Ayre & Oxford Inc.
Personal Information Protection Policy (PIPA)
Ayre & Oxford Inc. is committed to safeguarding the personal information entrusted to us by Condominium Corporations, Tenants, Customers and Owners. We manage your personal information on behalf of our Clients in accordance with Alberta's Personal Information Protection Act and other applicable laws. This policy outlines the principles and practices we follow in protecting your personal information.
This policy applies to Ayre & Oxford Inc. and to any person providing services on our behalf. A copy of this policy is provided to any individual on request
WHAT IS PERSONAL INFORMATION?
Personal information means information about an identifiable individual. This includes an individual's name, home address and phone number, and financial information.
WHAT PERSONAL INFORMATION DO WE COLLECT?
We collect only the personal information that we need for the purposes of providing services to our clients, including personal information needed to:
- deliver requested products and services
- carry out contractual duties on behalf of a client
- send out Condominium Corporation ownership information verify occupants of a rental or condominium suite
- interoffice to assign duties to staff
- seek approval for specific response from a client / corporation to which we act at the direction or on behalf of
- Contacting a family member in case of an emergency
We normally collect personal information directly from Owners. We may collect your information from other persons with your consent or as authorized by law.
We inform Owners, before or at the time of collecting personal information, of the purposes for which we are collecting the information. The only time we may not provide this notification is when an Owner volunteers information for an obvious purpose (for example, producing banking information which will be used solely to process condo fee payments).
CONSENT
We ask for consent to collect, use or disclose an Owner's personal information, except in specific circumstances where collection, use or disclosure without consent is authorized or required by law. We may assume your consent in cases where you volunteer information for an obvious purpose.
We assume your consent to continue to use and, where applicable, disclose personal information that we have already collected, for the purpose for which the information was collected.
We ask for your express consent for some purposes and may not be able to provide certain services if you are unwilling to provide consent to the collection, use or disclosure of certain personal information. Where express consent is needed, for example to access your unit for maintenance, we will provide notice or ask to provide consent orally (in person, by telephone), or in writing.
A Corporation will normally need an individual's consent to collect and use his or her personal information. However, PIPA provides exceptions to consent. In particular, if the Condominium Property Act authorizes or requires the collection and use of personal information, consent is not required.
A client may withdraw consent to the use and disclosure of personal information at any time, unless the personal information is necessary for us to fulfil our legal obligations. We will respect your decision, but we may not be able to provide you with certain products and services if we do not have the necessary personal information.
We may collect, use or disclose client personal information without consent only as authorized by law. For example, we may not request consent when the collection, use or disclosure is in an emergency that threatens life, health or safety or to our client whereby we collected the data on their behalf.
Condominium disputes can be resolved using mediation or arbitration (section 69 of the Condominium Property Act). Once the parties have agreed to participate in the dispute resolution process, the Corporation will need to obtain the parties' consent for disclosure of contact information and any other personal information that is necessary to allow the mediator or arbitrator to initiate the dispute resolution process.
The property management company is the agent of the corporation and acts with the delegated authority of the condominium corporation to manage the property. Consequently, the property management company acts as the Condominium Corporation in relation to management of the corporation
ONLINE DATA COLLECTION
We collect data about your activities that does not personally or directly identify you when you visit our website, or the websites and online services where we display advertisements. This information may include the content you view, the date and time that you view this content, the products you purchase, or your location information associated with your IP address. We use the information we collect to serve you more relevant advertisements (referred to as "Retargeting"). We collect information about where you saw the ads we serve you and what ads you clicked on.
As you browse http://ayreoxford.com, online ad networks we work with may place anonymous cookies on your computer, and use similar technologies, in order to understand your interests based on your (anonymous) online activities, and thus to tailor more relevant ads to you. If you do not wish to receive such tailored advertising, you can visit this page to opt out of most companies that engage in such advertising. (This will not prevent you from seeing ads; the ads simply will not be delivered through these targeting methods.)
We do not target ads to you based on sensitive personal data, such as information related to race or ethnic origin, political opinions, religious beliefs or other beliefs of a similar nature, trade union membership, physical or mental health or condition or sexual life. We may target ads based on data provided by Advertisers or partners alone or in combination with the data we collect ourselves. Any data used to serve targeted advertisements is de-identified and is not used to personally or directly identify you.
In order to allow us to reach the best inventory online, we work with third party advertising companies (our "Advertising Partners") to help us recognize you and serve relevant advertisements to you when you visit a website or online service in their network. We also work with Advertising Partners who help us recognize you across different devices in order to show you relevant advertisements. Our Advertising Partners may collect information about your activities on our website, and other websites or online services in their networks. We also work with third party companies to assist us with website analytics such as evaluating the use and operation of our website so that we can continue to enhance the website and our services.
We and our third party partners use session cookies and persistent cookies to make it easier for you to navigate and enhance the experience of our site, and to monitor and evaluate our website's operation and use.
HOW DO WE SAFEGUARD YOUR INFORMATION?
We protect the personal information the we collect by using reasonable safeguards. We encourage our clients as a best practice, protect the personal information and develop their own privacy policy as well.
In determining what safeguards are reasonable for your organization, you will want to consider how sensitive the information is. All personal information should be protected from loss, theft, and inappropriate use or disclosure, but information like credit card numbers, Social Insurance Numbers, Alberta health care numbers, driver's licence numbers and birth dates can be used to cause harm if they are lost or stolen.
Common‐sense security practices
File cabinets are locked when unattended. Computers have password protection to limit access to files containing information about staff and clients.
We limit access to personal information. Only those staff who need access to the information have a key to the file cabinet or know computer passwords.
Our staff members are aware of their obligation to protect privacy.
Our board members, employees and volunteers receive information about their obligation to protect personal information.
Our board members, employees and volunteers know who our privacy contact is.
Firewalls and anti‐virus software are kept up‐to‐date, to protect against invasive malware.
Networks have adequate encryption according to current encryption standards (this will protect personal information, along with any other confidential information of your organization).
ACCESS TO RECORDS CONTAINING PERSONAL INFORMATION
Individuals have a right to access their own personal information in a record that is in the custody or under the control of Ayre & Oxford Inc., subject to some exceptions. For example, organizations are required under the Personal Information Protection Act to refuse to provide access to information that would reveal personal information about another individual.
If we refuse a request in whole or in part, we will provide the reasons for the refusal. In some cases where exceptions to access apply, we may withhold that information and provide you with the remainder of the record.
You may make a request for access to your personal information by writing to;
You must provide sufficient information in your request to allow us to identify the information you are seeking.
You may also request information about our use of your personal information and any disclosure of that information to persons outside our organization except whereby we are required to disclose by Law. In addition, you may request a correction of an error or omission in your personal information.
QUESTIONS AND COMPLAINTS
If you have a question or concern about any collection, use or disclosure of personal information by Ayre & Oxford Inc., or have a request for access to your own personal information, please contact Roseanne Evans, Privacy Officer. We will respond to all requests within 10 business days.
If you are not satisfied with the response you receive, you should contact the Information and Privacy Commissioner of Alberta:
Office of the Information and Privacy Commissioner of Alberta
Where can I simply obtain more information?
Additional information and resources about PIPA are available on the websites of Access and Privacy, Service Alberta, and the Office of the Information and Privacy Commissioner.