At Royal LePage Triland Realty we respect the privacy of our clients and
we are committed to keeping your personal information accurate, confidential,
secure and private. We have adopted the following Privacy Policy to ensure
that Triland continues to meet its commitment to your privacy.
The following sections, read as a whole, comprise the Royal LePage Triland
Realty Privacy Policy:
1. Introduction
2. The Ten Principles
of Privacy
3. Application of
the Ten Principles
i) The Kind of Information
We Collect
ii) How We Use Your Information
iii) When We are Permitted to Disclose Your Information
iv) With Whom We May Share Your Information
v) How We Safeguard Your Information
vi) Web Site Security
vii) Accessing and Amending Your Information
viii) Opting Out
(ix) Anonymous Information and "Cookies"
4. Questions, Concerns
and Complaints about the Royal LePage Triland Realty Privacy Policy
Introduction
Royal LePage Triland Realty provides a variety of products and services to
the public, including but not limited to: real estate brokerage services,
real estate agency services, advising with respect to real estate purchase
and sale, home leasing, property management and other real estate advisory
services.
In the course of providing
these products and services, Royal LePage Triland Realty may collect, with
their consent, certain personal information about its clients and employees.
"Personal Information"
means information about an identifiable individual. This may include,
without limitation, the individual's name, home address, age, income, credit
history or other financial information, credit card information, personal
preferences and other information about his or her family. Personal Information
does not include the name, title, business address or telephone number of
an employee of an organization.
The Royal LePage Triland
Realty Privacy Policy is based on, and complies with, Canada's Personal
Information Protection and Electronic Documents Act ("PIPEDA"), which includes
the Ten Privacy Principles outlined in the Canadian Standards Association
Model Code for the Protection of Personal Privacy. For more information about
this legislation, please visit the official Web site of the Privacy Commission
of Canada at
http://www.privcom.gc.ca.
This Privacy Policy
describes the ten principles that Royal LePage Triland Realty follows to
ensure that we protect your Personal Information when we collect, use or
disclose it in the course of carrying on commercial activities in Canada.
All of our employees who have access to Personal Information must adhere
to the Triland Privacy Policy and related procedures. To this end, Royal
LePage Triland Realty has appointed a Chief Privacy Officer to ensure compliance
by all Royal LePage Triland Realty employees and to address your privacy
concerns.
The Ten Principles of Privacy
The following ten principles govern our actions as they relate to the use
of Personal Information:
Principle 1 - Accountability
Principle 2 - Identifying Purposes
Principle 3 - Consent
Principle 4 - Limiting Collection
Principle 5 - Limiting Use, Disclosure and Retention
Principle 6 - Accuracy
Principle 7 - Safeguarding Personal Information
Principle 8 - Openness
Principle 9 - Access
Principle 10 - Addressing Complaints
Principle 1 - Accountability
Royal LePage Triland Realty is accountable for all Personal Information in
its possession or custody, including Personal Information disclosed to third
parties for purposes of providing services requested by you.
Principle 2 - Identifying Purposes
Royal LePage Triland Realty will inform you of the purposes for which it
is collecting any Personal Information, before or at the time the information
is collected.
Principle 3 - Consent
Royal LePage Triland Realty will obtain your consent before or when it collects,
uses or discloses your Personal Information. Consent can be express, implied,
or given through an authorized representative. You may withdraw your consent
at any time (subject to any legal consequences of which you will be informed).
Triland, however, may collect, use or disclose Personal Information without
your knowledge or consent in exceptional circumstances where such collection,
use or disclosure is permitted or required by law.
Principle 4 - Limiting Collection
The information collected by Royal LePage Triland Realty will be limited
to those details necessary for the purposes it has identified to you or to
perform the services you have requested. Information will be collected by
fair and lawful means.
Principle 5 - Limiting Use, Disclosure and Retention
Personal Information will only be used or disclosed for the purpose for which
it was collected unless you have otherwise consented. Personal Information
may only be retained for the amount of time needed to fulfill the purpose
for which it was collected. In certain exceptional circumstances, Royal LePage
Triland Realty may have a legal duty or right to disclose Personal Information
without your knowledge or consent with respect to matters that concern the
company's or the public's interest.
Principle 6 - Accuracy
Royal LePage Triland Realty will keep Personal Information as accurate, complete
and current as necessary to fulfil the identified purposes for which it was
collected. You may have this information amended where it is found to be
inaccurate or incomplete.
