Jacobsen Secretarial Services Privacy Statement

Jacobsen Secretarial Services ("JSS") recognizes the importance of the protection of personal information. JSS is committed to collecting, using, disclosing and safeguarding any personal information the company receives in a responsible way. The company’s Privacy Policy sets out how company directors and employees will maintain the confidentiality and privacy of personal information.

Privacy Rights

JSS recognizes that as of January 1, 2004 all businesses operating in British Columbia must comply with the [Federal] Personal Information and Protection & Electronic Documents Act (PIPEDA) and the [BC Provincial] Personal Information Act (PIPA). These obligations also extend to the recruitment and staffing profession. The Act(s) gives everyone specific rights and sets out responsibilities concerning the handling of personal information.

The Need for Personal Information

JSS provides staffing and recruitment services to a wide range of clients and needs to collect personal information in order to provide effective staffing services as well as maintain employee records. "Personal Information" means information about an identifiable individual that is recorded in any form that relates to an individual's personal characteristics, their activities and views including, but not limited to, information relating to name, address, gender, age, income, family status, education, medical or health history or conditions, services received by the individual, employment history, attendance, financial information, any identifying number, the personal opinions or views or evaluation of the individual, or an individual's activities.

Accountability

JSS has undertaken measures to ensure compliance with PIPEDA and PIPA and procedures to ensure that personal information is protected. Systems have also been setup to receive and respond to complaints and inquiries. The company will provide information to clients and the general public explaining the company's Privacy Policy and procedures respecting personal information as requested.

Identifying Purposes

JSS will collect necessary information by lawful and fair means. The purposes for which personal information is collected will be identified prior to, or at the time of collection. Whenever possible, personal information will be collected directly from the individual at the initial interview and as required during the course of the company’s representation. In the event that the company identifies new purposes for the use of personal information received, the individual's consent will be obtained to use the information for the new purpose identified, except as required by law.

Consent

All individuals will be advised of the purposes for which the information is being collected, used or disclosed of and obtain the individual's prior consent to collect, use or disclose of the personal information, except as required by law.

Limiting Collection, Use, Disclosure and Retention

JSS will limit the collection of personal information to that information which is only necessary to fulfill the purposes identified by the company in order to conduct business and provide personnel services in an efficient manner. JSS will not use or disclose personal information for purposes other than those for which the information was originally collected, unless the company obtains the consent of the individual from whom such information was received to use or disclose the information for another purpose, except as required by law. JSS will not sell, barter, trade or give away personal information to third parties for commercial purposes outside the immediate scope of our recruitment and staffing services. JSS will only disclose personal information for the following purposes:

• When an individual has consented to the disclosure of such personal information.
• During the providing of recruitment and staffing services requiring the company to give the individual's information to a third party.
• When JSS engages a third party to provide administrative or outsourced services to the company, and the third party agrees to be bound by the JSS’s Privacy Policy and Code of Ethics.
• When a Court Order requires that the company provide or release personal information.

By law, employment agencies in BC must retain information from applicants for two years. If an individual accepts a position with JSS or its client(s), the individual's personal information will be retained in accordance with the company's privacy procedures for employee records as outlined herein.

 

JSS retains all personal information of employees and placed candidates for a minimum period of seven years to achieve the purposes identified and, to permit the individual to have a reasonable opportunity to obtain access to the information of the services provided and as may be governed by regulation. JSS also considers an individual's personal information as part of a review process for future employment opportunities with the company’s clients.

Website & Electronic Data

JSS’s website, www.jacobsensecretarial.com, is governed by supplemental terms and conditions contained in the Website Use Policy and Privacy Statement provide therein. Users are instructed to review this information before using the site. The website contains links to other sites which are not governed by JSS’s Privacy Policy. Similar to most other commercial institutions, JSS monitors website traffic patterns, site usage and related site information in order to optimize the company's web service. JSS may also provide aggregated information to third parties for the purpose of managing our website, but these statistics do not include any identifiable personal information. Individuals should be aware that email is not a completely secure medium when contacting the company to provide personal or confidential information. It is the responsibility of individuals using email to communicate with JSS to ensure that any information of a sensitive or personal nature being transmitted to the company is protected or encrypted in any electronic communication if additional security is desired.

Accuracy

In order for the company to provide recruiting and staffing services and employment to individuals, it is important that an individual's information is accurate and up to date. If an individual's personal information changes during the course of the individual's relationship with the company, the individual should inform JSS of the change so that the company's records can be updated in a timely fashion.

Assurance

JSS will take reasonable precautions to ensure that personal information is kept safe from loss, unauthorized access or use, modification or disclosure. Among the steps taken to protect confidential and personal information include:

• Premises security.
• Restricted physical file access to personal information.
• Technological safeguards such as security software, passwords and firewalls to prevent hacking or unauthorized computer access along with data backup to protect against loss.

Openness and Individual Access

JSS is pleased to answer any questions an individual may have regarding the collection and maintenance of personal information. Access to an individual's personal information shall be provided within a reasonable period of time upon written request, except as required by law. More detailed requests may require archive or other retrieval methods, which could take additional time. Individuals with questions regarding the company's Privacy Policy and practices respecting the collection and maintenance of personal information can forward any questions in writing to the company.