September 22, 2014
This policy articulates how EKOS Communications complies with the privacy components of the Freedom of Information and Protection of Privacy Act (FIPPA).
Consistent Purpose means a use or disclosure of Personal Information which is consistent with the purposes for which the information was obtained or compiled if the use or disclosure:
- has a reasonable and direct connection to that purpose, and
- is necessary for performing the statutory duties of, or for operating a legally authorized program of, the Unit that uses or discloses the information or causes the information to be used or disclosed.
Contact Information means information to enable an individual at a place of business to be contacted and includes the name, position name or title, business telephone number, business address, business email or business fax number of the individual.
Personal Information means recorded information about an identifiable individual other than Contact Information.
Personnel in relation to EKOS Communications includes a volunteer and a service provider.
Record includes books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records.
This policy applies to all personnel,volunteers and service providers of EKOS Communications. It applies to all Personal Information in the custody or under the control of EKOS Communications.
EKOS Communications will manage all Personal Information in accordance with the FIPPA.
Openness about Personal Information Policies and Practices
EKOS Communications will make the following information available to an individual from whom Personal Information is being collected:
- the purpose for which the Personal Information is being collected; and
- the Contact Information of someone who can provide details about the collection.
Identifying Purposes for Personal Information
EKOS Communcations collects Personal Information that relates directly to and is necessary for its offering of goods and services.
Use, Disclosure, and Retention of Personal Information
EKOS Communications uses and discloses the Personal Information in its custody or under its control:
- for the purpose for which that information was obtained or compiled or for a Consistent Purpose;
- in a manner to which an individual has consented;
- as permitted or required by the FIPPA or as authorized or required by other law;
- for research and statistical purposes; or
- or archival or historical purposes.
Personnel must only seek to access and use Personal Information necessary for the performance of their duties.
Personnel may allow other personnel to use Personal Information needed for the performance of their duties. Personnel may also allow other Personnel to use Personal Information if the FIPPA authorizes the use of that Personal Information.
EKOS Communications will disclose Personal Information to other individuals or organizations as permitted by the FIPPA, as authorized or required by an enactment, as permitted by this policy and its associated procedures.
EKOS Communications will retain Personal Information collected from individuals in accordance with the FIPPA.
Ensuring Accuracy of Personal Information
EKOS Communications will make a reasonable effort to ensure that the Personal Information in its custody or under its control is accurate and complete.
Safeguards for Personal Information
EKOS Communications will take reasonable steps to ensure that Personal Information in its custody or control is protected by making reasonable security arrangements against such risks as unauthorized access, collection, use, disclosure or disposition.
When EKOS Communications retains an external organization to undertake work on its behalf that involves the collection, use, disclosure or disposition of Personal Information, EKOS Communications will enter into an agreement with that organization that requires the organization to protect Personal Information in accordance with the FIPPA.
Individual Access to Personal Information
Individuals have a right to request corrections to Personal Information about themselves, subject to exceptions under the FIPPA.
Freedom of Information and Protection of Privacy Act