Personal Information Protection Policy

Definitions

Personal Information –means information about an identifiable individual, such as personal credit card information provided for payment on behalf of that individual’s company or employer. Personal information does not include contact information (described below).

Contact information – means information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email or business fax number. Contact information is not covered by this policy or PIPA.

Privacy Officer – means the individual designated responsibility for ensuring that Fuller Metric Parts Ltd. complies with this policy and PIPA.

Policy 1 – Collecting Personal Information

1.1 Unless the purposes for collecting personal information are obvious and the customer voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.

1.2 We will only collect a customer’s personal information that is necessary to fulfill the following purposes:

• To verify creditworthiness of proprietors or unincorporated partnerships, we collect the name of the owner(s).
• To open and manage an account for proprietors or unincorporated partnerships, we collect the name of the owner(s).
• To deliver requested services or products to an individual, address or location other than the business address, we will collect the appropriate shipping and recipient information as necessary.
• To collect and process invoice payments by personal credit card, when this method of payment is requested by a customer, we will collect the applicable credit card and card holder information, as well as attain card holder authorization.

Policy 2 – Consent

2.1 We will obtain customer or credit card holder consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).

2.2 Consent can be provided orally, in writing, electronically or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the customer or credit card holder voluntarily provides personal information for that purpose.

2.3 Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), customers can withhold or withdraw their consent for Fuller Metric Parts Ltd. to use their personal information in certain ways. A customer’s decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the customer in making the decision.

2.4 We may collect, use or disclose personal information without the customers’ knowledge or consent in the following limited circumstances:

• When the collection, use or disclosure of personal information is permitted or required by law;
• In an emergency that threatens an individual’s life, health, or personal security. (This collection, use and disclosure also applies to any visitors to our place of business, or individuals with whom we meet outside our normal place of business.);
• When the personal information is available from a public source (e.g., a telephone directory);
• When we require legal advice from a lawyer;
• For the purposes of collecting or paying a debt;
• To protect ourselves from fraud;
• To investigate an anticipated breach of an agreement or a contravention of law

Policy 3 – Using and Disclosing Personal Information

3.1 We will only use or disclose customer personal information where necessary to fulfill the purposes identified at the time of collection or for a purpose reasonably related to those purposes such as:

• To conduct customer surveys in order to enhance the provision of our services;
• To contact our customers directly about products and services that may be of interest;

3.2 We will not use or disclose customer personal information for any additional purpose unless we obtain consent to do so.

3.3 We will not sell personal information to other parties unless we have consent to do so.

Policy 4 – Retaining Personal Information

4.1 If we use customer or personal information to make a decision that directly affects the customer we will retain that personal information for at least one year so that the customer has a reasonable opportunity to request access to it.

4.2 Subject to policy 4.1, we will retain customer or credit card holder personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.

Policy 5 – Ensuring Accuracy of Personal Information

5.1 We will make reasonable efforts to ensure that customer personal information is accurate and complete where it may be used to make a decision about the customer or disclosed to another organization.

5.2 Customers may request correction to their personal information in order to ensure its accuracy and completeness. A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought.

5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year as necessary. If the correction is not made, we will note the customers’ correction request in the file.

Policy 6 – Securing Personal Information

6.1 We are committed to ensuring the security of customer personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.

6.2 The following security measures will be followed to ensure that customer personal information is appropriately protected:

• Only those staff members collecting the information, or requiring the information to fulfill the purpose for which it was collected will have access to the information.
• The information will be stored in an access restricted manner, such as a locked filing cabinet or limited access electronic folder.
• The information will be destroyed when the required purpose is fulfilled, and a reasonable amount of time has passed.

6.3 We will use appropriate security measures when destroying customers’ personal information such as shredding paper records and deleting computer files.

6.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.

Policy 7 – Providing Customer Access to Personal Information

7.1 Customers have a right to access their personal information, subject to limited exceptions.

7.2 A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.

7.3 Upon request, we will also tell customers how we use their personal information and to whom it has been disclosed if applicable.

7.4 We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.

7.5 A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the customer of the cost and request further direction from the customer on whether or not we should proceed with the request.

7.6 If a request is refused in full or in part, we will notify the customer in writing, providing the reasons for refusal and the recourse available to the customer.

Policy 8 – Video Surveillance

8.1 To protect persons and property at our locations, our security system may include recorded video surveillance. Signs indicating the presence of video surveillance are clearly posted. Entry of our premises constitutes implied consent to the recoding of a person’s activity.

8.2 Video surveillance recordings will be accessible only to authorized persons for security reasons. All recordings will be deleted within a reasonable time frame, unless and incident under investigation is present on said recording.

Policy 9 – Questions and Complaints: The Role of the Privacy Officer or designated individual

9.1 The Privacy Officer is responsible for ensuring Fuller Metric Part Ltd.’s compliance with this policy and the Personal Information Protection Act.

9.2 Customers should direct any complaints, concerns or questions regarding Fuller Metric Parts Ltd.’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the customer may also write to the Information and Privacy Commissioner of British Columbia.
Fuller Metric Parts Ltd.
9652 – 188 Street, Surrey, BC V4N 3M2