Jack French Limited has appointed Brad French as the Privacy Officer for the company. The Privacy Officer will be accountable for the company’s compliance with the following principles.
Personal information will be collected from our employees. This may include name, date of birth, start date of employment, hour worked by the employee, vacation time taken by the employee, sick / bereavement days, wage and vacation statements, documents related to leave, address, phone number, SIN number, banking information, emergency contacts, compliments, reprimands, police check, previous positions held, education, name of spouse and dependents and their birth dates. This information will be used for reasons of payroll, government requirements, Employment Standards Act, benefits and advancement considerations.
Personal information used to set up accounts, information pages, and updates are normally limited to contact information. Personal information collected by Jack French Limited will be collected and used for the purpose of supporting the customer relationship. Examples of personal information may include personal telephone numbers, cell phone numbers, email addresses. This information will be used to contact the customer for reasons pertaining to their account.
We are directed by our customers as to the information that is appropriate for us to be documenting for their account. There is a template for each account, prompting only the questions necessary for our customers specific business needs. Our staff is trained in call handling procedures and directing the caller to the appropriate party if sensitive information disclosure is necessary.
The knowledge and consent of the individual is required for the collection, use or disclosure of personal information, except where inappropriate.
The collection of personal information shall be limited to that which is necessary for the purposes identified by Jack French Limited. Information shall be collected by fair and lawful means.
Limiting Use, Disclosure and Retention
Employee information will be kept for a period of 7 years after the employee stops working for Jack French Limited as required by the Employment Standards Act. All employee files are kept in a secure filing cabinet or in a locked office, and information related to payroll is kept in a password protected accounting program.
Personal information used to set up accounts, information pages and updates are normally limited to contact information. We are not at liberty to disclose personal information. Personal information collected is for the purpose of contacting our customers for job related tasks (i.e. contacting on call person at home). Information (in paper format) after being input into the computer system, it is stored in a secure cabinet for the purpose of verification. Any information in the paper format that is no longer needed for an account is shredded. Signed contracts and pertinent accounting information are held for a period of seven years as required by law.
Information, which is taken by our staff on behalf of our customers, is held on a secure computerized system. This information is then paged, faxed, emailed or held for phone in pick up by our customers. The information that Jack French Limited receives is predetermined at the set up of the account. This information (data) is directed to the specified recipient. Caller information is held in our system for 60 days, after 60 days it is purged from the system. The 60 days is allowed, in the event that a message requires verification. Information from the system is copied weekly on to a tape back up. Information in the tape format is stored off site in a secure location. Once the tape is returned to the building, it is erased, and then the current months information is then recorded. Any information in the paper format that is no longer needed for an account is shredded. Information collected by us, for our customers is the property of our customers, it is never disclosed to an outside party with the exception of a police investigation or when required by law.
Personal information shall be accurate, complete and up to date as is necessary for the purposes for which it is to be used.
Personal information shall be protected by security safeguards appropriate to the sensitivity of the information. Information collected from our customers is entered in to our computer system, paper copies are either shredded or placed in the customers file for reference. Files are in a secure office and locked after regular business hours.
The information on our system computers are password protected, the server is located in a locked room. Access to this room is limited. A firewall is in place for internet connections as well as security programs for the computer system.
All staff are required to sign a confidentiality agreement and understand that any information they are privy to is to be kept in strictest confidence.
Jack French Limited will make readily available to individuals specific information about its policies and practices relating to the management of personal information. Our Privacy and Practices Policy is communicated on our website. There, the public can review how personal information is managed and protected. Individuals wishing to access their information or more specific information regarding procedures used by our company will be able to contact our privacy officer.
Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information.
The request for personal information must be specific and in writing. The request must include the presentation of 2 pieces of identification, one must be a photo ID. The Privacy Officer will then verify the individuals authority for disclosure. The Privacy Officer will respond to the request within 30 days of receipt. There may be a reasonable fee imposed on providing this data.
An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
An individual shall be able to address a challenge concerning compliance with the above principles to the Privacy Officer by contacting the head office of Jack French Limited
Requests will be dealt with on an individual basis for the period beginning Jan 1st 2004 and ending Jan 1st 2005. After this time a review of requests will be undertaken to establish improved information management practices and standards.
Recording of calls
All calls made to or from our TAS system are recorded for purposes of quality assurance and training purposes. Recorded Calls may be played only for purposes of verification of information, or grading for quality control. These calls are kept on a secure computerized system, accessible only by password to limited supervisory personnel. These calls are held for a 2 year period in the event a message requires verification, the information is then purged from the system.
For purposes of quality assurance, random calls will be monitored. Information taken during the call is not collected during this assessment. Jack French Limited is only monitoring if the appropriate actions were taken; the required information gathered i.e. the telephone number taken as per the account instructions?, it verified with the caller for accuracy? Etc. This process is used to assess the skills of our employees and verify our customers are receiving appropriate service. The recordings may be sent to our customers for calls pertaining to their individual accounts again for the purposes of quality assurance.
If you have any questions or comments about this privacy statement or the practices of this site, please contact us.
Alliance Security & Communications
299 Concession Street, Suite 301
Kingston, On, CA