Privacy Policy
1.0 Purpose
The purpose of this policy is to provide details into Privacy for its clients, partners & employees for LESG, LFP, R&D Ergo or PARCS divisions.
2.0 Scope
The Liftsafe Group of Companies respects the privacy rights of our clients, as well as our partners and employees and has always been committed to protecting all personal information in our possession and/or control. We have adopted this Privacy Policy to guide how we collect, use and disclose the personal information we acquire in the course of fulfilling our professional responsibilities and operating our business. This Privacy Policy applies to all of the Liftsafe Group of Companies. While Liftsafe Engineering has always taken the privacy and confidentiality of our clients and our employees very seriously, we have developed this Privacy Policy to clearly define our ongoing commitment to protecting privacy rights. Certain of the practices discussed in the Policy reflect requirements set out in both federal and provincial privacy legislation that came into effect on January 1, 2004. Our goal is to respond to the requirements of the law, and to be responsive to our clients, as well as employees who expect us to demonstrate our commitment to respecting their privacy and protecting their personal information.
3.0 Responsibilities
It is the responsibility of all personnel who observe opportunities for improving this document to submit their observations to the Operations Manager so that the changes may be addressed. The Operations Manager has overall responsibility for the effective coordination of this instruction.
Procedure
5.1 Accountable For the Personal Information In Our Possession
The Liftsafe Group of Companies is accountable for all personal information in our possession and/or control. This includes any personal information that we receive directly, from individual clients and employees, as well as individuals’ personal information that we may receive indirectly. We have established policies and procedures aimed at protecting personal information. We have appointed a Privacy Officer to oversee privacy issues for Liftsafe Group of Companies. We have also educated our employees about our Privacy Policy and their role in protecting your personal information. If you have questions about our privacy practices, you are free to contact our Privacy Officer at info@liftsafeinspections.com or at 1-800-977-2005.
5.2 Liftsafe Group of Companies will inform you why we are collecting your personal information when the information is collected.
5.2.1 Client Information
In most instances, Liftsafe Group of Companies will collect, use or disclose personal information only to provide professional services to you. Each engagement letter includes an explanation of why we require information, what use will be made of it and with whom it may be shared in order to provide our professional services.
5.2.2 Employee Information
We also collect personal information from our employees in order to pay them, comply with laws, provide them with benefits, and to improve on programs, policies and employee relations. We also collect personal information from individuals seeking employment with Liftsafe Group of Companies. When we collect personal information, we inform you of the reasons why we require such information, what use will be made of it and with whom it may be shared.
5.3 Liftsafe Group of Companies will collect, use or disclose personal information about you only with your informed consent.
5.3.1 Client Personal Information
The Terms and Conditions of every professional services engagement are documented in each Engagement Letter. These Terms and Conditions include a discussion about how Liftsafe Group of Companies may use and disclose your personal information. By signing the engagement letter, you will be providing your consent to the collection, use and disclosure described in the Terms and Conditions.
5.3.2 Employee Personal Information
Forms and applications used to provide human resources-related services to employees will describe the purposes for which personal information is required and with whom it will be shared, and will allow for you to consent to the collection, use and disclosure as described. Employment candidates will also be advised of the purposes for which their personal information is being collected and you will be provided an opportunity to consent to the collection, use and disclosure as described. What happens if you choose not to give us your consent? What if you withdraw your consent at a later date? You always have the option not to provide your consent to the collection, use and distribution of your personal information, or to withdraw your consent at a later date. Where a client chooses not to provide us with permission to collect, use or disclose personal information, we may not have sufficient information to provide you with our services. Where a partner, employee or candidate for employment chooses not to provide us with permission to collect, use or disclose personal information we may not be able to employ you or to provide you with benefits.
5.4 Liftsafe Group of Companies limits the amount and type of personal information we collect.
We will limit, where possible, the collection of client and employee personal information to that which is required to provide our services or operate our business.
5.5 Liftsafe Group of Companies will use and disclose your personal information only for the purposes for which we have your consent. We will keep personal information only as long as necessary to accomplish these purposes.
5.5.1 Use of Personal Information If we intend to use your personal information for a purpose not previously identified to you, we will obtain your consent prior to such use. However, we may use personal information without consent when acting in the case of an emergency that threatens the life, health and/or security of an individual. We may also disclose personal information without consent:
• To comply with a subpoena, a warrant or an order made by a court or other body with appropriate jurisdiction or to comply with rules of conduct required by regulatory bodies.
• To a government institution that has requested the information, identified its lawful authority, and indicates that disclosure is for the purpose of enforcing, carrying out an investigation, or gathering intelligence relating to any federal, provincial or foreign law; or suspects that the information relates to national security or the conduct of international affairs; or is for the purpose of administering any federal or provincial law
• To an investigative body or government institution on our initiative when we believe the information concerns a breach of an agreement, or a contravention of a federal, provincial, or foreign law, or we suspect the information relates to national security or the conduct of international affairs.
5.5.2 Retention of Personal Information
In compliance with professional standards, we keep a record of the work performed by us. This record or “working papers” may include personal information. Liftsafe Group of Companies retains personal information about current and past employees in accordance with employment laws and standards. Personal information collected from individuals seeking employment with any of Liftsafe Group of Companies will be retained indefinitely so that Liftsafe may contact you about other positions that may also be of interest to you.
5.6 Liftsafe Group of Companies will attempt to keep accurate personal information in our possession and/or control.
In order to provide you with a professional level of service and with appropriate benefits, the personal information that we collect from you must be accurate, complete and current. From time to time, you may be asked to update your personal information. You are encouraged to advise us of any changes to your personal information that may be relevant to the services we are providing to you. Employees and candidates should contact the Administrator should they need to update their personal information.
5.7 Liftsafe Group of Companies protects your personal information with safeguards appropriate to the sensitivity of the information.
We protect your personal information by using physically secure facilities, industry standard security tools and practices. Security measures are in place to protect the loss, misuse and alteration of the information under our control. Personal information collected is stored in secure operating environments that are not available to the public (e.g., locked rooms and filing cabinets). To prevent unauthorized electronic access to personal information, we maintain information collected in a secure environment.
5.8 Liftsafe Group of Companies will be open about the procedures used to manage your personal information.
The most up-to-date version of our privacy policy is available in its entirety at www.liftsafeinspections.com or by contacting our Privacy Officer at info@liftsafeinspections.com or at 1-800-977-2005.
5.9 Liftsafe Group of Companies will advise you of what personal information we have in our possession or control about you, what it is being used for, and to whom and why it has been disclosed.
As a client, you have the right to review and obtain a copy of your personal information on record in our individual offices by contacting your sales representative. As an employee, you also have the right to review and obtain copies of your personal information on record by contacting your Administrator. In most instances, you will receive a response to your request within 30 days. If you have any concerns about the access provided to you, you are encouraged to contact our Privacy Officer at info@liftsafeinspections.com or at 1-800-977-2005.
5.10 You may challenge Liftsafe Group of Companies compliance with this Policy.
The Liftsafe Group of Companies will respond to individual complaints and questions relating to privacy. We will investigate and attempt to resolve all complaints. To challenge compliance with this Policy, please forward your concerns in writing to our Privacy Officer. The Privacy Officer will ensure that a complete investigation of your complaint has been undertaken and will report their findings to you in most instances within 30 days.
