Request Office Services Inc. PRIVACY POLICY
TABLE OF CONTENTS
1. Privacy Statement
2. ROS's Commitment: Adhering to the 10 Privacy Principles
3. Consent
4. Consent to Share and Disclose Information, Including International Data Transfers
5. Consent to Electronic Notice If There is a Security Breach
6. Type of Information We May Collect
7. Internet Users-Cookies, Internet Protocol (IP) Address, Aggregate Information
8. Children and Data Collection
9. A Note to Parents/Guardians - Additional Information About Children's Privacy
10. Our Use of Your Personal Information
11. Collection and Use of Employee Personal Information
12. Verifications of Employment
13. Collection and Use of Customer Information
14. Marketing Promotions and Advertising
15. Sharing of Personal Information
16. Security
17. Phishing
18. Storage, Retention and Accuracy of Personal Information
19. Access, Control and Update Information About You
20. Contact Information
21. Links to Non-FWH Web Sites and Third Parties
22. Social Media and Online Engagement
23. Changes to our Privacy Policy
24. Terms and Conditions of Website Use
1. Privacy Statement
Your privacy is very important to us. This privacy policy discloses how Request Office Services Inc. (“ROS”) collects, protects, uses and shares personal information gathered about you. Our privacy practices are consistent with: Canada's federal privacy legislation, the Personal Information Protection and Electronic Documents Act ("PIPEDA").
Applicable country, national, state and local data protection laws (some country's laws require country specific information in a privacy policy.
All Personal Information is collected in a fair and non-intrusive manner, with your voluntary consent. Personal Information is not accessible to anyone outside the specific function for which it is collected. ROS respects the privacy of our customers, our employees, job applicants, and other visitors to our websites who may choose to provide personal information. We recognize the need for appropriate protections and management of personal information that you provide to us. This Privacy Policy will assist you to understand what types of information we may collect, how that information may be used, and with whom the information may be shared.
2. ROS's Commitment: Adhering to the 10 Privacy Principles
In Canada, "Fair Information Practices" regarding your personal information are reflected in a series of 10 Privacy Principles developed by the Canadian Standards Association and incorporated into Canadian federal privacy legislation, the Personal Information Protection and Electronic Documents Act ("PIPEDA"). ROS adheres to the 10 Privacy Principles as follows:
Principle 1 - Accountability
ROS is responsible for personal information under its control and has designated a Privacy Officer who is accountable for ROS' compliance with this Privacy Policy and the applicable privacy legislation for Canada and its provinces.
Principle 2 - Identifying the Purposes for collection of Personal Information
ROS will identify the purposes for which your personal information is collected at or before the time the personal information is collected. Some of the identified purposes for which ROS collects, uses, and discloses your personal information are described below in this Privacy Policy. If we intend to collect, use or disclose your personal information for additional purposes, we will seek your consent.
Principle 3 - Consent for Collection, Use of Disclosure of Personal Information
ROS will obtain your informed consent for the collection, use, or disclosure of your personal information, except as permitted by law.
Principle 4 - Limiting Collection of Personal Information
ROS will limit the collection of personal information, both the amount and the type of information, to that which is necessary for the purposes identified by ROS. ROS will collect your personal information by fair and lawful means, and not by misleading or deceiving you about the purpose for which information is being collected.
Principle 5 - Limiting Use, Disclosure, and Retention of Personal Information
ROS will not use or disclose personal information for purposes other than the identified purposes for which it was collected, except with your consent or as required or permitted by law. ROS will retain your personal information only as long as necessary to fulfill the identified purposes.
Principle 6 - Accuracy of Personal Information
ROS will attempt to make sure that your personal information will be as accurate, complete and up-to-date as is necessary for the purposes for which it is to be used.
Principle 7 - Security Safeguards
ROS will protect your personal information by security safeguards appropriate to the sensitivity of the information.
Principle 8 - Openness Concerning Policies and Practices
ROS will make readily available to you specific information about our policies and practices relating to the management of personal information.
Principle 9 - Individual Access to Personal Information
Upon written request, subject to certain exceptions, ROS will inform you of the existence, use, and disclosure of your personal information and will give you access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
Principle 10 - Challenging Compliance
You have the right to address a challenge concerning compliance with this Privacy Policy to ROS' Privacy Officer.
