Privacy Policy
Revisions to the Privacy Legislation
- Personal Information and Electronic Documents Act
(PIPEDA), which went into effect on January 1, 2004,
require SKYVENTURE TRAVEL to provide the following information
to all our customers.
Terms of Reference:
Personal information includes any factual or subjective
information, recorded or not,
about an identifiable individual. This includes information
in any form, such as:
·• Age, name,
ID numbers, income, ethnic origin, or blood type
·• Opinions,
evaluations, comments, social status, or disciplinary
actions
·• Employee
files, credit records, loan records, medical records,
existence of a dispute between a consumer and a merchant,
intentions (for example, to acquire goods or services,
or change jobs)
Personal information does not include the name, title,
business address or telephone number of an employee
of an organization.
The Provisions of the Privacy Act require compliance
in 10 areas: We have listed those areas below, as well
as information on how SKYVENTURE TRAVEL complies with
each requirement.
1 Be accountable:
·• SKYVENTURE
TRAVEL will comply will all 10 principles of the Privacy
Act
Alan Zakka, the Managing Director,
is responsible for SKYVENTURE TRAVEL's compliance
with the act.
·• SKYVENTURE
TRAVEL will protect all personal information held by
SKYVENTURE TRAVEL
·• SKYVENTURE
TRAVEL does not transfer information to third parties,
nor have we ever made our customer
lists available to third parties, either voluntarily
or for sale
·•SKYVENTURE
TRAVEL makes every reasonable attempt to correct customer
information and keep them up
to date.
·•SKYVENTURE
TRAVEL has had occasion to destroy obsolete files over
the years. In these cases, the services
of a shredding company have been used, to ensure that
personal customer information is destroyed,
and not simply discarded.
What personal
information do we collect?
Each
customer file lists:
·• Name
·• Business
Title/ Position
·• Dates on
which pertinent information was sent
·• Customer
Number
·• Canada
location code
·• Birthday
(to send out Birthday cards)
·• Preferred
Language of correspondence
·• Preferred
place of correspondence
·• Method
of Payment (we do not keep credit card records in our
database--we only note whether payment
was made by cash, cheque or credit card)
·• Home Contact
information
·• Business
Contact information
2. Identify the Purpose
Why do we collect
it?
We collect information to maintain correspondence with
SKYVENTURE TRAVEL customers, past and present. We collect
mailing information from consumers who have requested
to be placed on mailing lists. The information allows
us to contact individuals at the place of their choosing.
How do we collect
it?
Generally, information is conveyed to SKYVENTURE TRAVEL
Customers:
·• Verbally--over
the telephone, in person at SKYVENTURE TRAVEL functions,
and during office visits
·• Electronically-via
email
·• Faxes
3. Obtain Consent
What is consent?
SKYVENTURE TRAVEL considers consent to be an expression
of permission to collect and use information for the
purpose of providing customer services and benefits,
or for the provision of consumer information.
We obtain consent
by:
·• Written
permission via mail, email or fax
·• Verbal
permission with a dated notation in the customer's file,
along with the initials of
the staff who recorded the information
·• Third party
consent, as long as the third party is well known to
SKYVENTURE TRAVEL and/ or is in a reasonable position
to give such consent (e.g. The Office manager correcting
the information on an associate's file)
What do we your personal
information for?
To maintain the accuracy of customer records; to better
communicate with our customers; to establish customer
eligibility for services and benefits, to mail information
to consumers who have specifically requested SKYVENTURE
TRAVEL information.
Where do we keep your
personal information?
Information at SKYVENTURE TRAVEL is kept:
·• In the
database, on the computer.
·• Paper records
are kept in file cabinets
How is your personal
information secured?
SKYVENTURE TRAVEL computers are backed up regularly,
with back up tapes kept in the on-site safe. The office
is secured in off-hours, and the building in which the
office is located has strict off-hours security.
Who has access to
your personal information, or uses it?
Only employees of SKYVENTURE TRAVEL have access to customer
records. When part time help is used for filing, all
activities take place under the direct supervision of
a SKYVENTURE TRAVEL full time employee.
To whom is your personal
information disclosed?
Information is used in the office and by SKYVENTURE
TRAVEL employees to service the customer. SKYVENTURE
TRAVEL does not disclose information without the express
permission of SKYVENTURE TRAVEL'S customers.
In cases that request immediate contact with a customer,
SKYVENTURE TRAVEL will telephone or email the customer
before giving out any contact information.
When does SKYVENTURE TRAVEL dispose of your personal
information?
