In this Privacy Code, “we”, “us” and “our” refers to the Insurance Brokers’ Association of Saskatchewan (IBAS). “You” and “your” means the individual who is a customer or potential customer of IBAS.
IBAS’ Commitment to Privacy
Protecting your privacy and the confidentiality of your personal information is important to IBAS. We treat your personal information fairly and respectfully. IBAS employees and representatives must abide by our commitment to privacy in the handling of your personal information.
Applicability of IBAS’ Privacy Code
Our website may contain links to other websites that are provided and maintained exclusively by third parties which are not subject to this Privacy Code. Please review the privacy policies on those websites to determine their information handling practices.
What is Personal Information?
Personal information is any piece of information about an identifiable individual. Personal information does not include the name, title, business address, or telephone number of an employee of an organization.
The Ten Principles of Privacy
IBAS is committed to securing your privacy. Employees and representatives of IBAS are responsible for the personal information under their control.
2. Why We Collect Information
We need certain personal information to establish a relationship and serve you. We obtain information about you directly from you or your employer.
When we collect information about you, we will explain how we intend to use it. We will limit the information we collect to what we need for specific purposes. We will obtain your consent if we wish to use your information for any other purpose.
We seek and confirm your consent to use your personal information at the time of collection or in advance.
Consent may be expressed in writing or implied. You may provide it verbally, electronically or through an authorized representative. Written consent includes completing and signing an application form or registration form for IBAS services or programs. Consent may be implied when you choose to use an IBAS product such as the website.
The choice to provide us with personal information is always yours. Upon request, we will explain your options of refusing or withdrawing consent to the collection, use and release of your information, and we will record and respect your written choices. However, your decision to withhold particular details may limit the service we are able to offer. Refusal or withdrawal of consent is subject to any overriding legal requirements or commitments.
4. Limiting Collection
IBAS collects information only for a specific, limited requirement using fair and lawful means.
When you visit our website, information is not collected that could identify you personally unless you choose to provide it. You are welcome to browse the website at any time anonymously and privately, without revealing any personal information about yourself.
5. Limiting Use, Disclosure and Retention
Personal information is used only for the purposes defined and to forward communications necessary or appropriate to the fulfillment of our obligations. We will seek your consent before using the information for purposes beyond the scope of your original consent.
Under no circumstances do we sell customer lists or other personal information to third parties.
We will retain your information only for the time it is required for the purpose it was intended. Once your personal information is no longer required, it will be destroyed or made anonymous.
We will make reasonable efforts to keep your information accurate and up-to-date. We encourage you to review and confirm the accuracy of information you have provided. If you find any errors, we urge you to provide us with the updated information so that the appropriate corrections can be made.
7. Safeguards: Protecting Your Information
We will protect your information with appropriate safeguards and security measures, such as IBAS’s computer usage and security policies. We audit our procedures and security measures regularly to ensure that they are being properly administered and that they remain effective and appropriate.
IBAS maintains personal information in paper and electronic files. Recent paper records concerning individuals’ personal information are stored in files kept onsite at our office.
Access to personal information is granted only to IBAS employees, representatives and service providers in order to perform their duties, and only as authorized by the individual through the consent process, and to those otherwise authorized by law.
When we provide information to service providers acting on our behalf, such organizations or individuals are required to abide by our Privacy Code. We will give them only the information necessary to perform the services they are engaged to perform. We will require that they not store, analyze or use that information for purposes other than to carry out those services.
Only authorized individuals can access IBAS’s secure systems and databases. Users may be required to “sign on” to secure areas of IBAS’s website using a confidential password.
If you send us an email message that includes personal information (such as your name in the “address”), we will use that information to respond to your inquiry. Email is not necessarily secure against interception. If your communication is very sensitive, or includes information such as your bank account or credit card number, you should not send it electronically unless the email is encrypted or your browser indicates that the access to our website is secure.
8. Openness: Keeping You Informed
This plain-language Privacy Code is made available to the public in paper form from our office and in electronic form on our website. If you have any questions or concerns about privacy, we invite you to contact us.
9. Providing Individual Access
We will give you access to the information we retain about you within a reasonable time, with a written request and satisfactory identification. You also have the right to know:
- How we collected your personal information;
- How we are using it; and
- To whom it may have been disclosed, except where such disclosure was to a governmental body or service provider for routine purposes (ie) IBAS’s auditors or accountants.
We may charge you a nominal fee and if so, we will give you notice in advance of costs for processing your request.
If you find any errors in this information, we urge you to provide us with the updated information so that the appropriate corrections can be made.
We may not provide access to personal information within our possession or control if:
- Providing access would be likely to reveal personal information about a third party or could pose a threat to the security of the third party, and the information cannot be segregated;
- Disclosure would reveal confidential commercial information about IBAS;
- It would be too costly, in our determination, to retrieve it;
- The personal information is protected by solicitor-client privilege; or
- The information has been collected during the investigation of a legal matter or cannot be disclosed for legal reasons.
If we deny your individual request for access to your personal information, we will advise you in writing of the reason for the refusal and you may then challenge our decision.
10. Challenging Compliance
We encourage you to contact us with any questions or concerns you might have about your privacy and our Privacy Code. In most cases, an issue may be resolved simply by discussing it. If you feel that your concerns have not been addressed satisfactorily, please contact IBAS’ Privacy Officer at the IBAS office. If the issue is still not resolved satisfactorily, we will provide information on other complaint procedures that may be available to you.