for the personal information in our possession or under our guard, including information that we transfer to third parties for processing. We require that those third parties maintain strict standards governing confidentiality and security of personal information. We adhere to legislated principles and to the rules that we set forth and which aim to protect your privacy. Those rules are outlined in this policy regarding the protection of personal information as well as in industry guidelines and applicable jurisprudence. Our staff is adequately trained in these processes and practices in matters concerning the protection of personal information.
We have set up and continue to develop rigorous safeguards so that your personal information remains strictly confidential and is protected against loss or theft, as well as unauthorized consultation, communication, copying, use, or changes. Protection methods include organizational measures such as limiting access to a “need-to-know'' basis, physical and technological measures such as the use of passwords and encryption (e.g. the changing of passwords and firewalls, etc.).
- Request for Access to Information and Amendments
You have the right to be informed whether we hold personal information about you and to consult that information. You also have the right to enquire as to how we gathered your personal information, how we used it and to whom it may have been disclosed. This information will be provided to you within a reasonable length of time from the date we receive your written request. We can charge a reasonable fee for processing your request. Under certain specific circumstances, we can refuse to provide the requested information to you. Exceptions to your right to access are, in particular, the fact that it would be extremely costly to provide the information requested, information containing references to other individuals, that information cannot be disclosed for legal, security or business proprietary reasons, that information has been obtained during the course of an investigation of a potential breach of contract or to prevent or detect fraud, and even information that is subject to lawyer-client or judicial privilege. You may verify the accuracy and completeness of your personal information, and if necessary request an amendment. We will respond to a request for amendment within a reasonable time frame Any request for access to information or request for amendment must be sent to the following address : Equisoft inc. 10th floor 305 Charest Blvd. E, Quebec (Quebec) G1K 3H3 By email: firstname.lastname@example.org
- Concerns and Complaints
Our employees and representatives are trained to respond to your questions or concerns regarding the protection of personal information. Should you be dissatisfied with our employee's or representative’s response, you may contact the agent responsible for the protection of personal information at the address indicated above. Any complaint concerning the protection of personal information should be addressed to the agent responsible for the protection of personal information at the address provided above.