3. Consent
This Privacy Policy applies to all information gathered for and on behalf of ROS, whether in writing, verbally or electronically, through any website operated by or on behalf of ROS, including, but not limited to, www.requestoffice.com, together with any and all future websites that are operated by or on behalf of ROS. By using www.requestoffice.com, or participating in any program or service managed by ROS, you consent to the data collection and use practices described in this Privacy Policy. If you have questions about this Privacy Policy or the protection of your information, please contact the Privacy Officer at about this Privacy Policy or the protection of your information, please contact the Privacy Officer at about this Privacy Policy or the protection of your information, please contact the Privacy Officer at dcemovic@requestoffice.com
BY SUBMITTING PERSONAL INFORMATION TO ROS, AND/OR BY ACCESSING AND USING THE WEBSITE, YOU AGREE THAT ROS MAY COLLECT, USE AND DISCLOSE SUCH PERSONAL INFORMATION IN ACCORDANCE WITH THIS PRIVACY POLICY AND THE TERMS AND CONDITIONS AS PERMITTED OR REQUIRED BY LAW.
4. Consent to Share and Disclose Information, Including International Data Transfers
In addition to consenting to this Privacy Policy and the Terms and Conditions, including any relevant supplemental policies, you expressly consent to ROS sharing the information that you have provided, as described herein. ROS may also share information with companies that provide support services to it, such as credit card processors, mailing houses, web hosts, technical support providers, fulfillment centers or other service providers or for enforcing or investigating transactions or business operations, because these companies may need information about you in order to perform their functions. These companies are not authorized to use the information ROS shares with them for any other purpose, but ROS does not control these companies. You agree that ROS and those with whom it shares information (the "Recipients") may disclose and transfer your information worldwide, including in and outside the United States, the European Economic Area, Canada, and other jurisdictions serviced by ROS, for any purpose relating to ROS' operations and programs.
5. Consent to Electronic Notice if there is a Security Breach
If ROS or a Recipient is required to provide notice of unauthorized access of certain security systems, you agree that ROS, or the Recipient, may do so when required or voluntarily by posting notice on the Website or sending notice to any email address ROS or the Recipient has for you, in the good faith discretion of ROS or the Recipient. You agree that notice to you will count as notice to any other individual for whom you are acting and agree to provide the notice to any such individual.
6. Type of information we may collect
Personal Information is defined as any information concerning the personal or material circumstances of an identified or identifiable individual. An identifiable person is one who can be identified, directly or indirectly, by reference to a Social Security Number and/or Identification Number (hereinafter “SSN/I.N”) or to one or more factors specific to his physical, physiological, mental, economic, cultural or social identity.
Personal Information shall include but is not limited to: name, home address, home zip code, home telephone number, mobile phone number, email address, Social Security Number and/or Identification Number, financial information and employment related information such as may be found on resumes, applications, background verification information, or in employment references.
ROS takes measures to maintain the confidentiality of your SSN/I.N to protect your SSN/I.N from unlawful disclosure, and to limit access to your SSN/I.N. ROS will not make your SSN/I.N available to the general public, print your SSN/I.N on any card, require you to provide your SSN/I.N to access any products or services, transmit your SSN/I.N over the Internet unless the connection is secure or your SSN/I.N has been encrypted, or requires the transmittal of your SSN/I.N to access our Website without requiring additional authentication.
Non-personal information is information that is already a matter of public record or knowledge. Business contact information is considered non-personal information and not subjected to special protection and it can be routinely shared with anyone inside or outside of the business. Business contact information shall include but is not limited to: business name, business address, business telephone number, and is not considered personal information in certain jurisdictions.
Sensitive data is information that can include but is not limited to, an individual's gender, racial or ethnic origins, politics, religion, trade union membership, veteran status, physical or mental health, disabilities, sex life, sexual orientation, or criminal (or alleged criminal) activities, proceedings or convictions. We will never collect Sensitive Personal Information except to comply with Affirmative Action data requirements.
7. Internet Users - Cookies, Internet Protocol (IP) Address, Aggregate Information
Cookies - in addition to Personal Information, we use data collection devices such as "cookies" on certain web pages to help analyze our web page flow and measure promotional effectiveness. Cookies are pieces of information a website sends to an individual's hard drive while they are viewing the website. Cookies allow the website to remember important information that will make your visit to the site more useful. We use cookies to help improve your future visits. If you do not wish to receive a cookie or if you wish to set your browser to warn you each time a cookie is being sent, or if you wish to turn off all cookies, use the options on your browser to assist you. The “Help” option on your browser may assist you in changing your cookie preferences. Please note that by turning cookies off, you will not have access to many features available on our website.
