Privacy Policy

Introduction

At Ashgrove Concepts Inc, respecting privacy is an important part of our commitment to our CUSTOMERS and employees. That is why we have developed The Ashgrove Concepts Inc. Privacy Code. The Ashgrove Concepts Inc Privacy Code is a statement of principles and guidelines regarding the minimum requirements for the protection of personal information provided by Ashgrove Concepts Inc. and Ashgrove Learning to its customers and employees. The objective of The Ashgrove Concepts Inc. Privacy Code is to promote responsible and transparent personal information management practices in a manner consistent with the provisions of the Personal Information Protection and Electronic Documents Act (Canada).

Ashgrove Concepts Inc. will continue to review The Ashgrove Concepts Inc. Privacy Code to make sure that it is relevant and remains current with changing industry standards, technologies and laws.

Summary of Principles

Principle 1 — Accountability

Ashgrove Concepts Inc is responsible for personal information under its control and shall designate one or more persons who are accountable for Ashgrove Concepts Inc’s compliance with the following principles.

Principle 2 — Identifying Purposes for Collection of Personal Information

Ashgrove Concepts Inc.  shall identify the purposes for which personal information is collected at or before the time the information is collected.

Principle 3 — Obtaining Consent for Collection, Use or Disclosure of Personal Information

The knowledge and consent of a customer or employee are required for the collection, use, or disclosure of personal information, except where inappropriate.

Principle 4 — Limiting Collection of Personal Information

Ashgrove Concepts Inc shall limit the collection of personal information to that which is necessary for the purposes identified by Ashgrove Concepts Inc. and Ashgrove Learning.  Ashgrove Concepts Inc shall collect personal information by fair and lawful means.

Principle 5 — Limiting Use, Disclosure, and Retention of Personal Information

Ashgrove Concepts Inc shall not use or disclose personal information for purposes other than those for which it was collected, except with the consent of the individual or as required by law.

Principle 6 — Accuracy of Personal Information

Personal information shall be as accurate, complete, and up to date as is necessary for the purposes for which it is to be used.

Principle 7 — Security Safeguards

Ashgrove Concepts Inc. shall protect personal information by security safeguards appropriate to the sensitivity of the information.

Principle 8 — Openness Concerning Policies and Procedures

Ashgrove Concepts Inc. shall make readily available to customers and employees specific information about its policies and procedures relating to the management of personal information.

Principle 9 — Customer and Employee Access to Personal Information

Ashgrove Concepts Inc shall inform a customer or employee of the existence, use, and disclosure of his or her personal information upon request and shall give the individual access to that information. A customer or employee shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

Principle 10 — Challenging Compliance

A customer or employee shall be able to address a challenge concerning compliance with the above principles to the designated person or persons accountable for Ashgrove Concepts Inc’s compliance with The Ashgrove Concepts Inc. Privacy Code.

Scope and Application

The ten principles that form the basis of The Ashgrove Concepts Inc. Privacy Code are interrelated and Ashgrove Concepts Inc. shall adhere to the 10 principles as a whole. Each principle must be read in conjunction with the accompanying commentary. As permitted by the Personal Information Protection and Electronic Documents Act (Canada), the commentary in The Ashgrove Concepts Inc Privacy Code has been drafted to reflect personal information issues specific to Ashgrove Concepts Inc.

The scope and application of The Ashgrove Concepts Inc Privacy Code are as follows:

- The Ashgrove Concepts Inc. Privacy Code applies to personal information collected, used, or disclosed by Ashgrove Concepts Inc. in the course of commercial activities.

- The Ashgrove Concepts Inc. Privacy Code applies to the management of personal information in any form, whether oral, electronic or written.

- The Ashgrove Concepts Inc. Privacy Code does not impose any limits on the collection, use or disclosure of the following information by Ashgrove Concepts Inc

(a) an employee’s name, title or business address or telephone number;

(b) information that Ashgrove Concepts Inc. collects, uses or discloses for journalistic, artistic or literary purposes and does not collect, use or disclose for any other purpose; or

(c) other information about the individual that is publicly available and is specified by regulation pursuant to the Personal Information Protection and Electronic Documents Act (Canada).

- The Ashgrove Concepts Inc. Privacy Code will not typically apply to information regarding Ashgrove Concepts Inc.’s corporate customers. However, such information may be protected by other Ashgrove Concepts Inc. policies and practices and through contractual arrangements.

- The application of The Ashgrove Concepts Inc. Privacy Code is subject to the requirements and provisions of the Personal Information Protection and Electronic Documents Act (Canada), the regulations enacted thereunder, and any other applicable legislation or regulation.

