We collect certain personal information from you to help us serve you effectively. That personal information includes your name and address. It also includes any other information specifically about you — how we can call or contact you, any financial arrangements you have made with us and any special instructions you want us to know.
Why Do We Collect Personal Information?
We will do our best to advise you why we are collecting any item of personal information either before or at the time we collect it. We will be happy to answer any questions you may have on why we collect personal information.
We Need Your Consent to the Collection, Use and Disclosure of Personal Information
We need your consent before we can collect personal information from you, use it or disclose it. We will usually ask for your consent when we obtain personal information and tell you what we propose to do with it. We will sometimes imply your consent to collect and use certain information; for example, by completing and submitting a form, you will be consenting to our collecting the personal information in that form and using it as indicated in that form. Please ask us to clarify anything you do not understand.
Sometimes we may ask you for optional information because we believe it will help us serve you better. However, you will never be required to provide personal information as a condition to using our services, unless we need that information to provide the service.
Sometimes we may need to use personal information you have already provided to us for another purpose not disclosed when you submitted the information. Before we do that, we will get your consent to our proposed use. In some cases, however, we may be required by law to use personal information we have already collected for a purpose other than the purpose for which it was collected. We will not request your consent for something we are obliged to do by law.
When you consent to the use of personal information as we have described it to you, we will assume that you are also consenting to other closely related uses that most people would consider reasonable in the circumstances. We might, for instance, send you a notice for a similar event or recommend a new product if you have previously expressed interest. We consider this would be reasonable use of your personal information even if you have not specifically consented to it. We will not, however, make any unrelated use of your personal information without receiving your consent first.
You may consent to our collection and use of personal information in various ways, including completing and submitting a form. You may also give your consent verbally if you telephone us and we collect personal information over the telephone.
You may withdraw any consent you have given us, unless doing so breaks the law or breaches a contract between us. You must, however, give us reasonable notice before you withdraw consent. When you propose to withdraw consent, we will inform you how that will affect our relationship, and you understand that withdrawing consent may affect the services we can provide to you.
We may aggregate personal information for our own uses and to provide to others but this information will no longer be personally identifiable.
We Will Safeguard Your Personal Information
We will protect your personal information so that it will not be lost or stolen. Our safeguards will depend to some extent on the sensitivity of the personal information and on the amount, distribution and format of the personal information and the nature of storage. We will only make personal information available to those authorized to use it for the purposes we identified to you when we collected the personal information.
We have taken several measures to secure personal information. We lock away paper records and restrict access to them in our offices. We provide appropriate security clearances for those handling personal information. We require everyone who accesses electronic forms of personal information to use passwords and we use appropriate encryption. Our employees are aware of the importance of maintaining your personal information in confidence.
Sometimes we may need help in processing information. This means someone other than one of our employees may process personal information for us. We will ensure that anyone working with personal information maintains the same standards of privacy as we do.
We Will Keep the Personal Information We Collect Accurate
We will make every effort to make sure that all personal information we collect is as accurate, complete and up-to-date as necessary to carry out the purposes for which it is being used. The degree of accuracy, completeness and timeliness depends on the use we are making of the personal information.
You Can Review the Personal Information We Have about You
Generally, you may review all the personal information we have collected from you. If you would like to know whether we have personal information about you in our files, we will tell you. We will also tell you how we use your personal information and to whom we disclose it.
In some exceptional circumstances, we may not be able to provide access to all of the personal information we have collected about you. These exceptions will be limited and very specific. If we cannot give you full access to personal information, we will tell you why. We may need to restrict access, for instance, if the personal information you want to review also contains information about other individuals. There may be legal reasons we cannot disclose information, or the personal information may be subject to solicitor-client or litigation privilege.
If you ask us to review personal information we have about you, you may need to reveal enough personal information to allow us to identify your file. We will only use the personal information you provide to allow us to make that identification, but we will not be able to satisfy your request to review your file unless we can identify it clearly as yours.
We will respond to any request you make for personal information about your file as promptly as we can and at minimal cost to you. We will provide the personal information to you in a form you can understand. If you have special requirements concerning the format in which personal information should be provided, we will do our best to satisfy them. We may ask you to pay for our actual costs of reproducing your record.
We Have Established Complaint Procedures
You may contact us to challenge any decision our employees have made regarding your personal information in our records. We have specific complaint procedures in place.
You may also complain about the way your personal information has been collected, used or disclosed, or is proposed to be collected, used or disclosed, by contacting us directly.
We will follow the complaint procedure and make any appropriate changes to your personal information and to our policies and procedures.
Using Internet Transaction Services
If you order goods or services from us online, we collect your login id as well as all the other information you provide during your session. We use this information to respond to your questions and provide the products and services you ordered. We may also use this information to determine what other products and services we might recommend to you.
If you send us email, we learn your exact email address and any other information you send by email. We use your email just as we would any written form of communication, and we save email in case we need to correspond with you further. We do not send email addresses to anyone else. We may send you further information about our products and services by email after you have contacted us by email. You may tell us to stop sending such information at any time. If you ask us to put you on a regular email mailing list, we will remove your name from that list whenever you ask us to do so.
Remember that email is not usually encrypted. We generally set up proper encryption arrangements for any sensitive information we request by email or at our website. You should be very careful not to transmit such information by unencrypted email.