1.1 Protecting your privacy and maintaining the confidentiality of your personal information is integral to the way we do business.
2.0 OUR TEN PRIVACY PRINCIPLES
2.1 Our ten privacy principles comply with the provisions of Canada’s Personal Information Protection and Electronic Documents Act. These principles are as follows:
Principle 1: Accountability. We are responsible for and will endeavour to maintain and protect the information we have about you.
Principle 2: Identifying Purposes. The purpose for which your information is being collected will be explained to you either before or when it is collected.
Principle 3: Consent. We will obtain your consent to collect, hold, use and disclose your information.
Principle 4: Limiting Collection. We will limit the information we collect to what is needed for those purposes. (See section 3)
Principle 5: Limiting Use, Disclosure and Retention. We will use and disclose your information only for the purposes we have identified, or when it is required or permitted by law. We retain your information only for as long as is necessary for the fulfilment of these purposes.
Principle 6: Accuracy. We keep your information as accurate, complete and up to date as is necessary for these purposes.
Principle 7: Safeguards. We protect your information with appropriate safeguards and security measures.
Principle 8: Openness. Upon your request, we will provide you with specific details about our information handling policies and procedures.
Principle 9: Access. We will give you access to the information we have about you. You may check the accuracy of your information and amend it as appropriate.
Principle 10: Challenging Our Compliance. We will investigate and respond to your concerns about any aspect of our handling of your information.
3.0 COLLECTION OF INFORMATION
3.1 How do we collect information?
The information collected about you is retained in the “client record”. You provided most of this information when we completed an intake application form.
3.2 What information do we collect?
The personal information in your client record may include your name, address, and telephone number, social insurance number, birth date, and information regarding your dependents as well as the name, address and social insurance number of your spouse.
3.3 How do we use your information?
We may use your information for the following identified purposes:
- Identifying you
- Ensuring the accuracy of information in your client record
- Establishing and administering your account
- Meeting legal and regulatory requirements
- Verifying information you have previously given with Canada Revenue Agency when necessary for the identified purposes
4.0 DISCLOSURE OF INFORMATION
4.1 Who do we disclose your information to?
There are times when we may disclose your information to others. These agents, suppliers and organizations include:
Canada Revenue Agency
4.2 Disclosing your information when required or permitted by law
Cambridge Consultants must provide information in response to a valid demand, search warrant or other legally valid enquiry or order. We may disclose information to an investigative body in the case of a breach of an agreement or contravention of laws. We may also disclose information to help us collect a debt owed by you.
5.1 How do we obtain consent?
We provide you with a copy of your return and signed T183 (e-file form). By signing the e-file form and/or continuing to do business with us, you are consenting to the use of your information.
5.2 How can you withdraw all or part of your consent?
You can withdraw your consent for use of your information by contacting us.
In some circumstances, legal requirements may prevent you from withholding consent.
6.0 YOUR RIGHTS
6.1 Your rights to access your information
Except in limited circumstances, we can provide you with the information we have about you so you may verify and amend it. Please note that we may not be able to provide you with information in the following circumstances:
- If it contains references to other persons and the references are subject to legal privilege
- If it relates to an investigation of a breach of agreement or contravention of laws
- If it cannot be disclosed for other legal reasons
7.0 KEEPING YOUR INFORMATION
7.1 Keeping your information accurate
Accuracy is essential to providing you with excellent service. Please inform us of any errors in our information about you as soon as you are aware of them so that we may immediately correct your client record. If the accuracy of information is in dispute, we will note it in your client record.
7.2 Where do we keep your information?
Your client record is kept in electronic or paper format at the office of Cambridge Consultants in Winnipeg.
7.3 How do we protect your information against loss and unauthorized access?
Our employees and service providers have access to your information provided
the information is required for the identified purposes and access is permitted only to the extent necessary for such purposes.
In addition, we take measures to protect your information, such as restricting physical access to our offices and using computer passwords and file encryption for on-line activities.
7.4 How long do we keep your information?
We retain your information only as long as it is required for the reasons it was collected. The length of time we retain information varies depending on the service and the nature of the information. This period may extend beyond the end of your relationship with us but only for so long as it is legally necessary for us to have sufficient information to respond to any issues that may arise at a later date.
8.0 RESOLVING YOUR CONCERNS
8.1 If you have any questions, concerns or complaints about the treatment of your information please follow these steps:
STEP 1: In most cases, a concern can be resolved by discussing it with us.
STEP 2: If after contacting our Cambridge Consultants your concerns remain unresolved, you may contact the Privacy Commissioner of Canada:
The Privacy Commissioner of Canada
112 Kent Street
Ottawa, Ontario K1A 1H3
Telephone: (613) 995-8210 or 1-800-282-1376