“Personal Information” means information about an identifiable individual. This may include without limitation, the individual's name, address, age, gender, income, employment status, credit history, debts and liabilities, income, personal preferences, and other information about his or her family. Personal information does not include the name, title, or business address or telephone number of an employee of an organization.
1.0 THE TEN PRINCIPLES OF PRIVACY
1.1 Principle 1 - Accountability
BGIS is accountable for all personal information in our possession or custody, including personal information disclosed to third parties for purposes of providing services.
1.2 Principle 2 - Identifying Purposes
BGIS will inform you of the purposes for which it is collecting any personal information, unless otherwise apparent, before or at the time the information is collected.
1.3 Principle 3 - Consent
BGIS will obtain consent from individuals before or when we collect, use or disclose their personal information.
An individual’s consent can be express, implied, or given through an authorized representative. An individual can withdraw consent at any time, with certain exceptions. BGIS, however, may collect, use or disclose personal information without the individual’s knowledge or consent in exceptional circumstances where such collection, use or disclosure is permitted or required by law.
1.4 Principle 4 - Limiting Collection
The information collected from an individual will be limited to those details necessary for the purposes identified to the individual. Information will be collected by fair and lawful means.
1.5 Principle 5 - Limiting Use, Disclosure, and Retention
Personal information will only be used or disclosed for the purpose for which it was collected unless the individual has otherwise consented, or when it is required or permitted by law. Personal information may only be retained for the amount of time needed to fulfil the purpose for which it was collected.
In certain exceptional circumstances, BGIS may have a legal duty or right to disclose personal information without individuals’ knowledge or consent in respect of matters that concern BGIS’s or the public’s interest.
1.6 Principle 6 - Accuracy
BGIS will keep personal information as accurate, complete and current as necessary to fulfil the identified purposes for which it was collected. Individuals may have this information amended where it is found to be inaccurate or incomplete.
1.7 Principle 7 - Safeguarding Personal Information
Personal information is safeguarded using measures appropriate to the sensitivity of the information.
1.8 Principle 8 - Openness
BGIS will make information available to the individuals about the policies and procedures BGIS uses to manage personal information. Individuals have access to this information through our website, or through alternate means if requested.
1.9 Principle 9 - Individual Access
Upon written request, an individual will be informed of the existence, use and disclosure of their personal information, and will be given access to it. BGIS will respond to such requests as efficiently as possible. If BGIS is prohibited from providing such access we will explain the reasons for the lack of access, except where prohibited by law.
1.10 Principle 10 - Questions and Concerns.
BGIS has policies and procedures to receive, investigate and respond to individuals’ complaints and questions. Individuals may contact the BGIS’s Privacy Officer to express any concerns or to request access to their personal information. The contact information for the Privacy Officer is provided below.
2.0 APPLICATION OF THE PRINCIPLES OF PRIVACY
2.1 The kind of information we collect
Through its website, BGIS gathers and uses personal information in order to provide you with the services you have requested or to offer additional services in which you may be interested. Providing us with your personal information is your choice, however, we may not be able to provide you with certain services if you do not provide us with certain information.
The nature of our relationship with you will determine the kind of personal information we might ask for.
Information that is typically required to provide you with our services may include:
BGIS may keep a file with your contact history to be used for inquiry purposes so that we may ensure that you are satisfied with the services which we have provided to you.
If you visit a BGIS website, we do not collect personally identifiable information about you unless you provide it. All information that you do provide us with is securely maintained and kept strictly confidential.
2.2 How we use your information
Generally speaking, BGIS uses personal information to communicate with you in order to provide you with our services or information, and we will only use personal information for the purpose that we have disclosed to you.
Usernames and passwords provided by you will be collected solely for the purposes of administering the facilities management contract and delivering services.
If we want to use your information for a different purpose, we will notify you and ask for your consent first.
2.3 When we may disclose your personal information
BGIS is obliged to keep an individual’s personal information confidential except under the following circumstances:
i. When Authorized by You
BGIS may need to obtain personal information about an individual in order to perform the services we have been engaged to provide. We will always obtain consent from the individual first, and we will never use the information for purposes other than those about which we have told the individual.
ii. When Required by Law
The type of information we are legally required to disclose usually relates to government tax reporting requirements. However, in some cases, such as under a court order, we may be required to disclose certain information to persons specified in the court order. We will only provide the specific information requested and only upon being satisfied that the authorities have legitimate grounds to request the information.
iii. When Permitted by Law
The legislation has provided certain situations where BGIS is legally permitted to disclose personal information without your consent. Examples include situations involving the collection of debt in arrears, or suspicion of illegal activities.
2.4 Who we may share your information with
i. BGIS Employees
Unauthorized use or disclosure of confidential information by a BGIS employee is prohibited and may result in disciplinary measures.
ii. BGIS’s Affiliates.
BGIS’s affiliates are companies that: i) are owned 50% or more by BGIS; or ii) those companies that BGIS owns less than 50% and that BGIS maintains significant influence over the management and operation of the company.
2.5 How we safeguard your information
BGIS has extensive controls in place to maintain the security of our information and information systems. Files are stored according to the sensitivity of the information contained therein. Appropriate controls (such as restricted access) are placed on our computer systems. Physical access to areas where personal information is gathered, processed or stored is limited to authorized employees.
When you telephone a BGIS employee to speak about your file, you may be asked for some personally identifying information. This type of safeguard is designed to ensure that only you, or someone authorized by you, has access to your file.
2.6 Website security
In order to serve you better, BGIS offers individuals access to certain information through our websites. For instance, www.bgis.com provides general information about BGIS and the services we offer.
If you visit BGIS’s website, we do not collect personally identifiable information about you unless you provide it. All information that you do provide us with is securely maintained and kept strictly confidential.
2.7 Accessing and amending your personal information
You have the right to access the personal information we keep in your file and you have the right to verify or amend the information if it is shown to be inaccurate. If you would like to view the personal information held in your file, please make a written request to the Privacy Officer at the address listed below, under "Questions and Concerns ". We will respond to your request as efficiently as possible.
To make a change, please make a similar request in writing to the Privacy Officer.
2.8 Opting out
In order to provide you with our services, BGIS will, with your consent, share your personal information with other BGIS affiliates. Should you not want to receive promotional materials from or have your personal information shared with these companies please contact BGIS’s Privacy Officer at the address, phone number provided below.
2.9 Anonymous information and “cookies”.
BGIS may collect anonymous information about you. This means that the information collected cannot be traced back to a specific person. For example, our web servers may record certain information automatically when you visit the BGIS’s website. This information is collected using "cookies" and might include the pages you visited, your IP (Internet protocol) address and other site usage statistics. This anonymous information is used for research and analytical purposes only (like evaluating how many visitors our website receives or which pages they visit most often). It does not reveal any Personal Information about you, the user. This aggregate data may be disclosed to third parties, but never with personally identifying information.
You may configure your browser to notify you when you receive a cookie, and you may refuse to accept them entirely. However, if you refuse to accept cookies, you may limit the functionality that we can provide to you when you visit our site.
3.0 QUESTIONS AND CONCERNS
4175 14th Avenue
Markham, Ontario L3R 0J2
Tel: (905) 943-4100
Attention: Privacy Officer