Definitions

collection: The act of gathering, acquiring, recording, or obtaining personal information from any source, including third parties, by any means.

consent: Voluntary agreement for the collection, use and disclosure of personal information for defined purposes. Consent can be either express or implied and can be provided directly by the individual or by an authorized representative. Express consent can be given orally, electronically or in writing, but is always unequivocal and does not require any inference on the part of Ashgrove Concepts Inc.. Implied consent is consent that can reasonably be inferred from an individual’s action or inaction.

customer: An individual who purchases or otherwise acquires or uses any of Ashgrove Concepts Inc.’s products or services or otherwise provides personal information to Ashgrove Concepts Inc. in the course of Ashgrove Concepts Inc.’s commercial activities.

disclosure: Making personal information available to a third party.

employee: An employee of or independent contractor to Ashgrove Concepts Inc..

personal information: Information about an identifiable individual, but does not include the name, title, business address or telephone number of an employee of an organization.

third party: An individual or organization outside of Ashgrove Concepts Inc..

use: The treatment, handling, and management of personal information by and within Ashgrove Concepts Inc. or by a third party with the knowledge and approval of Ashgrove Concepts Inc..

The Ashgrove Concepts Inc. Privacy Code in Detail

Principle 1 — Accountability

Ashgrove Concepts Inc. is responsible for personal information under its control and shall designate one or more persons who are accountable for Ashgrove Concepts Inc.’s compliance with the following principles.

1.1. Responsibility for compliance with the provisions of The Ashgrove Concepts Inc. Privacy Code rests with the Ashgrove Concepts Inc. Privacy Officer who can be reached at 587-323-0875 or via charliefair@ashgroveconcepts.ca. Other individuals within Ashgrove Concepts Inc. may be delegated to act on behalf of The Ashgrove Concepts Inc. Privacy Officer or to take responsibility for the day-to-day collection and/or processing of personal information.

1.2. Ashgrove Concepts Inc. shall make known, upon request, the title of the person or persons designated to oversee Ashgrove Concepts Inc.’s compliance with The Ashgrove Concepts Inc. Privacy Code.

1.3. Ashgrove Concepts Inc. is responsible for personal information in its possession or control. Ashgrove Concepts Inc. shall use contractual or other means to provide a comparable level of protection while information is being processed or used by a third party.

1.4. Ashgrove Concepts Inc. shall implement policies and procedures to give effect to The Ashgrove Concepts Inc. Privacy Code, including:

(a) implementing procedures to protect personal information and to oversee Ashgrove Concepts Inc.’s compliance with The Ashgrove Concepts Inc. Privacy Code;

(b) implementing procedures to receive and respond to complaints or inquiries;

(c) training and communicating to staff about Ashgrove Concepts Inc.’s policies and procedures; and

(d) developing information materials to explain Ashgrove Concepts Inc.’s policies and procedures.

Principle 2 — Identifying Purposes for Collection of Personal Information

Ashgrove Concepts Inc. shall identify the purposes for which personal information is collected at or before the time the information is collected.

2.1. Ashgrove Concepts Inc. collects personal information only for the following purposes:

-Performance and completion of contracts as negotiated with the customer

Further reference to “identified purposes” mean the purposes identified in this Principle.

2.2. Ashgrove Concepts Inc. shall specify orally, electronically or in writing the identified purposes to the customer or employee at or before the time personal information is collected. Upon request, persons collecting personal information shall explain these identified purposes or refer the individual to a designated person within Ashgrove Concepts Inc. who can explain the purposes.

2.3. When personal information that has been collected is to be used or disclosed for a purpose not previously identified, the new purpose shall be identified prior to use. Unless the new purpose is permitted or required by law, the consent of the customer or employee will be acquired before the information will be used or disclosed for the new purpose.

Principle 3 — Obtaining Consent for Collection, Use, or Disclosure of Personal Information

The knowledge and consent of a customer or employee are required for the collection, use, or disclosure of personal information, except where inappropriate. In certain circumstances personal information can be collected, used, or disclosed without the knowledge and consent of the individual.

3.1. In obtaining consent, Ashgrove Concepts Inc. shall use reasonable efforts to ensure that a customer or employee is advised of the identified purposes for which personal information will be used or disclosed. The identified purposes shall be stated in a manner that can be reasonably understood by the customer or employee.

3.2. Generally, Ashgrove Concepts Inc. shall seek consent to use and disclose personal information at the same time it collects the information. However, Ashgrove Concepts Inc. may seek consent to use and/or disclose personal information after it has been collected, but before it is used and/or disclosed for a new purpose.

