“Educational history” means courses, grades, grade point average, academic status, graduation status, other institutions attended, admission status, course schedule and course registration status.
“Financial history” means information about income, employee’s finances, assets, salaries, wages, monetary incentives, beneficiaries, insurance, benefits, financial transactions, creditworthiness and debts.
“Employment history” means personal recommendations or evaluations, character references or personnel evaluations, letters of discipline and reprimand and reasons for termination.
“Medical history” means health care history relating to medical, psychiatric, or psychological diagnosis, condition, treatment, or evaluation.
“Personal health information” means information about an identifiable individual that relates to the physical or mental health of the individual, the provision of health care to the individual, the individual’s entitlement to payment for health care, the individual’s health care number, the identity of providers of health care to the individual or the identity of substitute decision-makers on behalf of the individual.
“Law enforcement” means disciplinary investigations or proceedings that lead or could lead to a penalty or sanction being imposed and policing.
“Third Party” means individuals or organizations other than the subject of the records or representatives of New Urban Registry. Note that in certain circumstances, the company may be entitled to provide personal information to an external party acting as an agent of New Urban Registry.
Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.
New Urban Registry shall make readily available to individuals specific information about its policies and practices relating to the management of personal information.
Upon request, an individual shall be informed of the existence, use, disclosure of his or her personal information and shall be given access to that information. 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 Office Manager, who is accountable for New Urban Registry’s compliance.
Collecting, Use and Disclosing Information
Evaluating information collected in a reference check if the disclosure reveals the identity of the information source, and the source expected that his or her identity would be held in confidence (this information is retained in another file rather than in the employee file); and information that would disclose personal information about another party.
The right of access does not extend to information exempted from disclosure under PIPA but if that information can reasonably be severed from a record an applicant has the right of access to the remainder of the record.
The right of access to a record may be subject to the payment of any fee required according to company policy or procedure for informal or formal access request. However, we will only do so after first advising you of the approximate cost. (optional)
Correcting Personal Information
You have a right to submit a written request to access your personal
information that is in our possession and make corrections to it. An employee can request a correction to his or her personal information if
there is an error omission or, alternatively, he or she may require that a statement of disagreement is attached. We will amend personal information that is demonstrated to be inaccurate or incomplete.
An employee may provide written notice of correction related to any data contained in the employee’s file. The notice of correction shall be provided to the Office Manager.
Client information is only be accessed by employees with appropriate authorization.
New Urban Registry will not disclose personal information about applicants or employees to any third party unless it is otherwise provided for by employee explicit consent or by law.
Employees must ensure that no personal, privileged and/or confidential information of clients is disclosed without the client’s consent and then only if security procedures are satisfied.
Access to Third Party Personal Information by Employees or About Employees
We do not make any employee personal information available to other organizations without your expressed consent, except under the following circumstances:
Employee requests for disclosure of their own personal information to third parties
Employee requests for disclosure of their own personal information to third parties must be accompanied by a completed signed and dated Authorization to Release Information form. This form should be used in dealing with insurance companies with respect to employee benefits and to provide confirmation of earnings to financial institutions for lending purposes.
If an organization contacts the company for reference information on an employee or former employee of the company, the information is only disclosed if the organization has a written authorization of the employee.
Requests regarding third party access to employee personal information will be handled by the Office Manager of New Urban Registry and must be in writing.
Access will be administered according to those specific policies and procedures, which may be established from time to time by the Company to apply to the personal information of employees.
Information Protection Measures
We have developed and continue to enhance security procedures to safeguard and protect personal information against loss, theft, unauthorized disclosure, copying, and unauthorized use or modification.
We maintain appropriate safeguards and security procedures that reflect the types of documents including electronic or paper records. Organizational measures taken include security clearances and limiting access on a “need-to- know” basis. Technological measures include the use of passwords and encryption.
Retention/Destruction of Personal Information
FURTHER INFORMATION AND CONTACT
You can obtain further information about our Personal Information Protection Policy by contacting our Office Manager.
If you have a question or complaint regarding our privacy policies or procedures, you may contact our Office Manager.
If your concern remains unresolved to your satisfaction, you may address your concerns to the Privacy Commissioner of Canada, 112 Kent Street, Ottawa, Ontario, K1A 1H3 or the Privacy Commissioner of Alberta, Suite 2460, 801 6 Avenue SW, Calgary, Alberta, T2P 3W2.
No employee shall be disadvantaged or denied any benefit of employment by reason that New Urban Registry believes that an employee will do anything referred to paragraphs (a), (b) or (c) below or by reason that he or she, acting in good faith and on the basis of reasonable belief that he or she has:
Breach of Company Policy
An employee who is found to be in breach of this policy will be subject to discipline up to and including discharge for cause.