We collect personal information from our customers in the regular course of doing business. This document answers some of your most frequently asked questions, and lets you know exactly how we’re protecting the information you entrust to us.
What personal information do you collect about me?
We collect only the personal information that we need for the purposes of providing services to our clients, including personal information needed to:
- submit an application
- enrol a participant in a program
- guarantee a travel or accommodation reservation
- contact participants about their account and/or services
- assess suitability for a program
- send information on events or programs
We collect the following information about you:
- Phone Number
- Email Address
- Date of Birth/Age
- Purchase history
- Product/service preferences
- Customer satisfaction info
When you visit our web site, we also collect:
- information about your computer, including your IP address, the type of operating system and browser you use, and your computer’s location
- what pages you visit on our site and what links you click on
- what other sites you’ve visited recently
We normally collect client information directly from our clients. We may collect your information from other persons with your consent or as authorized by law.
We inform our clients, before or at the time of collecting personal information, of the purposes for which we are collecting the information. However, we don’t provide this notification when a client volunteers information for an obvious purpose (for example, producing a credit card for a deposit or monthly payment when the information will be used only to process the payment).
We ask for consent to collect, use or disclose client 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 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, we will normally ask clients to provide their consent electronically, after reading our Terms and Conditions.
In cases that do not involve sensitive personal information, we may rely on “opt-out” consent. For example, we may disclose your contact information to other organizations that we believe may be of interest to you, unless you request that we do not disclose your information. You can do this by checking the appropriate box on our application form or by telephoning our toll-free number.
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 reasonable for an investigation or legal proceeding, to collect a debt owed to our organization, in an emergency that threatens life, health or safety, or when the personal information is from a public telephone directory.
How do we use and disclose personal information?
We use and disclose client personal information only for the purposes for which the information was collected, except as authorized by law. For example, we may use client contact information to deliver goods. The law also allows us to use that contact information for the purpose of collecting a debt owed to our organization, should that be necessary.
If we wish to use or disclose your personal information for any new business purpose, we will ask for your consent.
How do we safeguard personal information?
We make every reasonable effort to ensure that client information is accurate and complete. We rely on our clients to notify us if there is a change to their personal information that may affect their relationship with our organization. If you are aware of an error in our information about you, please let us know and we will correct it on request wherever possible.
In some cases we may ask for a written request for correction.
We protect client personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure or modification of personal information, as well as any unauthorized access to personal information.
We will notify the Office of the Information and Privacy Commissioner of Alberta, without delay, of a security breach affecting personal information if it creates a real risk of significant harm to individuals.
We retain client personal information only as long as is reasonable to fulfil the purposes for which the information was collected or for legal or business purposes.
We render client personal information non-identifying, or destroy records containing personal information once the information is no longer needed.
We use appropriate security measures when destroying client personal information, including shredding paper records and permanently deleting electronic records.
Access to records containing personal information
Clients of Global Office eXchange have a right of access to their own personal information in a record that is in our custody or under our control, subject to some exceptions. Organizations are authorized under the Act to refuse access to personal information if disclosure would reveal confidential business information. Access may also be refused if the information is privileged or contained in mediation records.
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 the Privacy Officer (contact information below). 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.
You may also request a correction of an error or omission in your personal information.
We will respond to your request within 45 calendar days, unless an extension is granted. We may charge a reasonable fee to provide information, but not to make a correction. We will advise you of any fees that may apply before beginning to process your request.
Questions and complaints
If you have a question or concern about any collection, use or disclosure of personal information by Global Office eXchange, or about a request for access to your own personal information, please contact the Privacy Officer designated to ensure compliance with PIPA in the first instance:
Global Office eXchange
PO Box 202, Benalto AB, T0M0H0
Last updated August 2015