3.3. Ashgrove Concepts Inc. may require customers to consent to the collection, use and/or disclosure of personal information as a condition of the supply of a product or service only if such collection, use and/or disclosure is required to fulfill the explicitly specified, and legitimate identified purposes.

3.4. In determining the appropriate form of consent, Ashgrove Concepts Inc. shall take into account the sensitivity of the personal information and the reasonable expectations of its customers and employees.

3.5. The purchase or use of products and services by a customer, or the acceptance of employment or benefits by an employee, may constitute implied consent for Ashgrove Concepts Inc. to collect, use and disclose personal information for the identified purposes.

3.6. A customer or employee may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. customers and employees may contact Ashgrove Concepts Inc. for more information regarding the implications of withdrawing consent.

3.7. Ashgrove Concepts Inc. may collect or use personal information without knowledge or consent if it is clearly in the interests of the individual and consent cannot be obtained in a timely way, such as when the individual is seriously ill or mentally incapacitated.

3.8. Ashgrove Concepts Inc. may collect, use or disclose personal information without knowledge or consent if seeking the consent of the individual might defeat the purpose of collecting, using or disclosing the information, such as in the investigation of a breach of an agreement or a contravention of a law.

3.9. Ashgrove Concepts Inc. may collect, use or disclose personal information without knowledge or consent in the case of an emergency where the life, health or security of an individual is threatened.

3.10. Ashgrove Concepts Inc. may use or disclose personal information without knowledge or consent to a lawyer representing Ashgrove Concepts Inc., to collect a debt, to comply with a subpoena, warrant or other court order, or as may be otherwise required or authorized by law.

Principle 4 — Limiting Collection of Personal Information

Ashgrove Concepts Inc. shall limit the collection of personal information to that which is necessary for the purposes identified by Ashgrove Concepts Inc.. Ashgrove Concepts Inc. shall collect personal information by fair and lawful means.

4.1. Ashgrove Concepts Inc. collects personal information primarily from its customers or employees.

4.2. Ashgrove Concepts Inc. may also collect personal information from other sources including credit bureaus, employers or personal references, or other third parties who represent that they have the right to disclose the information.

Principle 5 — Limiting Use, Disclosure, and Retention of Personal Information

Ashgrove Concepts Inc. shall not use or disclose personal information for purposes other than those for which it was collected, except with the consent of the individual or as required or permitted by law. Ashgrove Concepts Inc. shall retain personal information only as long as necessary for the fulfillment of those purposes.

5.1. Ashgrove Concepts Inc. may disclose a customer’s personal information to:

No person without the express permission of the customer.

5.2. Ashgrove Concepts Inc. may disclose personal information about its employees to:

Government agencies for compliance purposes only.

5.3. Only Ashgrove Concepts Inc.’s employees with a business need-to-know, or whose duties reasonably so require, are granted access to personal information about customers and employees.

5.4. Ashgrove Concepts Inc. shall keep personal information only as long as it remains necessary or relevant for the identified purposes or as required by law. Depending on the circumstances, where personal information has been used to make a decision about a customer or employee, Ashgrove Concepts Inc. shall retain, for a period of time that is reasonably sufficient to allow for access by the customer or employee, either the actual information or the rationale for making the decision.

5.5. Ashgrove Concepts Inc. shall maintain reasonable and systematic controls, schedules and practices for information and records retention and destruction which apply to personal information that is no longer necessary or relevant for the identified purposes or required by law to be retained. Such information shall be destroyed, erased or made anonymous.

Principle 6 — Accuracy of Personal Information

Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.

6.1. Personal information used by Ashgrove Concepts Inc. shall be sufficiently accurate, complete, and up-to-date to minimize the possibility that inappropriate information may be used to make a decision about a customer or employee.

6.2. Ashgrove Concepts Inc. shall update personal information about customers and employees as necessary to fulfill the identified purposes or upon notification by the individual.

Principle 7 — Security Safeguards

Ashgrove Concepts Inc. shall protect personal information by security safeguards appropriate to the sensitivity of the information.

7.1. Ashgrove Concepts Inc. shall protect personal information against such risks as loss or theft, unauthorized access, disclosure, copying, use, modification or destruction, through appropriate security measures, regardless of the format in which it is held.

7.2. Ashgrove Concepts Inc. shall protect personal information disclosed to third parties by contractual agreements stipulating the confidentiality of the information and the purposes for which it is to be used.