SKYVENTURE TRAVEL disposes of obsolete customer files,
usually those with whom we have had no correspondence
for a period of 5 years. We use the services of a shredding
company to dispose of all records that include personal
information.
4. Limit Collection
In order to make our database as efficient as possible
with regard to responding to
customer inquiries, SKYVENTURE TRAVEL maintains one
"screen" for all customer information. Neither
do we collect information that is extraneous to the
efficient operation of the organization, nor do we collect
information on behalf of third parties. The only instance
where "other" information is collected is
through regular industry surveys for the purpose of
obtaining general industry trends. Surveys returned
anonymously, as well as those that contain personal
information (for instance if an incentive prize is involved
for survey completion) are destroyed after the information
is recorded.
5. Limit use, disclosure and retention
·• SKYVENTURE
TRAVEL only collects information for the purpose of
maintaining customer files.
·• Obsolete
customer records are shredded every five years. Financial
records are maintained for a
period of 7 years.
6. Be Accurate
·• SKYVENTURE
TRAVEL endeavors to keep customer records as up-to-date
as possible, through regular
communication with customers via the SKYVENTURE TRAVEL
newsletter or electronic
mail.
·• Personal
information on individual customers can be retrieved
from the database by a
SKYVENTURE TRAVEL employee in
order to verify the accuracy of the information, in
consultation with a customer.
7. Use Appropriate Safeguards
·• SKYVENTURE
TRAVEL employees are made aware, verbally and in writing
(The SKYVENTURE TRAVEL Corporate
Culture Document) of SKYVENTURE TRAVEL'S Privacy Policy
with regard to compliance of the Privacy Act
SKYVENTURE
TRAVEL'S security policy regarding customer records
includes:
·• Physical
measures: The SKYVENTURE TRAVEL office is situated in
a secure building where after-hours
access is restricted to employees with a pass-card or
secure alarm code.
·• Technological
Tools: SKYVENTURE TRAVEL computers are password protected.
All computer forms that relate
to financial transactions are "secure". The
SKYVENTURE TRAVEL computer system
is firewall protected.
·• Organizational
Controls: SKYVENTURE TRAVEL employees are vigilant with
regard to the access of customer
files. Staff training includes awareness of the provisions
of the Privacy Act, as well
as this policy document.
8. Be Open
·• SKYVENTURE
TRAVEL has always made it known, and will continue to
inform customers, industry associates,
sponsors and the public, of SKYVENTURE TRAVEL's policies
and practices for the management
of personal information.
·• SKYVENTURE
TRAVEL's Privacy Policy is available on the SKYVENTURE
TRAVEL website (www.skyventuretravel.com),
as a main link, and also on the site index.
·• Alan Zakka,
the Managing Director is responsible for SKYVENTURE
TRAVEL's privacy policies and
practices.
·• While any
full time employee is able to update customer information
files,
correspondence should be sent to the
Customer Services Coordinator at
1200 Sheppare Ave E. Ste.202 Toronto
ON M2K 2S5
Tel : 416.225.2500
·• Customers
may contact the sources listed above for a copy of the
personal
information in their files.
·• Individuals
can complain to SKYVENTURE TRAVEL using the contact
information listed above.
9. Give individuals access
·• Individuals
may visit the SKYVENTURE TRAVEL office during regular
office hours to review their customer
records. They may also request a copy of the information
SKYVENTURE TRAVEL has in their
file, as long as they satisfy verification of their
identity.
·• SKYVENTURE
TRAVEL will correct information in customer files on
a timely basis, usually within
24 hours of notice.
·• There are
no costs or charges associated with the correcting of
information in
customer files
·• SKYVENTURE
TRAVEL attempts to translate all abbreviations, short-forms
and codes used in customer files.
This information is readily available should a customer
be unable to decipher any aspect
of their customer record.
10. Provide Recourse
·• The easiest
method of complaint about SKYVENTURE TRAVEL'S enforcement
of Privacy policy and procedures
is to communicate directly with the organization, via
letter, fax, email or telephone.
In most cases, complaints can be satisfied within 24
hours. Understandably, complaints
that involve more than a simple correction or updating
of information should be submitted
in writing so that both the complainant and SKYVENTURE
TRAVEL have a paper trail to
follow in accounting for the resolution of the complaint.
·• Should
an individual not be satisfied with the handling of
a Privacy Policy complaint
by a SKYVENTURE TRAVEL employee, they
should
·• Bring the
complaint directly to the attention of the Chief Operating
Officer.
·• If still
not satisfied they should bring the complaint to the
attention of the Chair of the Board of Directors
·• If still
not satisfied they should bring the complaint to the
attention of the Privacy Commissioner of
Canada.
|
