At Hartwood Systems Inc., protecting your personal information is a top priority. We are committed to keeping your data accurate, secure, and confidential. This Privacy Policy outlines how we collect, use, and safeguard your information to ensure your trust.
Introduction
In providing our services, we may collect personal information from clients with their consent. “Personal Information” refers to data that can identify an individual, such as name, address, age, financial details, credit information, personal preferences, or family details. Business contact information (such as a business email or phone number) of an employee is not considered personal information.
We may share your personal information with third parties, such as financial institutions, credit agencies, and service providers, but only as necessary to provide the services you have requested.
Our policies comply with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and follow the Ten Privacy Principles from the Canadian Standards Association Model Code for the Protection of Personal Privacy. For more information, visit the Office of the Privacy Commissioner of Canada.
This Privacy Policy explains the principles we follow to protect your personal information in all our business activities. All Hartwood employees with access to personal information are required to adhere to these policies and procedures.
The Ten Privacy Principles
We follow these ten principles when handling personal information:
- Accountability
- Identifying Purposes
- Consent
- Limiting Collection
- Limiting Use, Disclosure, and Retention
- Accuracy
- Safeguarding Personal Information
- Openness
- Access
- Addressing Complaints
Principle 1 – Accountability
We are responsible for all personal information in our custody, including information shared with third parties for service delivery.
Principle 2 – Identifying Purposes
We will clearly explain why we are collecting your personal information at the time of collection or in the relevant service agreement.
Principle 3 – Consent
We obtain your consent before collecting, using, or sharing your personal information. Consent can be explicit, implied, or given via an authorized representative. You may withdraw consent at any time, subject to legal implications. In certain legal circumstances, we may collect or disclose information without consent.
Principle 4 – Limiting Collection
We only collect information necessary to provide the services you request, and all collection is done fairly and lawfully.
Principle 5 – Limiting Use, Disclosure, and Retention
Personal information is used and shared only for the purposes for which it was collected, unless you provide additional consent. We retain information only as long as necessary. In some cases, we may be required or legally permitted to disclose information without your consent.
Principle 6 – Accuracy
We strive to keep your personal information accurate, complete, and up-to-date. You may request corrections if any information is incorrect or incomplete.
Principle 7 – Safeguarding Personal Information
We protect personal information using appropriate security measures that reflect its sensitivity and align with industry standards.
Principle 8 – Openness
We provide information about our privacy policies and practices to clients and employees. Details are available on our website or by request.
Principle 9 – Access
You may request access to your personal information, including details on how it is used or shared. If access cannot be provided, we will explain the reasons unless prohibited by law.
Principle 10 – Addressing Complaints
You may challenge our compliance with this Privacy Policy. We have procedures in place to investigate and respond to complaints. Please contact our Privacy Officer for questions, concerns, or to request access to your information.
Collection and Use of Personal Information
We collect personal information to provide the products and services you request and to keep you informed of additional services that may be relevant. Information collected through our website is only obtained if you voluntarily provide it. Aggregated or anonymized data may be used for research, analytics, or reporting purposes.
How We Use Your Information:
- To communicate with you regarding the services you have requested.
- To maintain documentation related to your services or transactions.
- To monitor and improve service quality and ensure customer satisfaction.
We will not use your personal information for purposes other than those disclosed without your consent.
Sharing Your Information
We keep personal information confidential except in the following cases:
- With Your Consent:
We will only share your information for the services you request. You may withdraw consent at any time, but certain services may be affected. - Required by Law:
We may be legally required to disclose information, such as for tax reporting or court orders. We will provide only the information required by law. - Permitted by Law:
Certain laws allow disclosure without consent in specific cases, such as debt collection, medical emergencies, or suspected illegal activity.
Website Security and Cookies
Our website may collect anonymous information, such as IP addresses, pages visited, and site usage. This information is used for analytics and research purposes and cannot be linked to an individual.
Cookies:
Cookies are small files stored on your browser to improve website functionality and navigation. You can disable cookies in your browser, but some features of our website may not work properly.
Accessing and Updating Your Information
You have the right to review and update the personal information we hold about you. Requests can be made in writing to our Privacy Officer, and we will respond promptly.
Opting Out
With your consent, we may contact you with information about our products and services or share your information with affiliates. You can opt out at any time by contacting our Privacy Officer.
Questions or Concerns
If you have any questions, concerns, or complaints about this Privacy Policy or our handling of personal information, please contact us:
Hartwood Systems Inc.
Toll-free: 1-888-239-9660
Local: 416-521-3114
Email: info@hartwoodsystems.com
3300 Highway 7, Unit 600, Vaughan, Ontario L4K 4M3