Privacy Statement
Jill Malleck & Associates

Overview

Jill Malleck & Associates respects your privacy and is committed to protecting it. As a provider of training and facilitation services to third party organizations, it is sometimes necessary to collect personal information to assess the effectiveness and relevance of the programs we design and deliver. As a client, employee or other stake holder, you can expect us to protect and respect personal information you provide by:

clearly stating the intended use of the information requested;
limiting access to only those individuals who require it to fulfill
the stated intention;
using the information solely for the stated purpose;
gaining prior consent for any other use of your information;
retaining the information only as long as it is needed;
destroying information once its identified purpose is fulfilled.

Definition of Personal Information

Personal information is any information that can be used to
distinguish, identify or contact a specific individual. This information
can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual.

Exceptions: business contact information and certain publicly
available information, such as names, addresses and telephone
numbers as published in telephone directories, are not considered
personal information.

Where an individual uses his or her home contact information as
business contact information, we consider that the contact
information provided is business contact information, and is not
therefore subject to protection as personal information.

Contact Information

Questions, concerns or complaints with respect to the privacy of
personal information should be directed to Jill Malleck by phone at (519) 894-1198 or by email at: jmalleck@epiphanyatwork.com

Further information on privacy of your personal information and your
rights can be found on the web site of the Privacy Commissioner of
Canada at www.privcom.gc.ca.

Privacy Policies and Procedures

Accountability

When personal information is collected, the purpose will be clearly
stated either orally or in writing. By providing the information, either
orally or in writing, the provider’s consent is assumed. Only those
individuals who need access to the information to fulfill the intended
use will have access to the information.

Employees of Jill Malleck & Associates will be made familiar with the privacy policies and procedures. Once the information has been used for the stated purpose, it will be destroyed either by paper shredder or deletion from electronic files. Requests for access to personal information collected will be fulfilled within 30 days. Responses to inquiries or complaints will be handled immediately.

Identified Purpose

All requests for personal information will include an explicit purpose
for its collection, which will be conveyed to the individual either orally or in writing.

Obtained Consent

By completing and returning requests for personal information, it is
understood that the individual has given implicit consent for its use as stated. If a new use of the information is identified, the individual
must be contacted first for explicit consent.

Collection Limitation

Personal information will only be collected when a specific need has been identified.

Limited Use, Disclosure and Retention

At the completion of a contract, all original documents with personal information will be destroyed, either by shredding of paper documents or deleting of electronic files. This includes, but is not limited to, individual evaluations and feedback of the program, answers to questionnaires prior to the program, and responses given in focus groups.

Use of Appropriate Safeguards

Access to information gathered will only be available to those they need it to fulfill its intended purpose. Passwords to electronic files and locks on filing cabinets will be employed to ensure that the information is protected.

Contracts with third parties will include a clause to guarantee that the third party will provide the same level of protection as our organization. When receiving personal information from us, the third party must:

Name a person to handle all privacy aspects of the contact.
Limit use of the personal information to the purposes specified to fulfill the contract.
Limit disclosure of the information to what is authorized by our organization or required by law.
Refer any people looking for access to their personal
information to your organization.
Return or dispose of the transferred information upon
completion of the contract.
Use appropriate security measures to protect the personal information.
Allow our organization to audit third party’s compliance with the contract as necessary.