KGZ Development Corp.’s Personal Information
Policy and Procedure
KGZ Development Corp. is committed to respecting the privacy rights
of individuals by ensuring that their personal information is collected,
used and disclosed in an appropriate manner.
We have designated a Privacy Officer on behalf of KGZ Development Corp.
(Monica Briggs) who has sufficient authority within the company to ensure
compliance.
We will use reasonable means to ensure that personal information is
given a level of protection while being processed by a third party.
Common purposes for collection include:
- Enabling
the Lessee to lease or renew a lease
- Personal
information on our employees for the purposes of employment (address,
telephone, etc)
We may obtain express consent for the collection, use or disclosure
of personal information OR we may determine that consent has been implied
by the circumstances.
Express consent is specific authorization given to us by the Lessor,
either orally or in writing. Implied consent is one in which we have
not received oral or written authorization from the Lessor, but the circumstances
allow us to collect, use or disclose the personal information.
Consent may be withdrawn at any time, however, we would require such
withdrawal to be in writing.
There are circumstances
wherein we are not required to obtain an individual’s
consent or explain the purpose for collection, use or disclosure of their
personal information:
-
We may collect personal information without consent where it is in the
individual’s interest and timely consent is unavailable,
or to investigate breach of an agreement or a contravention of
a law
-
In an emergency situation where an individual’s life, health
or security is threatened
- We may
disclose personal information without consent for law enforcement,
national security, debt collection, to a lawyer representing our
company or in an emergency position (see above).
We will only use or disclose personal information for legitimate purposes.
We will retain the personal information only as long as necessary for
the fulfillment of why we collected the information initially.
Lessors
who have a lease will have their personal information retained on our
software
system indefinitely. Lessor's personal information
in a hard copy file will be stored in an on-site, secure facility for
the duration of their lease.
KGZ Development Corp. will ensure the accuracy and completeness of personal
information under our care and control.
KGZ Development Corp. will also protect the personal information, regardless
of the format, against loss, theft, unauthorized access, disclosure,
copying, use or modification.
Our methods include:
- Locked
filing cabinets
- Floor alarm system with motion detectors
- All computer-based data is protected by passwords, encryption, and firewalls
- All computer-based data is regularly backed-up and stored on-site in
both on-line and off-line formats.
-
All closed lease files of our are stored in a secure on-site facility.
Those records are destroyed seven years after their closed date. All
paper documentation is placed in recycling bins – either
shredded or not. The recycling vendor we use takes the bins
to their warehouse
and all paper goes through a shredder.
- KGZ Development Corp. also has a paper shredder on site.
KGZ Development
Corp.'s Privacy Officer held a Privacy Act seminar for all staff in
the company on February 25, 2004. A "Privacy Act" package
was handed out to each employee. All new employees will also receive
this package.
All staff are aware of who our Privacy Officer is so if any member of
the public or our brokers call, they can be directed to our Officer.
We have also posted information on the Privacy Act, with helpful links,
on our website.
Upon written request, an individual will be informed as to whether or
not we hold personal information about him/her. If KGZ Development Corp.
does hold such information, we will provide access to that information
and how we use it to that individual. We will respond to all written
requests within 30 days (unless we explain we need a longer period).
We may refuse the request and, in that regard, our refusal will be explained
in writing.
We will not be providing
access to information to an individual if that personal information
reveals information about someone else, someone’s
life or security might be threatened, the information was collected without
consent for the purposes of an investigation of a breach of an agreement
or contravention of the law.
Our Privacy
Officer will keep a Privacy Log in which each request or complaint
is logged
as to name, time, date, request or complaint, KGZ
Development Corp.'s answer or resolution.
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