Policy of Mintz Global Screening and its subsidiaries on privacy

 

Purpose

 

The confidentiality and the protection of  personal information  are elements which are of extreme importance  to Mintz Global Screening (MINTZ). Because we offer information services our primary concern is the gathering, storage and the use of personal information about our clients and those we report on as part of our daily routine. Additionally, we are concerned with the personal information which we obtain on our employees and service providers.

Consequently, we have established a privacy policy in order to  govern  the actions  of  the employees of  MINTZ regarding the gathering, the use, retention and disclosure of personal information. All employees must abide by  our commitment  to privacy in all  aspects of the handling of personal information. Our commitment  is definitive. We want to  offer products and services of high quality to support and accentuate the confidence  of our clients and our employees. We adhere to the following principles in the treatment of personal information:

  • To ensure the impartiality in our use of personal information; To minimize the risk of interferences;
  • To protect the confidentiality of the personal information obtained;
  • To transmit only to those which have the right to have access or when required by law;
  • To comply with the applicable laws in the countries where we carry out our activities.

 

Scope

 

This Privacy Policy applies to all data of MINTZ. Specifically, it includes:

  • ALL Intellectual Property (IP), whether owned by MINTZ or provided by a third party.
  • ALL Information related to employees, clients or other third parties.
  • ALL Financial information for MINTZ, its employees, clients or other third parties.
  • ANY Other non-public data or information deemed the property of MINTZ.

 

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 – 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 comminuted 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 include 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); an 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 regular and maintain strong data protection policies within a secure business culture.

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).