|
The
Provisions of the Privacy Act require compliance in 10 areas: We have
listed those areas below, as well as information on how TRAVEL GALLERY
complies with each requirement.
1.
Be accountable
 | TRAVEL GALLERY will comply
will all 10 principles of the Privacy Act
|
| Michael Mather, Director
and Secretary Treasurer, is responsible for TRAVEL GALLERY's
compliance with the Act
|
| TRAVEL GALLERY will protect
all personal information held by the Company.
|
| TRAVEL GALLERY does not
transfer information to third parties, nor have we ever made our
client lists available to third parties, either voluntarily or for
sale.
|
| TRAVEL GALLERY makes every
reasonable attempt to correct client information and keep both public
and private records in our database and in our paper back-up files, up
to date.
|
| TRAVEL GALLERY has had
occasion to destroy obsolete files over the years. In these cases, a
shredder has been used, to ensure that personal client information is
destroyed, and not simply discarded.
|
2.
Identify the Purpose
Why do we collect it?
We collect information to maintain a database, which allows us to carry
out customer bookings without having to ask for the same information
repeatedly.
How
do we collect it?
Generally, information is conveyed to TRAVEL GALLERY:
| Verbally--over the
telephone, in person at TRAVEL GALLERY functions, and during office
visits
|
| Electronically-via email
|
| Written-information via
forms, written correspondence and faxes
|
3.
Obtain Consent
What is consent?
TRAVEL GALLERY considers consent to be an expression of permission to
collect and use information for the purpose of customer service and to
facilitate booking in a timely manner.
We
obtain consent by:
| Written permission via
mail, email or fax
|
| Verbal permission with a
dated notation in the client’s file, along with the initials of the
staff who recorded the information
|
| Third party consent, as
long as the third party is well known to TRAVEL GALLERY and/ or is in
a reasonable position to give such consent (eg. The Office manager
correcting the information on an client’s file)
|
What
do we use your personal information for?
To maintain the accuracy of client records, to avoid asking for the same
information repeatedly, to better communicate with our client’s, to mail
information to client’s who have specifically requested TRAVEL GALLERY
information.
Where do we keep your personal information?
Information at TRAVEL GALLERY is kept:
| In
the database, on the computer
|
| Paper
records are kept in file cabinets |
How
is your personal information secured?
TRAVEL GALLERY computers are backed up regularly; with back up CD’s kept
in the on-site safe.
The office is secured in off-hours, and the building in which the office
is located is alarmed.
Who has access to your personal information, or uses it?
Only employees of TRAVEL GALLERY have access to client records. When part
time help is used, all activities take place under the direct supervision
of a TRAVEL GALLERY full time employee.
To whom is your personal information disclosed?
Information is used in the office and by TRAVEL GALLERY employees to
service the client. TRAVEL GALLERY does not disclose information without
the express permission of the client.
When does TRAVEL GALLERY dispose of your personal information?
TRAVEL GALLERY disposes of obsolete client files, usually those with whom
we have had no correspondence for a period of 5 years. We use a shredder
to dispose of all records that include personal information.
4.
Limit Collection
In order to make our database as efficient as possible with regard to
client information, TRAVEL GALLERY maintains one single database for all
client information. We do not collect information that is extraneous to
the efficient operation of the TRAVEL GALLERY, nor do we collect
information on behalf of third parties other than information required to
complete a booking.
5.
Limit use, disclosure and retention
| TRAVEL GALLERY only
collects information for the purpose of maintaining client files, for
the purpose of travel bookings and related activities.
|
| TRAVEL GALLERY retains
client records for a period of five years; obsolete client records are
shredded every five years. Financial records are maintained for a
period of 10 years.
|
6.
Be Accurate
| TRAVEL GALLERY endeavours
to keep client records as up-to-date as possible, through regular
communication with clients via email, telephone, fax and client
bookings.
|
| Personal client information
can be retrieved from the database by a TRAVEL GALLERY employee in
order to verify the accuracy of the information, in consultation with
a client.
|
7.
Use Appropriate Safeguards
| TRAVEL GALLERY employees
are made aware, verbally and in writing (The TRAVEL GALLERY POLICY
MANUAL) of TRAVEL GALLERY's Privacy Policy with regard to compliance
of the Privacy Act
|
| TRAVEL GALLERY's security
policy regarding client records includes:
|
 | Physical
measures: The TRAVEL GALLERY office is alarmed and access is
restricted to employees with a security code after hours.
|
| Technological
Tools: TRAVEL GALLERY computers are double password protected. All
computer forms that relate to financial transactions are
"secure" unless otherwise noted.
|
| The
TRAVEL GALLERY computer system is firewall protected.
|
| Organizational
Controls: TRAVEL GALLERY employees are vigilant with regard to the
access of client files. Staff training includes awareness of the
provisions of the Privacy Act, as well as this policy document. |
8.
Be Open
| TRAVEL GALLERY has always
made it known, and will continue to inform clients,
industry
associates, sponsors and the public, of TRAVEL GALLERY's policies and
practices for the management of personal information
|
| TRAVEL GALLERY's Privacy
Policy is available on the TRAVEL GALLERY
website (http://www.tgicalgary.com/),
as a main link, and also on the site index. Henceforth,
in all client
renewal registration packages and, periodically throughout the year,
TRAVEL GALLERY will ensure that due notice is made of the TRAVEL
GALLERY Privacy Policy.
|
| Michael Mather, Director
and Secretary Treasurer is responsible for
TRAVEL GALLERY's privacy
policies and practices.
|
| While any full time
employee is able to update client information files,
correspondence
should be sent to Michael Mather 4820 – 19th Ave NW,
Calgary, AB, T3B 0S7or by telephone at (403) 202 3862, by fax at (403)
247 6839 or by
email at info@tgicalgary.
Clients may contact the
sources listed above for a copy of the personal information in
their
files.
|
| Individuals can complain to
TRAVEL GALLERY using the contact information listed above
|
9.
Give individuals access
| Individuals may visit the
TRAVEL GALLERY office during regular office hours to review
their
client records. They may also request a copy of the information TRAVEL
GALLERY
has in their file, as long as they satisfy verification of
their identity.
|
| TRAVEL GALLERY will correct
information in client files on a timely basis, usually
within 24 hours
of notice.
|
| There are no costs or
charges associated with the correcting of information in client files
|
| TRAVEL GALLERY attempts to
translate all abbreviations, short-forms and codes used
n client
files. This information is readily available should a client be unable
to decipher
any aspect of their client record.
|
10.
Provide Recourse
| The easiest method of
complaint about TRAVEL GALLERY's enforcement of Privacy
Policy and
procedures is to communicate directly with the company, via letter,
fax,
email or telephone. In most cases, complaints can be satisfied
within 24 hours.
Understandably, complaints that involve more than a
simple correction or updating
of information should be submitted in
writing so that both the complainant and
TRAVEL GALLERY have a paper
trail to follow in accounting for the resolution of the complaint.
|
| Should an individual not be
satisfied with the handling of a Privacy Policy complaint by
a TRAVEL
GALLERY employee, they should:
|
| Bring
the complaint directly to the attention of the President. |
| If
still not satisfied they should bring the complaint to the attention
of the Privacy Commissioner of Canada. |
|
