Purpose
The purpose of
this policy is to outline the Company’s commitment to
ensuring all customer’s personal information is collected,
stored, and disclosed in accordance with the spirit and intent of
the Personal Information Protection and Electronic Documents
Act (PIPEDA).
Summary
Personal
information is defined as all data regarding an individual that
aids in determining the identity of the person as a customer as
well as verification of their ability to pay all charges
incurred. This policy
covers the following areas when handling a customer’s
personal information;
(a)
Purpose/Limitation of collection — Only that
information required by the company and by the Tourism Development
Act & Regulations shall be collected from the
customer. Information
shall be collected for the following purposes;
-
To facilitate check-in, and provide personal services
-
To establish customer’s identification
-
To protect the customer and company from fraud and error
-
To provide the company with information for marketing purposes
(b) Limiting
Disclosure — Personal information shall only be disclosed
to external organizations that require such information by
law. Associated and
related companies may be granted access to customer information for
marketing and/or promotional purposes. All other requests for
information shall require consent from the customer. Consent may be either express or
implied. For example,
express consent may be given by a customer, in writing, to
authorize the company to provide their employer with accommodation
information. Implied
consent occurs when a customer signs a registration form, an
invoice, or credit card slip; in these situations the customer is
authorizing the company to collect for charges incurred.
(c)
Accuracy — All customers must provide the company with
accurate information.
Any inaccuracies discovered shall be corrected, or should be
brought to the company’s attention by the customer for
correction.
(d)
Safeguards/Individual Access — All current information
shall be stored in a secure manner, accessible only by those staff
with a specific need.
When a customer’s information is no longer required for
immediate use, it shall be securely stored under the control of the
hotel manager. All
information stored electronically may only be accessed through
passwords by authorized users. Information shall be retained for
a sufficient period of time to support Canada Revenue
Agency’s financial record keeping requirements (typically 7
years).
(e)
Resolution Process — Any inquiries, concerns or
complaints regarding the handling of customer information may be
directed to the company’s head office for
evaluation. Further
information may also be obtained from The Office of the Privacy
Commissioner of Canada at
1-800-282-1376.
