Smart PlanIT Personal Information Privacy Policy

Personal Information Privacy Principles

Smart PlanIT is committed to protect the privacy and confidentiality of personal information held on Smart PlanIT associates, clients and others. This policy outlines how Smart PlanIT handles collection, use, retention, safeguarding, disclosure and access to this personal information.

In the course of its activities, Smart PlanIT collects personal information about its associates, clients and others.  This information may be used for contact management, for human resources purposes, and when providing contracted services to clients from Smart PlanIT sites.  Any personal information provided by clients is used solely for the purpose of providing contracted services to the client. Personal information does not include business contact information, including the name, title, business address or telephone number of an employee of an organization. For this policy, the term “clients” includes current, former and prospective clients.

Smart PlanIT recognizes the importance of protecting the personal information that it holds on its clients, associates and others.  All client personal information collected by Smart PlanIT will comply with the policies and procedures established by the client and/or Smart PlanIT.

Smart PlanIT collects personal information to be able to provide our consulting services to our clients.

How Do We Use Personal Information?

Smart PlanIT may use your personal information for the following purposes:

  • To provide business services
  • For billing, collection, record-keeping and other client contact matters
  • To develop our business

 

To learn about the needs of current and potential clients, to offer services tailored to those needs and to communicate with those clients regarding current and future services

In the normal course of business, we do not share or sell any personal information to third parties.  We may share information in an unspecified form, and we reserve the right to share information among our affiliates.

Disclosure of Personal Information

Smart PlanIT will only disclose personal information as a function of delivering services to our clients, or with your written consent, or if authorized by law.  We may disclose personal information:

  • When the consulting service we are providing to you requires us to give your information to third parties
  • Where it is necessary to establish or collect fees
  • If we engage third party's on your behalf
  • If a court issues a subpoena

 

Smart PlanIT will establish criteria for the retention of personal information, including, as appropriate, minimum and maximum retention periods and criteria and procedures for destruction of personal information which is no longer necessary or relevant for this identified purpose or required by law.

Personal information that has been used to make a decision about an individual will be retained for a reasonable period to allow the individual access to the personal information after the decision has been made.

Consent

Your consent to our collection of certain personal information may be required in order for us to provide consulting services.  However, we will not require, as a condition of providing a service that personal information not related to providing such service be amassed.

Updating or Correcting Information

If we hold information about you and you advise us that it is not accurate, complete and up-to-date, where appropriate, we will take reasonable steps to correct it.

Is Personal Information Secure?

Smart PlanIT uses appropriate and reasonable security measures to protect against loss, theft, unauthorized access, disclosure, use or modification of personal information under our control.  Such measures will vary depending on the sensitivity, amount, format, nature and storage of the personal information, and will involve, as applicable, physical, organizational or electronic security measures.

Access to Your Personal Information

We will respond promptly to any request for access to your personal information. Smart PlanIT will not respond to requests for access to personal information where it is not required by law to do so, including thoughtless requests.

In certain circumstances, we may be unable to provide access to some of the personal information that we hold about you.  Such circumstances include those in which the personal information cannot be separated from the records of others, cannot be disclosed for reasons of personal security or commercial confidentiality (including, in relation to Smart PlanIT or its clients) or is protected by professional standards relating to confidentiality or solicitor-client privilege.

Changes to our Personal Information Privacy Policy

As part of our regular review of all of our policies and procedures, we may change our policy from time to time.

Questions, Concerns, Requests for Access

If you have any questions or concerns, wish to access your personal information or wish to change your preferences regarding our use of your information, please write to:

Chief Privacy Officer
Smart PlanIT
38 Canyon Ridge Cove
Winnipeg, MB R3Y 1X1

Privacy@smartplanit.ca