PRIVACY P0LICY

PRIVACY POLICY

Spectrum ADMINISTRATIVE SOLUTIONS is committed to protecting the personal information of our clients that we retain on file. In the course of doing business with you, it is necessary for us to collect personal information for identification purposes and to provide you with the best quality of service possible. Personal information, such as your full name, home address, home telephone number, date of birth, and banking information, is routinely collected and retained by us. We will not sell information lists to outside sources.

Effective January 1, 2004, the collection, use, and retention of personal information by businesses is covered by legislation. The Personal Information Protection and Electronic Documents Act (PIPEDA) recognizes the individual’s right to privacy and a legitimate need for business to collect personal information. We our proud that our privacy policies and procedures comply with this legislation!

ACCOUNTABILITY: Personal information collected by us is controlled by the sole owner of the business. We are committed to protecting your personal information with appropriate safeguards and security measures. Under no circumstances do we sell customer lists or information to other parties.

IDENTIFYING PURPOSES: When we collect personal information about you, we will explain how we intend to use it. The information we collect will be limited to those purposes, only.

Personal information is collected from you for the following reasons:

To establish a customer record and contact information;
To accurately identify you as our client and to ensure no one is trying to impersonate you;
To determine where we or our associates are to provide our services;
To process payments remitted to us as payment on your account;
To obtain credit history when payment terms are requested;
To file government remittances and/or income tax returns.

CONSENT: Your consent will be obtained either in writing or verbally, depending on the nature of the information required and time limitations affecting our efficiency in providing service to you. Generally, consent in writing will be obtained when applying for service after having explained the reasons for collecting the information. Your consent will be obtained if we wish to use your information for any other purposes from those originally described to you.

LIMITING COLLECTION: Information collected from you will be limited to only the amount of information required to service your account efficiently. Should additional information be required, we will contact you and provide you with an explanation why the additional information is required, and your consent will be obtained.

LIMITING USE, DISCLOSURE AND RETENTION: Your information may be disclosed to others where we are required or permitted to do so by law. Your information may be disclosed to other persons, but only when we have your consent. On occasion, our suppliers or associates, who assist us in serving you, may require some of your personal information, such as telephone number or address, in order to complete a business transaction with you. In such cases, only the information necessary to complete the transaction will be released.

Limited amounts of your information may be released to outside parties only in the following circumstances:

We will disclose your credit history with us to credit bureaus without your consent, or to other parties with your expressed consent, in order to support the credit approval process. We will release only the information required to identify you, as well as facts from our credit records about your payment history with us;
We will limit the amount of your information without your consent to our suppliers and associates in order to provide you with the goods and services you require through us;
We will disclose your information in response to a valid legal demand, such as inquiries from policing agencies and other government sources;
We will disclose your personal information to an investigative body in the case of a breach of an agreement, to collect a debt owed to us by you, or should there be a contravention of a law.

ACCURACY: We will make every effort to ensure your information is accurate; however, over the course of time, this information may change without our knowledge. Please notify us in writing if your information changes and we will make the necessary revisions to your file.

SAFEGUARDS: Our data files are protected by up-to-date computer firewalls and anti-virus software and against "spyware." Passwords are used to restrict access to information-sensitive files, and paper files are stored in locked filing cabinets when not being accessed. Sensitive files are destroyed by shredding when they are no longer required. Electronic files are deleted from our computer systems once the information becomes obsolete.

OPENNESS: We welcome any opportunities to discuss our privacy policies and procedures with you. Please contact our Chief Information Officer if you have any suggestions that may enhance the collection, use, retention and disclosure of personal information.

INDIVIDUAL ACCESS: You have the right to access and review the information we retain about you, and to challenge its accuracy and completeness. Any such requests to review your personal information must be made in writing. The owner will be happy to address any inquiries you may have with respect to accessing and viewing your personal information on file.

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