Principle 7 - Safeguarding Personal Information
Personal Information is safeguarded using measures appropriate to the sensitivity
of the information.
Principle 8 - Openness
Royal LePage Triland Realty will make information available to its clients
and employees about the policies and procedures Royal LePage Triland Realty
uses to manage personal information. You have access to this information
through our Web site, www.royallepagetriland.com or through alternate means
if requested.
Principle 9 - Access
Upon written request, you will be informed of the existence, use and disclosure
of your Personal Information, and will be given access to it. Royal LePage
Triland Realty will respond to such requests as efficiently as possible.
If Royal LePage Triland Realty is prohibited from providing such access they
will explain the reasons for the lack of access, except where prohibited
by law.
Principle 10 - Addressing Complaints and Suggestions
You may challenge the Royal LePage Triland Realty compliance with this Privacy
Policy. Royal LePage Triland Realty has policies and procedures to receive,
investigate and respond to complaints and questions regarding this Privacy
Policy and our collection, use and disclosure of Personal Information. You
may contact the Royal LePage Triland Realty Privacy Officer to express any
concerns or to request access to your Personal Information. The contact
information for this individual is provided at the end of this document.
Application of the Ten Privacy Principles - How we treat your personal
information:
The Kind of Information We Collect
Royal LePage Triland Realty gathers and uses Personal Information in order
to provide you with the products and services you have requested, namely:
information that is required to effectively market and sell the property
of sellers or lessors; to locate, assess and qualify properties for buyers;
evaluate independent broker applicants, and to otherwise provide professional
and competent real estate services to clients and to ensure that you are
satisfied with the products and services we have provided. Royal LePage Triland
Realty may also use your Personal Information to update you about our services
and to offer you additional products or services that you may be interested
in, so that we may continue to serve your real estate needs.
We may be required
to collect your Social Insurance Number if the federal government obligates
us to do so pursuant to the Income Tax Act.
If you visit Royal
LePage Triland Realty Web sites, we do not collect personally identifiable
information about you unless you provide it. All information that you do
provide us with is securely maintained and kept strictly confidential. This
Privacy Policy does not apply to aggregated data from which it is not possible
to determine the identity of a specific individual. Royal LePage Triland
Realty reserves the right to use aggregated data in any way that it determines
appropriate.
How We Use Your Information
At Royal LePage Triland Realty we use Personal Information for three general
purposes:
1. To communicate
with you in order to provide you with our products and services.
2. For inclusion in documentation relating to your particular real estate
transaction.
3. Transactional information to monitor our level of service and report back
to you to ensure your satisfaction with the provision of such services.
We will only use Personal Information for the purpose that we have disclosed
to you. If we want to use your information for a different purpose, we will
notify you and ask for your consent first.
When We are Permitted to Disclose Your Information
Royal LePage Triland Realty is obliged to keep your Personal Information
confidential except under the following circumstances:
(i) When Authorized by You
(ii) When Required by Law
(iii) When Permitted by Law
(i) When Authorized by You
Many of the services offered by Royal LePage Triland Realty require us to
obtain Personal Information about you in order to perform the services you
have engaged us to provide. We will always obtain consent from you first,
and we will never use the information for purposes other than those we have
told you about. You may withdraw your consent at any time, subject to any
legal implications (which we will inform you about). In some cases, if you
do not consent to our use or disclosure of certain Personal Information,
we may be unable to continue to provide all or part of the services you have
requested.
(ii) When Required
by Law
The type of information
we are legally required to disclose usually relates to government tax reporting
requirements. However in some cases, such as under a court order, we may
be required to disclose certain information to persons specified in the court
order. We will only provide the specific information requested and only upon
being satisfied that the authorities have legitimate grounds to request the
information.
(iii) When Permitted
by Law
The legislation has
provided certain situations where Royal LePage Triland Realty is legally
permitted to disclose Personal Information without your consent. Examples
include situations involving the collection of debt in arrears, medical
emergencies, or suspicion of illegal activities.
With Whom We May
Share Your Information
(i) Royal LePage Triland
Realty Employees
In the course of daily
operations, access to sensitive Personal Information is limited to those
employees with a legitimate reason for accessing it. As a condition of their
employment, Royal LePage Triland Realty employees are required to follow
all applicable laws and regulations, including this Privacy Policy. Unauthorized
use or disclosure of confidential client information by any Royal LePage
Triland Realty employee is prohibited and may result in disciplinary measures.