7.3. All of Ashgrove Concepts Inc.’s employees with access to personal information shall be required to respect the confidentiality of that information.

Principle 8 — Openness Concerning Policies and Procedures

Ashgrove Concepts Inc. shall make readily available to customers and employees specific information about its policies and procedures relating to the management of personal information.

8.1. Ashgrove Concepts Inc. shall make information about its policies and procedures easy to understand, including:

(a) the title and address of the person or persons accountable for Ashgrove Concepts Inc.’s compliance with The Ashgrove Concepts Inc. Privacy Code and to whom inquiries and/or complaints can be forwarded;

(b) the means of gaining access to personal information held by Ashgrove Concepts Inc.;

(c) a description of the type of personal information held by Ashgrove Concepts Inc., including a general account of its use; and

(d) a description of what personal information is made available to related organizations (e.g., subsidiaries).

8.2. Ashgrove Concepts Inc. shall make available information to help customers and employees exercise control of the collection, use and/or disclosure of their personal information and, where applicable, privacy-enhancing services available from Ashgrove Concepts Inc..

Principle 9 — customer and Employee Access to Personal Information

Upon request, Ashgrove Concepts Inc. shall inform a customer or employee of the existence, use, and disclosure of his or her personal information and shall give the individual access to that information. A customer or employee shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

9.1. Upon request, Ashgrove Concepts Inc. shall afford customers and employees a reasonable opportunity to review the personal information in the individual’s file. Personal information shall be provided in understandable form within a reasonable time, and at minimal or no cost to the individual.

9.2. In certain situations, Ashgrove Concepts Inc. may not be able to provide access to all the personal information that it holds about a customer or employee. For example, Ashgrove Concepts Inc. may not provide access to information if doing so would likely reveal personal information about a third party or could reasonably be expected to threaten the life or security of another individual. Also, Ashgrove Concepts Inc. may not provide access to information if disclosure would reveal confidential commercial information, if the information is protected by solicitor-client privilege, if the information was generated in the course of a formal dispute resolution process, or if the information was collected in relation to the investigation of a breach of an agreement or a contravention of the laws of Canada or a province.

9.3. Upon request, Ashgrove Concepts Inc. shall provide an account of the use and disclosure of personal information and, where reasonably possible, shall state the source of the information. In providing an account of disclosure, Ashgrove Concepts Inc. shall provide a list of third parties to which it may have disclosed personal information about the individual when it is not possible to provide an actual list.

9.4. In order to safeguard personal information, a customer or employee may be required to provide sufficient identification information to permit Ashgrove Concepts Inc. to account for the existence, use and disclosure of personal information and to authorize access to the individual’s file. Any such information shall be used only for this purpose.

9.5. Ashgrove Concepts Inc. shall promptly correct or complete any personal information found to be inaccurate or incomplete. Any unresolved differences as to accuracy or completeness shall be noted in the individual’s file. Where appropriate, Ashgrove Concepts Inc. shall transmit to third parties having access to the personal information in question any amended information or the existence of any unresolved differences.

9.6. customers and employees can obtain information or seek access to their individual files by contacting the Ashgrove Concepts Inc. Privacy Officer.

Principle 10 — Challenging Compliance

A customer or employee shall be able to address a challenge concerning compliance with the above principles to the designated person or persons accountable for Ashgrove Concepts Inc.’s compliance with The Ashgrove Concepts Inc. Privacy Code.

10.1. Ashgrove Concepts Inc. shall maintain procedures for addressing and responding to all inquiries or complaints from its customers and employees regarding Ashgrove Concepts Inc.’s handling of personal information.

10.2. Ashgrove Concepts Inc. shall inform its customers and employees about the existence of these procedures as well as the availability of complaint procedures.

10.3. The person or persons accountable for compliance with The Ashgrove Concepts Inc. Privacy Code may seek external advice where appropriate before providing a final response to individual complaints.

10.4. Ashgrove Concepts Inc. shall investigate all complaints concerning compliance with The Ashgrove Concepts Inc. Privacy Code. If a complaint is found to be justified, Ashgrove Concepts Inc. shall take appropriate measures to resolve the complaint including, if necessary, amending its policies and procedures. A customer or employee shall be informed of the outcome of the investigation regarding his or her complaint.

Additional Information

For more information regarding The Ashgrove Concepts Inc. Privacy Code, please contact the Ashgrove Concepts Inc. Privacy Officer at 587-323-0875 or via charliefair@ashgroveconcepts.ca.

Please visit the Privacy Commissioner of Canada’s web site at www.privcom.gc.ca.