All Employees of XpressChek
The purpose of this policy is to inform the client of how we protect the private and disclosed personal information provided to us. The Screening Department takes great pride in its personal approach to the use of personal information, while adhering to legal legislation regarding confidentiality.
The distinction between principal and personal information is quite fine and can often be blurred. Principal information is information such as names, addresses and telephone numbers. Personal information is information about an individual that goes beyond that such as age, gender, health status, marital status and financial status.
The Screening Department is committed to meet or exceed the requirements of the Personal Information Protection and Electronic Documents Act (PIPEDA) in the collection, use, storage and archived information. These requirements rest on the 10 interconnected principals of privacy set out by the Canadian Standard Association (CSA).
10 Principles of Privacy:
- Accountability: All XpressChek Screening Department employees are responsible for ensuring the confidentiality of all information in which they have access to. Screening employees must stay aware of the importance of personal privacy and stay current with undergoing changes with privacy related policies
- Identifying Purpose: The Screening Departments need for personal information is always identified prior to the time it is collected. Only the information directly related to the purpose of the collection will be collected. The personal information obtained is to meet the client’s needs firstly and solely.
- Consent: The Screening Department will receive the individual’s consent prior to any personal information being collected. Our reasoning for collecting information will be laid out clearly so the purpose of the collection is known and clear.
- Limiting Collection: In no way does the Screening Department collect personal information that is not directly related to the end result. Instead Screening collects personal information that is current and relevant to the intended purpose.
- Limiting Use, Disclosure and Retention: The use and disclosure of personal information is solely used for the purpose it was collected, except with the consent of the individual or as required by law. The retention of personal information will be only as long as required to fulfill the identified purpose. Once personal information becomes no longer relevant or required it will be destroyed to insure confidentiality of client or individual.
- Accuracy: Personal information received is only as accurate as to what is provided. Certain checks that are done through the department are only 100 percent accurate on the day they are done. In order for information to be updated, consent from applicant will need to be received again.
- Safeguards: The Screening Department follows appropriate measure to make sure personal information is safeguarded and protected against loss, damage, theft and from unauthorized persons. All information collected is kept on XpressChek premises. The level to which the information is safeguarded depends on the sensitivity of it. The Screening Department takes physical security measures (limited access work areas, locked doors and file cabinets), organizational controls (visitor sign in and employee identification and access cards) along with technological tools (computer passwords and video surveillance).
- Individual Access: XpressChek’s Screening Department will provide access to an individual and may provide a client with access to personal information upon a written request by the either party. The Screening Department shall obtain a written request and appropriate identification and may charge a nominal fee in which case the requester of information will be informed prior to the request being processed. The fee will vary on a case by case basis dependent on both the issues and information required. There will be instances in which the information will not be provided to an individual or the client requesting such, as; it contains confidential XpressChek information or if it has already been destroyed due to legal requirements or as it may no longer be needed for the identified purpose. If the Screening Department is unable to provide the information, the reason for refusal will be explained in writing.
- Challenging Compliance: Any individual who wishes to address a question or challenge the above stated principles to the Screening Department may do so. In most cases issues will be able to be resolved by discussion involving both parties.