8. Children and Data Collection
ROS adheres to the federal privacy protection standards as stated in the Children's Online Privacy Protection Act (“COPPA”). We care about the safety of children. We will not knowingly allow anyone under 13 to provide us any personally identifying information. Children under 13 years of age are required to obtain the express permission of a parent or guardian before submitting any Personal Information about themselves (such as their names, e-mail address, and phone number) over the Internet. If a child has provided us with personally-identifiable information without the consent of a parent or guardian, the parent or guardian of that child should contact the Privacy Officer immediately at names, e-mail address, and phone number) over the Internet. If a child has provided us with personally-identifiable information without the consent of a parent or guardian, the parent or guardian of that child should contact the Privacy Officer immediately at names, e-mail address, and phone number) over the Internet. If a child has provided us with personally-identifiable information without the consent of a parent or guardian, the parent or guardian of that child should contact the Privacy Officer immediately at dcemovic@requestoffice.com
9. A Note to Parents/Guardians-Additional Information About Children's Privacy
At ROS, children's privacy is important to us. Therefore, we take additional measures to help children protect their privacy while online including not asking them to disclose more personally identifiable information than is necessary for them to participate in an activity and encouraging them to use non-personally identifiable screen names rather than their real names.
ROS is dedicated to protecting your privacy and handling any personal information we obtain from you with care and respect. This Children's Privacy Statement is designed to answer your questions regarding our privacy policies and principles with respect to children under the age of 13. ROS recognizes the need to provide additional privacy protections when children visit our website at www.requestoffice.com.
The Children's Online Privacy Protection Act ("COPPA") requires that we inform parents and legal guardians about how we collect, use, and disclose personal information from children under 13 years of age; and that we obtain the consent of parents and guardians in order for children under 13 years of age to use certain features of our website. Also, when we use the term "parent", we mean to include legal guardians.
Children can participate in many of our features without providing personally identifiable information. However, to enable their participation in certain of our interactive features, we may ask children to provide us with personally identifiable information. The types of information we may request include first name as well as the child's and parent's email addresses. We use a child's email address to respond to a specific request to participate in an activity (e.g., participate in a contest or sweepstakes, respond to their question, enable them to subscribe to a newsletter). We use parents' e-mail addresses to obtain their consent or notify them of their child's online activities and enable the parent to unsubscribe the child from a newsletter or other similar activity.
We do not share children's personally identifiable information with outside third parties not bound by this Privacy Policy. Sometimes, we use agents or contractors to help us conduct a contest or sweepstakes, send prizes to winners, or provide customer service related to activities on the site. In these cases, we require the agent or contractor to keep the information confidential and to use it only for the specific services they are performing.
At any time parents can refuse to permit us to collect further personal information from their child and can request that any personal information we have collected be deleted from our records.
We will provide parents notice by e-mail of any material changes in the way we intend to collect, use, and/or share their child's personal information. Please note that, at all times, parents should update their personal information to provide us a current email address.
If you would like to review any personally identifiable information that we have collected online from your child, have this information deleted, and/or request that there be no further collection or use of your child's information, or if you have questions about these information practices, you may contact our Privacy Officer. The Privacy Officer can be reached by telephone at: (416) 679-9079; by Facsimile at: (416) 679-9078; by email at: dcemovic@requestoffice.com; or by mail at Request Office Services Inc.,50 Galaxy Blvd, Unit 14, Etobicoke, ON, M9W 4Y5, Canada.
10. Our Use of Your Information
We use your Personal Information to facilitate the services you request. We have tailored our Privacy Policy to adequately inform you of the use of your Personal Information.
11. Collection and Use of Employee Personal Information
ROS also collects Personal Information from its employees and applicants (human resource data) in connection with administration of its Human Resources programs and functions. These programs and functions include, but are not limited to: job applications and hiring programs, compensation and benefit programs, performance appraisals, training, access to ROS and its affiliates facilities and computer networks, employee profiles, internal intranet employee directories, Human Resource recordkeeping, and other employment related purposes.
