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- The Privacy Code of the
Canadian Real Estate Association
This office is a member of the Canadian
Real Estate Association (CREA) and
adheres to and abides by the principles
set out in the CREA Privacy Code.
All employees and sales representatives
associated with this office must
agree to comply with the requirements
of the Code.
- The Policy Statement
This office only collects personal
information necessary to effectively
market and sell the property of
sellers, to locate, assess and qualify
properties for buyers and to otherwise
provide professional and competent
real estate services to clients
and customers.
- The Person in Charge
Ray Ottermanns
is the privacy compliance officer
responsible for privacy compliance
in this office. His name shall be
made available to consumers. The
responsibilities of the privacy
compliance officer shall include:
- Establish and update information
protection policies
- Ensure policies are implemented
by other organizations to which
data-processing functions are
outsourced
- Establish criteria for classification
of information
- Evaluate the accessibility
of sensitive information and
take corrective action where
necessary
- Provide education to employees
on the importance of information
protection
- Attempt to resolve consumer
privacy complaints to the satisfaction
of the consumer
- The Collection, Use &
Disclosure of Personal Information
- Only the information necessary
to facilitate the real estate
transaction or otherwise provide
professional and competent service
to clients and customers will
be collected
- No personal information shall
be collected from an individual
without first obtaining the
consent of the individual to
the collection, use and dissemination
of that information
- Express consent (whether
oral or written) must always
be obtained except in the following
situations. Consent may be implied
where the information is not
sensitive and where it can be
reasonably assumed that the
individual would expect the
information to be disclosed
in this fashion
- Once information is collected,
it will be used and disclosed
only for the purposes disclosed
to the individual
- All representation agreements
must include the approved privacy
clauses
- Disclosure for New Purpose
- Anyone using personal information
for some new purpose that extends
beyond the consent already provided
must obtain the express consent
of the person for that use.
- Requests for information
by law enforcement officials,
lawyers, private investigators
or other agents or subpoenas
for documents issued by the
courts must be referred to the
(privacy officer/office manager
or broker/agent as appropriate).
- Protecting Information
Information must be protected in
a manner commensurate with its sensitivity,
value and critically. This policy
applies regardless of the media
on which information is stored,
the locations where the information
is stored, the systems used to process
the information, or the processes
by which information is handled.
- Collection and Disclosure
- Meetings with customers
and clients on these premises
must take place and manner
to unsure confidentiality
- Mail and faxes must be
routed directly to the intended
recipient
- Information should be
available to to the persons
in the office only on a
need-to-know basis
- Storage
- Filing cabinets designated
by the office manager to
contain personal, including
sensitive, information are
to keep secured at all times.
- All personnel have computer
passwords. These passwords
are confidential and are
not to be shared with any
unauthorized person.
- Destruction
- This office has in place
a record retention and destruction
policy. Refer to that portion
of the policy manual or
details.
- Accuracy of Personal
Information
To ensure the quality of the information
collected:
- Insofar as possible, personal
information should be collected
directly from the consumer
- Public property information
(taxes, assessment data etc.)
should be verified
- Disclaimers of accuracy in
the form approved by the office
should always be attached to
any disclosure of information.
- Access to Personal Information
- Copies of any privacy brochure
approved by this office should
always be available to the public
in the reception area of the
office
- The individual set out in
Section 3 as being responsible
for privacy compliance is the
person responsible for responding
to access requests and all such
requests will be referred to
him or her. All staff and salespersons
will co-operate fully with the
privacy compliance officer in
responding to requests
- On written request and appropriate
identification satisfactory
to the organization, an individual
will be advised of personal
information and him/her retained
in the firms records
- Where information cannot
be disclosed (for example the
information contains reference
to other individuals or is subject
to solicitor-client privilege)
the individual will be given
reasons for non-disclosure
- An individual may have appended
to a record, any alternative
information where the office
is of the view that the appended
information is, in fact, correct
- A minimal administrative
fee may be charged to supply
the information
- Compliance
- Any complaints from an individual
concerning the collection, use
or disclosure of their personal
information or concerning the
individual's ability to access
their personal information must
be referred to the privacy compliance
officer, who will attempt to
resolve the complaint to the
individual's satisfaction
- In the event the complaint
cannot be resolved internally
to the individual's satisfaction,
he or she will be advised of
where to direct the complaint.
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