(ii) Royal LePage
Triland Realty and Affiliates
In order to better
meet your needs, we may share some of your Personal Information with our
affiliates. We will only do this with your express consent and you may withdraw
this consent at any time. The procedure for withdrawing consent is outlined
below under the section "Opting Out".
(iii) Royal LePage
Triland Realty Third Party Suppliers
As you may know, we
may engage and coordinate third party suppliers to provide you with certain
services offered through Triland. Such suppliers are only given the information
that is needed to provide the specific service for which we contract them
to provide. Suppliers are obliged to protect the confidentiality of your
Personal Information and are prohibited from doing anything with this information
that we have not authorized them to do. They are required to treat your Personal
Information in a manner consistent with the Royal LePage Triland Realty Privacy
Policy.
(iv) Sale of Business
We may transfer your personally identifiable information to a third party
in connection with a sale, merger or other disposition (whether of assets,
stock or otherwise) of our business.
How We Safeguard Information
Royal LePage Triland Realty has extensive controls in place to maintain the
security of its information and information systems. Client files are stored
according to the sensitivity of the information contained therein. Appropriate
controls (such as restricted access) are placed on our computer systems and
data processing procedures. Physical access to areas where Personal Information
is gathered, processed or stored is limited to authorized employees. When
you telephone a Royal LePage Triland Realty employee to speak about your
file, you may be asked for some personally identifying information. This
type of safeguard is designed to ensure that only you, or someone authorized
by you, has access to your file.
Accessing and Amending Your Information
As a client or Royal LePage Triland Realty, you have the right to access
the Personal Information we keep in your file and you have the right to verify
or amend the information if it is shown to be inaccurate. If you would like
to view the Personal Information held in your file, please make a written
request to the Privacy Officer at the address listed below, under "Questions,
Concerns and Complaints". We will respond to your request as efficiently
as possible. To make a change, please make a similar request in writing to
the Privacy Officer.
Opting Out
In order to provide you with our services and products, Triland will, with
your consent, share your personal information with other Royal LePage Triland
Realty affiliates. Should you not want to receive promotional materials from
or have your Personal Information shared with these companies please contact
the Privacy Officer at the address, phone number or email address provided
at the end of this document.
Anonymous Information and "Cookies"
Royal LePage Triland Realty may collect anonymous information about you.
This means that the information collected cannot be traced back to a specific
person. For example, our Web servers may record certain information automatically
when you visit Triland Web sites. This information is collected using "cookies"
and might include the pages you visited, your IP (Internet Protocol) address
and other site usage statistics. This anonymous information is used for research
and analytical purposes only (like evaluating how many visitors our Web sites
receive or which pages they visit most often). It does not reveal any Personal
Information about you, the user. This aggregate data may be disclosed to
third parties, but never with personally identifying information.
"Cookies".
"Cookies" are small
text files that contain a unique identification number that allows our computers
to identify your Web browser (but not you) each time you visit one of our
Web sites that uses cookies. The information helps Triland improve the
functionality of the site and enhance the navigation and security of your
session. Most major Web sites use this technology and most browsers are set
up to accept them.
You may configure
your browser to notify you when you receive a cookie, and you may refuse
to accept them entirely. However, if you refuse to accept cookies, you may
limit the functionality that we can provide to you when you visit our site.
For example, the Royal LePage Triland Realty exclusive web-based service
"Real Estate Tracker" requires cookies to recognize clients with valid access
to the database. If your browser does not accept cookies, the site will not
grant you access via the login and password.
Questions, Concerns and Complaints
If you have any questions, concerns or complaints about your Personal
Information, or about the Royal LePage Triland Realty Privacy Policy, please
contact our Privacy Officer using the contact information provided below:
Triland's Privacy
Officers are:
Peter Hoffman
334 Wellington Rd. S.
London, Ontario N6C 4P6
Tel: 519-672-9880
Fax: 519-672-1847
Email:
hoffman@royallepage.ca
Or
Robert Breuer
235 North Centre Rd.
London, Ontario N5X 4E7
Tel: 519-661-0380
Fax: 519-661-0998
Email: breuer@royallepage.ca
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