Policy of Mintz Global Screening and its subsidiaries on privacy
Collection, Use and Disclosure of Information
Mintz adheres to the Canadian Standard Association model for Privacy.
Mintz is responsible for personal information under its control and has designated Privacy officers in both our main data centres who are accountable for the organization’s compliance with the following principles:
Accountability – MINTZ is responsible for personal information under its control and has designated our Executive Director as our main Data Protection Officer who can be reached at 1-877-359-8130 ext 3770. We also designate two Privacy officers in each of our main data centres who are accountable for the organization’s compliance with the following principles – 1-877-359-8130 ext 3772 (English) or ext. 7038 ( French). All employees at MINTZ are responsible for the data under our control both collectively and individually. We maintain strict policies, ensure each employee receives appropriate training with annual refreshers, and are committed to continually improving our systems and storage to maintain a secure network.
Identifying Purposes – We only collect information for the purpose for which it was requested. No information will be collected unless the purpose is clear; that the individual is aware that we will be obtaining the information and that the data is the most up-to-date and accurate information available.
Consent – MINTZ obtains the acknowledgement and consent of the individual when required for the collection, use, or disclosure of personal information; the consent will be clear, understandable and disclose the reason for the data collection.
Limiting the Collection – The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means;
Limiting Use, Disclosure and Retention – Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes; which includes maintaining files for audit purposes and consumer disclosure as required by law. Our data retention policy is 2 years for paper forms and 7 years for electronic reports;
Accuracy – Personal information shall be as accurate, complete and up-to-date as is necessary for the purpose for which it is used (recognizing that information is collected from fallible human sources); any defects or deficiencies in the information shall be investigated and corrected.
Safeguards – Personal information shall be protected by security safeguards appropriate to the sensitivity of the information; we shall at all times maintain a secure environment; test and upgrade network security regularly and maintain strong data protection policies within a secure business culture. Data will be stored only within Canada, specifically within the Mintz Global Screening data centre located in Montreal, Quebec.
Openness – An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information; our Privacy officers can be contacted at 1-877-359-8130 ext 3772 (English) or ext. 7038 ( French).
Individual Access – 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. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate;
Challenging Compliance – An individual shall be able to address a challenge concerning compliance with the above principles to our Privacy Officer at 1-877-359-8130 ext. 3772 (English) or ext. 7038 ( French).