At Western Archives, we respect the privacy of our clients and we are committed to keeping your personal information accurate, confidential, secure and private.
2. The Ten Principles of Privacy
3. Application of the Ten Principles
- The kind of information we collect
- How we use your information
- When can we disclose your personal information?
- Who we share your information with
- How we safeguard your information
- Accessing your personal information
- Opting Out
Western Archives provides a variety of services to private businesses and the general public. The services include, but are not limited to, shredding and records management services.
In the course of providing these products and services, Western Archives may collect certain personal information.
"Personal Information" means information about an identifiable individual client. This may include without limitation, the individual's name, address, and other information about his or her account.
The Ten Principles of Privacy
The following ten principles govern our actions as they relate to the use of our clients' personal information:
Principle 1 - Accountability
Western Archives is accountable for all personal information in its possession or custody, including personal information disclosed to third parties for purposes of providing services requested by our clients, contractors or employees.
Principle 2 - Identifying Purposes
Principle 3 - Consent
Western Archives will obtain consent from its clients before or when it collects, uses or discloses their personal information.
A client's consent can be express, implied, or given through an authorized representative. A client can withdraw consent at any time, with certain exceptions. Western Archives, however, may collect, use or disclose personal information without the client's knowledge or consent in exceptional circumstances where such collection, use or disclosure is permitted or required by law.
Principle 4 - Limiting Collection
The information collected from the client will be limited to those details necessary for the purposes it has identified to the client. Information will be collected by fair and lawful means.
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 client and the individual forming the subject of the personal information 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 or to fulfil contractual obligations with respect to record retention.
In certain exceptional circumstances, Western Archives have a legal duty or right to disclose personal information without client knowledge or consent with respect to matters that concern the company's or the public's interest.
Principle 6 - Accuracy
Western Archives will keep personal information as accurate, complete and current as necessary to fulfil the identified purposes for which it was collected. Clients may have this information amended where it is found to be inaccurate or incomplete.
Principle 7 - Safeguarding Personal Information
Personal information is safeguarded using measures appropriate to the sensitivity of the information. See "How We Safeguard Information" below.
Principle 8 - Openness
Western Archives will make information available to its clients and the general public about the policies and procedures Western Archives uses to manage personal information. Clients and the general public have access to this information through our web sites, or through alternate means if requested.
Principle 9 - Client Access
Upon written request, a client will be informed of the existence, use and disclosure of their personal information, and will be given access to it. Western Archives will respond to such requests as efficiently as possible. If Western Archives is prohibited from providing such access they will explain the reasons for the lack of access, except where prohibited by law.
Principle 10 - Addressing Client Complaints and Suggestions
Application of the Ten Privacy Principles - How we treat your personal information:
The kind of information we collect
Western Archives gathers and uses personal information in order to provide its clients with the products and services they have requested. Examples of this personal information include first name, last name, email address, phone number, company name, and company address.
Western Archives may keep a file with your contact history to be used for client inquiry or disaster recovery purposes.
How Your Information Is Used
At Western Archives we use personal information for three general purposes:
1. To communicate with you in order to provide our products and services. Some services may be provided by third party suppliers to better serve your needs.
2. Transactional information to monitor our level of service and report back to our clients to ensure satisfaction with the provision of such services.
3. Disaster recovery protection.
We will only use personal information for the purpose that we have disclosed to our clients. If we want to use your information for a different purpose, we will notify you and our clients and obtain consent first.
When Can We Disclose Your Personal Information?
Western Archives is obliged to keep your personal information confidential except under the following circumstances:
When Authorized by our Clients
Many of the services offered by Western Archives require us to obtain personal information about you in order to perform the services we have been engaged to provide. We will use this information to tailor programs to meet our clients' needs and objectives. We will always obtain consent, and we will never use the information for purposes other than those we have told our clients about.
When Permitted by Law
The legislation has provided certain situations where Western Archives is legally permitted to disclose personal information without your consent.
With Whom We May Share Your Information
Western Archives Employees and Contractors
Western Archives Affiliates
In order to better serve our clients, we may share some of your personal information with our affiliates. We will only do this with your express consent and you may withdraw this consent at any time. The procedure for withdrawing consent is outlined below under the section "Opting Out".
Western Archives Third Party Suppliers
As you may know, we often engage and coordinate third party suppliers to provide certain services offered through Western Archives.
How We Safeguard Information
Western Archives has extensive controls in place to maintain the security of its information and information systems. Client files are stored according to the sensitivity of the information contained therein.
Western Archives uses network security tools, such as firewalls to safeguard personal information. We also use unique identifiers to identify, authenticate and authorize any employees, who can access, view or handle your personal information.
Physical access to areas where personal information is gathered, processed or stored is limited to authorized employees or contractors.
When you telephone a Western Archives employee or contractor 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.
Accessing and Amending Your Information
As a client, 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 or to make a change to that information, please make a written request by sending an e-mail to email@example.com. We will respond to your request as efficiently as possible.
To make a change, please make a similar request in writing to Western Archives.
Opting - Out
In order to provide you with our services and products, Western Archives will, with your consent, share your personal information with other Western Archives affiliates. Should you not want to receive promotional materials from or have your personal information shared with these companies please contact Western Archives at firstname.lastname@example.org.
Anonymous Information and "Cookies"
Western Archives 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 Western Archives web sites. 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 web sites receive 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.
Cookies do not disclose the individual identity of a site user and cannot be used to collect sensitive information about your computer or data residing on your computer. Most major web sites use this technology and most browsers are set up to accept them.
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. For example, the Western Archivesinc.ca web site requires cookies to recognize clients with valid access to the database. If your browser does not accept cookies, the site will not grant you access via the login and password.