Central
Ontario Appraisals (Newmarket) Inc.
Suite 201, 130 Davis Drive, Newmarket, ON. L3Y 2N1
Tel: (905) 895-2476 or (800) 619-8258
Fax: (905) 895-2805
1. PRIVACY STATEMENT
As a member of the Ontario Association
of the Appraisal Institute of Canada (the “AIC”), Central Ontario Appraisals (Newmarket) Inc.
is committed to respecting the confidentiality and privacy of personal information provided
to us by our employees and by our clients. We have adopted the ten privacy principles set
out in the Canadian Standards Association Model Code for the Protection of Personal Information
and embodied in the Personal Information Protection and Electronic Documents Act (“PIPEDA”).
We observe our obligations under PIPEDA, under provincial legislation in effect in Quebec,
British Columbia and Alberta to the extent applicable, and under such other applicable
provincial privacy laws, which are substantially similar to PIPEDA as may come into force
from time to time. We will collect, use and disclose personal information only for such
purposes and to such extent as is necessary to enable us to provide our services as
professional real estate appraisers and to fulfill our roles as active members of
the AIC.
2. DEFINITION OF PERSONAL INFORMATION
Personal information is information about an identifiable individual but does not include
the name, title or business address or telephone number of an employee of a business.
Personal information includes personally identifiable information such as a person’s home
address and residential contact information, age, gender, income, credit rating, financial
information, consumer preferences, health status and political affiliations.
3. PURPOSES OF USE OF PERSONAL INFORMATION
We collect personal information for the sole purpose of enabling us to perform independent
real estate appraisals for our clients. In the course of performing these services, we will
require the name, address (including both business and home addresses on occasion), business,
cell, fax and home telephone numbers and email addresses of identifiable individuals. We may
also require in certain circumstances information relating to the purchase price paid for
real property, the details of any real estate transaction relating to a subject property,
details of any lease transaction and documentation relating to a subject property, financial
information relating to repairs or renovations on a subject property, individual credit history,
income and other sensitive financial personal information of identifiable individuals. Once
an appraisal report has been delivered to a client, the information in the report will be
added to a database of information containing other archived reports.
4. MANNER OF COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION We will not use personal information for any other or secondary purpose. Specifically, we
will not provide personal information, either by way of sale or other disclosure, to any
marketing agency, mail house, data processing agency or any other promotional entity or third
party without express written consent. We will not collect information which we do not require
in the course of providing our services. We may retain personal information for the purposes
of building and supplementing our appraisal database. We will not provide to present clients
personal information relating to former clients without obtaining the express consent of any
such former client.
As noted above, we will only collect, use and disclose personal information for the purposes
of providing services to our clients, and for purposes ancillary thereto, such as billing and
collection of accounts in respect of which credit has been extended. We will collect personal
information in personal interviews, from letters of instruction, from order forms, from financial
institutions and from other business contacts or real estate agents. By providing us with
such information, individuals are deemed to consent to its use for the purposes set out herein.
When we require sensitive financial personal information, or other information of a particularly
sensitive nature, we will seek to confirm that consent was given for the disclosure of such
information prior to collecting, using or disclosing such information.
5. RETENTION AND DISPOSAL OF PERSONAL INFORMATION
We will not retain personal information longer than is necessary for the purposes of serving
our clients hereunder and as otherwise required by legislation. Specifically, certain appraisals
are made for mortgage lending purposes and for tax valuation purposes and accordingly, we retain
such information and personal information forming the basis of such information for periods
equal to the reassessment limitations periods imposed by tax legislation, to comply with our
insurance requirements, and as otherwise required to comply with applicable laws. In general,
we will retain client files and personal information therein for a period of seven (7) years
after which time we will no longer need to retain such information. When we no longer have any
use for the personal information, we dispose of it by having it shredded or destroyed in the
case of physical files and documents, and by erasing the files from our hard drive or other
storage medium in the case of electronic data files.
6. PROTECTION AND SECURITY OF PERSONAL INFORMATION In the event that we require the services of third parties and need to provide personal
information to such third party for the purposes of providing our services, we will first
confirm that consent has been provided to so disclose the information. Upon confirming the
relevant individual’s consent, we will not provide such information until we receive reasonable
assurances from any such third party that they have in place a privacy policy which is substantially
similar to this policy.
We have implemented policies and procedures to ensure that personal information is protected
from unauthorized access, use, tampering, loss or disclosure. Firstly, only those who will
be involved in the provision of the services will have access to personal information.
Secondly, all personal information which is retained on our computers will be stored in secure
folders and will not be available for general access in our organization. All computer and
information systems with internet access will be equipped with firewalls, antiviral software
and power source back up to ensure the security and integrity of your personal information.
7. REVIEW OF ACCURACY OF PERSONAL INFORMATION ON FILE
If an individual has a concern with the accuracy or contents of their personal information
which we have on file, such individual may contact our privacy officer to request particulars
of his or her personal information. Any such request must be made in writing and addressed
to the privacy officer at the address set out below. The privacy officer shall review such
request and endeavour to respond within 30 days. The privacy officer may refuse to provide this
information to the individual if so providing it would result in disclosure of personal information
about a third party who has not consented to such disclosure. The privacy officer may also
refuse to provide such information where such information: is protected by solicitor-client
privilege; cannot be separated from confidential commercial information; the disclosure of
which would result in the breach of an agreement or of a law of Canada or one of its provinces.
The privacy officer may request that the individual provide documentation or evidence to support
the challenge to the accuracy of the personal information on file. The privacy officer reserves
the right to review such documents and evidence and shall upon being convinced of error or
inaccuracy, amend the individual’s personal information accordingly.
8. PRIVACY OFFICER Richard A. Christian or John J. Ploder More general information may be found on the website of the Information and Privacy
Commissioner of Canada at www.privcom.gc.ca. The Commissioner can be reached by mail at
112 Kent Street, Ottawa, Ontario, K1A 1H3, and toll free by phone at 1-800-282-1376.
In order to review personal information, to express any concern relating to privacy or review
our compliance with this privacy policy or any relevant federal or provincial privacy
legislation, an individual may contact us by mail, email or telephone at the contact information
set out below:
Privacy Officer
Central Ontario Appraisals (Newmarket) Inc.
Suite 201, 130 Davis Drive, Newmarket, ON. L3Y 2N1
coa@centralontarioappraisals.on.ca
Tel: 905-895-2476