Privacy Policy

Your privacy rights

AIONSITE manages your personal information in compliance with existing federal privacy laws.

Why we collect personal information

We collect personal information to serve the business needs of our customers. We require it to:

• Understand and assist you, our client
• Ensure information is accurate and up to date
• Structure a targeted approach to your needs while providing our services

What personal information do we collect?

Personal information is any information that identifies you. In Canada, most business contact information — such as your office address, job title, business phone number, email address, or fax number — is not considered personal information. We follow reasonable and prudent business practices to collect, use, and disclose your personal information for the purpose of providing our business services.

How do we collect your personal information?

We collect information only by lawful and fair means. When we make directed individual requests for your sensitive personal information from a particular organization, we obtain your written consent. Wherever possible we collect directly from you, and we may ask for your consent at first contact and during our relationship. That consent may be written, verbal, or implied.

Depending on the services provided, and with your consent, we may obtain relevant information from:

• You and your dependent family members
• Educational institutions (to verify educational history)
• Your employer (for example, background assessment evidence)
• Law enforcement (if relevant or required by specific regulations)

Consent

Our practice is to request either your written or express oral consent, which may be given in person or over the telephone once your identity is authenticated.

If you volunteer relevant personal information verbally or in writing, we assume you consent to the collection, use, and disclosure described in this Privacy Statement. When you initiate contact, we may determine consent is implied for us to collect, use, and disclose personal information in a reasonable manner.

In certain circumstances we're required or permitted by law to collect, use, and disclose personal information without consent. We handle all personal information confidentially and substantiate the legal authority in these cases.

Disclosure without consent

Under certain circumstances we will disclose your personal information without consent:

• When required or authorized by law — for example, if a court issues a subpoena
• When necessary to respond to an emergency threatening the life, health, or security of an individual or the public
• When necessary to establish or collect our fees
• When the information is already publicly known

Use of your information

We use your personal information to provide our business services to you. Generally we use it to:

• Provide services, either directly to you or through third parties
• Reply to your comments, questions, and inquiries
• Meet certain legal requirements

We may also use the personal information we obtain to send you company information such as email notifications or newsletter subscriptions. You may withdraw your consent at any time by notifying us, and we'll stop sending such material. We do not disclose or sell your personal or business contact information to any third party for their marketing.

Who do we release information to?

When we release information about you, it's done to serve specific needs in the course of providing our services. With your consent, we may provide information to:

• Our staff who use it for the reasonable business purpose of providing our services
• A third party we contract for administrative services (like computer backup or archival storage), provided they agree to comply with our privacy policy

Accuracy of your information

You have the right to request a correction of the personal information we hold about you. We rely on you to provide accurate, up-to-date information and to stay in contact. If any of your information changes during our relationship, please let us know so we can update it.

How do we protect your personal information?

To protect your personal information, we will:

• Not collect, use, or disclose it for any purpose other than those we identify to you or that are reasonably evident
• Only disclose it to people who need to know it for the purposes stated in this Privacy Statement
• Keep it only as long as needed to fulfill the stated purpose or as required by law
• Maintain it in as accurate, complete, and up-to-date a form as possible
• Keep it physically secure — for example, in secure offices, rooms, and filing cabinets
• Maintain technological safeguards such as passwords or encryption for sensitive information

Access to your personal information

You may request access to the personal information we hold about you. The request must be in writing and directed to AIONSITE's Chief Executive Officer. We charge a reasonable fee for retrieval and copying, and if the request is extensive we'll notify you of the fee beforehand.

Can I be denied access to my personal information?

There are exceptions to your right of access. By law, we must deny access when:

• Your file contains personal information on a third party that can't be severed to protect their privacy
• Required or authorized by law (for example, when a record is subject to a claim of legal professional privilege)

We may also deny access when your information relates to existing or anticipated legal proceedings against you, including unpaid bills. If we deny a request for access or correction, we'll explain why and, where possible, attempt to mediate a resolution.

Communications by email

Email is not a secure, confidential method of communicating personal information. We will not use email to send personal or confidential information unless you authorize it by corresponding with us via email and accept the inherent risks.

Third-party websites

Our website and other materials may link to third-party websites and information sources, and AIONSITE content may appear on third-party sites. These are not governed by this Privacy Policy, and your information may not be protected there. We encourage you to read the privacy policy of every website you visit.

Changes to this privacy statement

We may review and change this Privacy Statement from time to time to keep our privacy commitment current with evolving privacy laws.

Contact information and resources

Please contact us if you:

• Wish to access your personal information
• Wish to change your consent regarding how we collect, use, and disclose it
• Have concerns about our privacy policies or how we've handled your information