It is the policy of ROS to keep all past and present employee information private from disclosure to third parties. There are certain business related exceptions and they are:
12. Verifications of Employment
Prospective employers, government agencies, financial institutions, and residential property managers routinely contact ROS requesting information on a former or current employee's work history and salary. All such requests of this type shall be referred to and completed on a confidential basis by the Human Resources Department or Payroll Department.
For written verification of employment requests, information will be provided on the form only when it is accompanied by an employee's signed authorization to release information. The form will be returned directly to the requesting party and filed as part of the Human Resources or Payroll Department's confidential records.
13. Collection and Use of Customer Information
ROS will not collect customer Personal Information, unless the customer contacts ROS directly. If you are a participant in the Online Inventory Management System, we ask for contact information, name, shipping address, phone number, e-mail address, credit card information, and other related information necessary for billing purposes, such as a mailing address for credit card validation. In the future, and with your consent, we may use this information to contact you regarding products or promotions, as well as other products and services, which may be of interest to you. At any time you may “opt out” of future contacts by un-subscribing from our database or contacting the Privacy Officer.
14. Marketing Promotions and Advertising
If you participate in any advertising or marketing promotions the information that you provide will be handled in accordance with the Privacy Policy specific to said promotion which cannot and does not apply to this Privacy Policy.
15. Sharing of Personal Information
We may share Personal Information with our service providers, consultants and affiliates for our internal business purposes. Except as described in this Privacy Policy, ROS will not share Personal Information with a third party, unless a customer requests, consents to such disclosure, or disclosure is required or authorized by law. ROS reserves the right to disclose Personal Information to a third party if a law, regulation, search warrant, subpoena, or court order legally requires or authorizes us to do so. ROS also reserves the right to disclose and/or transfer Personal Information to a third party in the event of a proposed or actual purchase, sale, lease, merger, amalgamation or any other type of acquisition, disposal, or financing of all or any portion of ROS or of any of the business or assets or shares of ROS or a division thereof in order for a customer to receive the same products and services from the third party.
Personal Information may be provided to a courier or freight forwarder in order to fulfill an order, which may have been requested from us.
ROS and other service providers are prohibited from using Personal Information for any purpose other than to provide assistance to ROS. Development Agents are required to protect Personal Information disclosed by us and to comply with the general privacy principles described in this Privacy Policy.
16. Security
We endeavor to protect your Personal Information using physical, electronic or procedural security measures appropriate to the sensitivity of the information in our control. These measures include safeguards to protect Personal Information against loss or theft, as well as unauthorized access, disclosure, copying, use and modification.
We safeguard your Personal Information on the Internet by using industry-standard practices. Although "guaranteed security" does not exist either on or off the Internet, we make commercially reasonable efforts to make the collection and security of such information consistent with our Privacy Policy and all applicable laws and regulations. We maintain physical, electronic and procedural safeguards as appropriate to safeguard your Personal Information.
Currently, our website utilizes a variety of different security measures designed to protect Personal Information by users both inside and outside ROS, including the use of encryption mechanisms (e.g., Secure Socket Layers or SSLs), password protection, and other security measures to help prevent unauthorized access to your personally identifiable information. This helps maintain the confidentiality, privacy, and integrity of your transactions, and helps to protect your confidential information - such as credit card numbers, online forms, and financial data from loss, misuse, interception and hacking.
17. Phishing
Identity theft and the practice currently known as “phishing” are of great concern to ROS. Accordingly, safeguarding information to help protect you from identity theft is a top priority. We do not and will not, at any time, request your credit card information, your account ID, login password, Social Security Number or National Identification numbers in a non-secure or unsolicited e-mail or telephone communication. For more information about phishing, visit the Federal Trade Commission's website.
18. Storage, Retention and Accuracy of Personal Information
ROS takes all reasonable steps to insure that Personal Information is safeguarded against loss, access, use, modification, disclosure or other misuse. All reasonable steps are taken to prevent unauthorized use or disclosure of your Personal Information.
ROS will retain your Personal Information only for as long as necessary to fulfill the purpose(s) for which it was collected and to comply with applicable laws, and your consent to such purpose(s) remains valid after termination of our relationship with you.
We take all reasonable steps to insure that your Personal Information is accurate, up-to-date, complete, relevant and not misleading.
