Privacy Policy

Personal Information Protection

At Dou-Mar, we are committed to providing our valued clients and customers with exceptional service. As providing this service involves the collection, use and disclosure of some personal information about our clients and customers, protecting their personal information is one of our highest priorities. While we have always respected our clients’ and customers’ privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of the Personal Information Protection Act (PIPA). PIPA sets out the ground rules for how businesses may collect, use and disclose personal information. We will inform our clients and customers of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances. This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting clients’ and customers’ personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our clients’ and customers’ personal information and allowing our clients and customers to request access to, and correction of, their personal information.

Policy 1 – Collecting Personal Information

1.1 Unless the purposes for collecting personal information are obvious and the client or customer voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
1.2 We will only collect client and customer information that is necessary to fulfill the following purposes:
To verify creditworthiness;
To identify client or customer preferences;
To understand the taxation, financial, banking, or other related needs of our clients and customers;
To open and manage an account;
To deliver requested products or services;
To enrol the client or customer in a specific program at their request;
To ensure a high standard of service to our clients and customers;
To meet regulatory requirements

Policy 2 – Consent

2.1 We will obtain client and customer consent to collect, use or disclose personal information
(except where, as noted below, we are authorized to do so without consent).

2.2 Consent can be provided or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the client or customer voluntarily provides personal information for that purpose.
2.3 Consent may also be implied where a client or customer is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, marketing of new services or products and the client or customer does not opt-out.
2.4 Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), clients or customers can withhold or withdraw their consent for Dou-Mar to use their personal information in certain ways. A client’s or customer’s decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the client or customer in making the decision.
2.5 We may collect, use or disclose personal information without the client’s or customer’s knowledge or consent in the following limited circumstances:
Where the collection, use or disclosure of personal information is permitted or required by law;
In an emergency that threatens an individual’s life, health or personal security;
When the personal information is available from a public source (e.g., a telephone director);
When we require legal advice from a lawyer;
For the purposes of collecting a debt;
To protect Dou-Mar from fraud;
To investigate an anticipated breach of an agreement or a contravention of law.

Policy 3 – Using and Disclosing Personal Information

3.1 We will only use or disclose client or customer personal information where necessary to fulfill the purposes identified at the time of collection,
3.2 We will not use or disclose client or customer personal information for any additional purpose unless we obtain consent to do so.
3.3 We will not sell client or customer lists or personal information to other parties.

Policy 4 – Retaining Personal Information

4.1 If we use client or customer personal information to make a decision that directly affects the client or customer, we will retain that personal information for at least one year so that the client or customer has a reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain client or customer personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.

Policy 5 – Ensuring Accuracy of Personal Information

5.1 We will make reasonable efforts to ensure that client or customer personal information is accurate and complete where it may be used to make a decision about the client or customer or disclosed to another organization.
5.2 Clients or customers may request correction to their personal information in order to ensure its accuracy and completeness. A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought.
5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year. If the correction is not made, we will note the clients’ or customers’ correction request in the file.

Policy 6 – Securing Personal Information

6.1 We are committed to ensuring the security of client and customer personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
6.2 The following security measures will be followed to ensure that client and customer personal information is appropriately protected:
Use of locked filing cabinets
Physically securing offices where personal information is held
Use of user IDS, passwords, encryption, firewalls as appropriate
Restricting employee access to personal information as appropriate (i.e. only those need to know will have access)
Contractually requiring any service provides to provide comparable security measures
Any and all other measures that are deemed appropriate on a day to day and on-going basis.
6.3 We will use appropriate security measures when destroying client’s and customer’s personal information such as:
Shredding documents
Deleting electronically stored information
Any and all other measures that are deemed appropriate on a day to day and on-going basis
6.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.

Policy 7 – Providing Client and Customer Access to Personal Information

7.1 Clients and Customers have a right to access their personal information, subject to limited exceptions as found in section 23 of PIPA, including items such as solicitor-client privilege, disclosure that would reveal personal information about another individual, health and safety concerns, etc.
7.2 A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.
7.3 Upon request, we will also tell clients and customers how we use their personal information and to whom it has been disclosed if applicable.
7.4 We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.
7.5 A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the client or customer of the cost and request further direction from the client or customer on whether or not we should proceed with the request.
7.6 If a request is refused in full or in part, we will notify the client or customer in writing, providing the reasons for refusal and the recourse available to the client or customer.
Policy 8 – Questions and Complaints: The Role of the Privacy Officer or designated individual
8.1 Clients or Customers should direct any complaints, concerns or questions regarding compliance directly to Dou-Mar or Clients and Customers may also write to the Information and Privacy Commissioner of Saskatchewan.