TORONTO LOFTS REALTY CORP.
At TORONTO LOFTS REALTY CORP. (“Toronto Lofts™” or “we”), we recognize the importance of your privacy. We are committed to using your personal information responsibly and only to the limited extent needed to serve you better.
Accountability for Your Privacy
915 King Street West
Toronto, Ontario, M6K 3M2
Attention: Privacy Information Officer
The identity of our Privacy Information Officer is available upon written request as required by Principle 4.1.2 (PIPEDA, Schedule 1).
The Privacy Information Officer is always a single individual who is a member of Toronto Lofts™ supreme decision-making body. Depending on our legal structure (which may change from time to time) the Privacy Information Officer will be a director or officer (for a corporation), partner (for a partnership) or the sole proprietor.
The Privacy Information Officer heads our Privacy Team and may delegate some of his/her duties to one or more members on that team from time to time.
Responsibilities of Privacy Team
The Privacy Team is responsible for,
The initial response to a privacy-related inquiry must be in writing and must include the name and contact details of the Privacy Team member providing the response.
We are in the business of Real Estate Sales and Marketing and we collect, use, and disclose personal information for the following purpose:
Toronto Lofts™ collects, uses, and discloses personal information for the purpose of providing website related services to our clients for the direct or indirect benefit of the identifiable individual(s) to whom the personal information relates. Website related services includes designing, monitoring, updating, amending and programming online content to be posted on the World Wide Web, sent via electronic mail and/or content that is communicated and/or transferred in some other manner through the Internet.
In addition, where personal information has been transferred to us as a “third party for processing” under Principle 4.1.3 of PIPEDA, we will also collect, use, and disclose that personal information in accord with any purpose set out in any contract between us and the person from whom we have received the personal information.
Personal Information We Collect and Use
To fulfill our purpose, we collect the following kinds of personal information:
1. Our client’s/customer’s name, home address, home telephone number and e-mail;
2. A copy of our client’s/customer’s driver’s license, passport, health card or other government identification that we need to identify or verify a client’s/customer’s identity under rules of Proceeds of Crime, Money Laundering and Terrorist Financing Act;
3. Real Estate broker information, beneficiary information, account number and financial information
4. Social Insurance Numbers
We can collect and store this information on paper, either on standard forms or on documents we generate in the ordinary course of our business, all of which are placed in paper file. We can also collect information electronically (via the Internet, manually entered or scanned) and store this information on a secure server.
Implied Informed Consent
When collecting, using and disclosing personal information about you, we rely on your implied consent when you give us your personal information on request of your own free will. This is provided that we collect that information in the ordinary course of our business in accordance with our Purpose.
When PIPEDA allows us to proceed without consent, or we imply your consent (as discussed above), we do not seek express consent. In all other cases, our Staff will contact you (either by telephone, e-mail or in person), identify a new purpose for which we need your information and seek your express consent. We do not collect personal information from children (anyone under 18) over the telephone or in person without a parent’s express oral consent.
You can withdraw your consent at any time by sending an e-mail or a fax to our Privacy Information Officer at the contact information above. We will inform you of any implications connected to withdrawing your consent.
Limiting Collection, Use, Disclosure and Retention
We use our best efforts to limit the personal information we collect, use and disclose solely those details we need to fulfill our Purpose. We have designed our standard forms only to collect the information that we foresee we will need. We do not collect, use and disclose personal information using deceptive, fraudulent or unlawful means, and we do not conduct video surveillance.
When using and disclosing information to third parties like printers, consultants, professionals and suppliers, we only disclose on a need-to-know basis. Also we only with the appropriate contractual safeguards as contemplated in Principle 4.1.3 of Schedule 1 of PIPEDA.
We keep records of the work performed and services provided by us in accordance with applicable regulatory requirements and professional standards. These records may include personal information. Our records are stored with safeguards against inappropriate or unauthorized access. We retain contact information about individuals for the period of time the individual subscribes to our newsletters, blogs and seminars and does not opt-out or continues to respond to such services.
Destruction of Personal Information
We destroy electronic information by deleting it and, when hardware is discarded, we ensure that the hard drive is physically destroyed.
In order to fulfill our Purpose to a high quality standard, we ask you to update your personal information and maintain appropriate contact preferences from time to time. You also have the right to contact us in order to verify that the information we have on file is accurate.
We do not, as a practice, contact you in order to ensure that the personal information we have in accurate. We may take reasonable steps to do so when using that information in course of providing you with an ongoing product or service, provided our Staff is in regular contact with you. Otherwise, we strongly encourage you to contact us and ensure that the information we have in your file is up-to-date.
Our Safeguards to Protect You
We respect the privacy of our customers/clients and employees and will protect that privacy as vigorously as possible. The methods we use include:
- Storing personal information in electronic and physical files that are secure and to which access is restricted.
- Physical premises that are monitored by security 24 hours a day, 7 days a week; and
- Password-protected computers (including on laptops, desktops and smart-phones) and the use of technology safeguards, such as firewalls, encryption and intrusion detection, to prevent hacking or unauthorized computer access.
Unfortunately, no data transmission over the Internet or by electronic mail can be guaranteed to be 100% secure. As a result, we cannot ensure, warrant or represent that any information transmitted to us electronically will always be protected.
Mobile Devices and Remote Access
When using laptops and mobile devices outside the office, we are required to take reasonable steps to ensure that these devices are not lost or stolen. These devices may not be stored in vehicles or left unattended for any reason while out of the office.
Staff may also remotely access the office network from a personal computer. Such access is only permitted if the computer has technology safeguards equal to, or better than, those on the computers belonging to our organization. Under no circumstances may Staff store data from our office network on a personal computer. Instead we provide them with secure USB keys for that purpose.
Regular Review of Safeguards
We recognize that technology and security measures evolve at a remarkable pace. So at Toronto LOFTS Realty Corp. we annually review our personal information safeguards with our Information Technology consultants and in-house experts. We want to ensure that our safeguards exceed industry best-practice.
Open Privacy Practices
Your Ability to Access Your Information
If you are a client/customer, you may review any personal information we have on you in our files by contacting our Privacy Information Officer at 915 King Street West, Suite 101, Toronto, Ontario, M6K 3M2.
Please include sufficient details in your request about the type of information that you would like to see about yourself. Please sign your request and send it by regular mail and we will contact you within 30 days of receipt. Please note that we only respond if you are making a request relating to your own personal information. We will not grant access to personal information about someone else.
We will be pleased to provide you with access to your personal information as long as it does not fall within an express PIPEDA exception. Examples of such exceptions include information protected by solicitor-client privilege; information generated in the course of a formal dispute resolution process; information about another individual where disclosure would reveal confidential commercial information; or information disclosed to the police or other lawful authorities where we are required to withhold disclosure.
Costs and Fees
Please note that summary information is available on request, subject to the terms above, but more detailed requests requiring archive or other retrieval costs may be subject to our normal professional and disbursement fees.
Questions or Concerns
Version of June 17, 2014 as of 5:02:20 PM (EST)