ROS may store your Personal Information in its databases located in Canada and/or other countries outside of Canada. Additionally, some of our service providers may reside in the United States or other countries outside of Canada and will be subject to the laws of the local jurisdiction. As a result, in certain circumstances, the United States and other foreign governments, courts, law enforcement agencies or regulatory agencies may be entitled to access the Personal Information collected and held by ROS.
19. Access, Control and Update Information About You
We want to be sure that we keep only the most accurate and up-to-date Personal Information in our records. Therefore, whenever you believe that your Personal Information needs to be updated, you can email us at dcemovic@requestoffice.com to update your contact information. You may choose at any time to remove your name, telephone numbers, and postal and email addresses from the lists we use to send notices or updates and elect not to receive correspondence from us by sending us an email at notices or updates and elect not to receive correspondence from us by sending us an email at notices or updates and elect not to receive correspondence from us by sending us an email at dcemovic@requestoffice.com
20. Contact Information
You may contact the Privacy Officer to access, correct or delete your Personal Information. If necessary, the Privacy Officer will contact another employee to assist in completing your requested task.
If you have any questions or complaints, please contact the Privacy Officer. The Privacy Officer can be reached by telephone at: (416) 679-9079; by Facsimile at: (416) 679-9078; by email at: dcemovic@requestoffice.com; or by mail at Request Office Services Inc., 50 Galaxy Blvd Unit 14, Etobicoke ON M9W 4Y5. We will address your concern and attempt to resolve any problem.
21. Links to Non-ROS Web Sites and Third Parties
Please note that www.requestoffice.com websites may contain links to other websites for your convenience and information. ROS does not control those sites or their privacy practices, which may differ from www.requestoffice.com. ROS' privacy policy cannot and does not apply to external websites. We do not endorse or make any representations about third party websites. The personal data you choose to give to unrelated third parties is not covered by the ROS privacy policy. We encourage you to review the privacy policy of any company or website before submitting your Personal Information. Some third parties may choose to share their personal data with ROS; that sharing is governed by that third party's privacy policy.
22. Social Media and Online Engagement
ROS uses a variety of new technologies and social media options to communicate and interact with consumers. These sites and applications include popular social networking and media sites, open source software communities and more. To better engage the public in ongoing dialog, but not limited to, Facebook, Twitter, and YouTube.
Facebook: On the Facebook.com/requestoffice page, the ROS staff posts news and other items of interest to individuals. If you have a Facebook account or 'Like' Facebook.com/requestoffice Facebook page, you can post comments or click on the 'like' option for individual entries. If you comment or click on the 'like' button, personally identifying information will be visible to the Request Office staff and other Facebook site visitors. The amount of visible personal information will depend on your own Facebook privacy settings. You can completely avoid displaying any personally identifiable information by not creating an account, not posting comments and not clicking on the 'like' options in Facebook. The ROS staff does not collect, use or disclose any information about visitors who comment or 'like' the ROS Facebook site. Facebook collects and reports on non-personally identifiable information about activities on Facebook pages. This information is password protected and only available to the ROS employees and other designated staff who require this information to perform their duties. Teams, and other designated staff who require this information to perform their duties.
23. Changes to our Privacy Policy
ROS will update this Privacy Policy occasionally. When ROS posts changes to this Privacy Policy, we will also revise the "Last Updated" date below on ROS's Privacy Policy. If there are material changes to this Privacy Policy, ROS will notify you by email, or by means of a notice on our home page. ROS encourages you to review this Privacy Policy periodically to be informed of how ROS is protecting your information and to be aware of any changes to the Privacy Policy. Your continued use of the site after the posting of any amended Privacy Policy shall constitute your agreement to be bound by any such changes. This Privacy Policy is incorporated into any Terms and Conditions governing the various websites and any programs or services operated or managed on or behalf of ROS. Any changes to this Privacy Policy are effective immediately after being posted by ROS.
24. Terms and Conditions of Website Use
The Terms and Conditions governing your use of this Website located at: http://www.requestoffice.com/terms.html contains important provisions disclaiming and excluding the liability of ROS regarding your use of our Website and provisions determining the applicable law and exclusive jurisdiction for the resolution of any disputes regarding your use of this Website. Each of these provisions applies to any disputes that may arise in relation to this privacy policy and the collection, use and disclosure of your personal information, and are of the same force and effect as if they had been reproduced directly in this Privacy Policy.
LAST UPDATED: ROS Feb-08-12