Personal information is collected directly from you and may include: address, telephone number, date of birth, citizenship, social insurance number, marital status, employer, financial information, beneficiary, accountant, lawyer, etc.
Personal information is collected to initiate an ongoing business relationship with you. Information is collected from you through discussions and the completion of our application forms. Information such as account data is also collected over time.
It is important for us to maintain accurate and up-to-date information in order for us to best meet your objectives. We may from time-to-time request specific information be updated and will only do so in your best interest or as required by law. It is important that you let us know of any changes to this information.
Only information necessary for us to conduct business on your behalf, and that which is required by law will be collected. Information is collected by fair and lawful means.
By signing our Application Form and/or Contract you understand the purpose of collecting and using this information and give us consent to do so. You may withdraw all or part of your consent for us to use your personal information at any time, subject to legal or contractual restrictions and reasonable notice. If consent is withdrawn we may be limited in the services that we can provide you.
Disclosure to Custodian
Accountability and Disclosure
We are responsible for maintaining and protecting your personal information and have dedicated personnel to oversee this function. Our employees and service providers may have access to your personal information to enable them to perform their duties relating to our service engagement with you. Examples of services providers would include but not be limited to: auditors, custodians, courier/postal services, legal counsel, Federal and Provincial Governments and government regulatory agencies, secure off-site storage, secure document destruction providers.
Limiting Use and Retention
Your personal information will only be used for the purposes it was collected. If your information is to be used for purposes not previously identified, we will obtain your consent prior to its use, unless it is required by law. We will keep your personal information for as long as it is required (whether to provide you with services or as required by law or regulations). The type of service and the kind of information affects the length of time we retain information. Your information may be kept even if you are no longer a client with us 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. Portions of this information may be held by our secure off-site storage service provider. Once we have determined that it is no longer required, it is destroyed in accordance with our records management and destruction policies.
One of the key elements underpinning your trust is the protection of your personal information. We have established controls including the access to our office and data records, passwords and file encryption for on-line activities.
Upon written request we will make information available to clients concerning the policies and practices that apply to the management of their information. We will respond within 30 days of receiving your written query.
You may request access to your personal information and should you have any questions as to its accuracy or completeness we will respond within 30 days of receiving your written request, unless prohibited by law. Depending on the nature of your request it may be necessary for us to charge you the costs incurred in providing this information. If we cannot provide you the requested information we will respond in writing with a full explanation.
Challenging Our Compliance
Obviously we would have no business if there was no trust between us. Upon your request we will immediately investigate and respond with our explanation of any aspect of our policies for the protection of your personal information. We welcome your privacy questions.