This Policy describes the kind of information we may collect during your visit to our websites, use of our mobile applications, and during any other interactions you may have with us in connection with our business (collectively, the “Services”). The Policy also describes how we use, protect, disclose and dispose of your information, and your options with respect to that information.
By visiting or using FIRSTONSITE’s website and Services, or by otherwise communicating with us, YOU AGREE TO BE BOUND BY THIS POLICY AND YOU CONSENT TO THE COLLECTION, USE, DISCLOSURE, RETENTION AND SAFE DESTRUCTION OF YOUR PERSONAL INFORMATION AS DESCRIBED IN THE POLICY.
You understand that certain features of our website and Services may no longer be accessible or may be restricted following your refusal or withdrawal of consent from this Policy.
- PERSONAL INFORMATION
For purposes of this Policy, personal information means any information relating to a natural person that allows that person to be, directly or indirectly, identified—other than the person’s business title or business contact information when used or disclosed for the purpose of business communications.
- COLLECTION OF PERSONAL INFORMATION AND ITS PURPOSES
The following chart describes certain categories of personal information we may collect about you and, for each category, where and why we collect it, and the categories of entities with which we may share your personal information.
|Categories of Personal Information
|Categories of Sources
|Purpose(s) for Collection of Personal Information
|Categories of Third Parties with Which Personal Information is Shared for a Business Purpose
|Personal Identifiers—such as name, postal address, Internet Protocol address, email address, social insurance numbers, emergency contact information, or other similar identifiers
|-Individuals directly -Insurance companies
|-Providing products and services -Responding to consumer inquiries -Marketing -Security processes -Human resources functions -Recruiting -Restoration of property -Insurance claims and claims assessment
|Service providers (vendors that provide services to us in connection with the operation of our business, including vendors that process payments, perform human resources functions, verify customer information, manage customer information, provide security services, store cloud-based data, host our website and assist with other IT-related functions, advertise and market our products and services and those of our affiliates, provide analytics information, and facilitate conferencing, legal and accounting services, among other business functions) Insurance companies and adjusters Employee benefits administrators and providers
|Property and damage including photos
|-Individuals directly -Insurance companies and adjusters-Onsite evaluation
|Restoration of property Insurance claims and claims assessment
|Service providers (cleaning, restoration and construction services, job cost estimator and job tracking tools) Insurance companies and adjusters
|Sensitive information—such as gender, age, disability status, pregnancy status, citizenship, medical condition, physical or mental disability
|Human resources functions
|Professional or Employment information—such as information about past employers, work history, skills, educational background, and references
|-Job applicants -Employees -Recruiting agencies or platforms -Referral sources
|Human resources functions Recruiting
|Commercial information – such as records of personal property, products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies
|-Individuals interacting with our website and mobile apps
|Providing products and services Internet marketing
|Internet or other electronic network activity information, including browsing and search history
|-Individuals interacting with our website and mobile apps -Employees
|Security processes Providing products and services Internet marketing
|-Job applicants -Employees -Recruiting agencies or platforms -Referral sources
|Human resources functions Recruiting
|-Individuals who call our customer service line
|Quality assurance and training
- DESTRUCTION OF PERSONAL INFORMATION
We will keep your personal information only as long as necessary for the purposes described in this Policy or such longer period as may be required by applicable law. After that, it will safely be destroyed or anonymized in accordance with the law.
- DISCLOSURE TO THIRD PARTIES
Your personal information is accessible to our officers and employees who must access it to make the use provided for in this Policy and with which they must comply; or, to third parties in order for them to perform a contract for services; or a business or restricted mandate on behalf of FIRSTONSITE; or to assist us in our activities.
Other service providers may provide services directly to you at our request. As such, it may be necessary to disclose your personal information to these service providers. Some instances where we may provide your personal information to a service provider are set out in the chart above.
Any disclosure of your personal information to third parties will be done pursuant to written agreements setting out the requirements for use, safeguarding, retention and disposal of such information, or as required by law. We will take steps to ensure that these third parties use and disclose your personal information only as necessary to provide the services, and that they will adhere to the terms of this Policy and dispose of or return the information at the expiry of the contract, service or mandate performed.
Your personal information may be accessed or retained by third parties located outside Quebec.
We may also use or disclose your personal information where we are permitted to do so, or required by applicable law, regulation, or by the rules of professional conduct governing the legal profession.
- STORAGE AND PROCESSING INFORMATION OUTSIDE CANADA
Certain of our affiliated companies are located in the United States. As well, certain of our service providers are located outside of Canada. As such, we may transmit your personal information to our affiliated companies and to third parties who are located outside of Canada to assist us in the operation of our business, providing the requirements set forth in section 5 of this Policy. By providing personal information to us, you are consenting to the delivery and the storage, processing and handling of your personal information outside of Canada. Please note that many governments around the world can require that organizations under their jurisdiction deliver information, including personal information, that is in the control of that organization to the government. This is often done without notice to or the consent of the affected individual.
With respect to each of the categories of personal information we collect as noted in the chart above, we may use your personal information to market products and services that we think may be of interest to you; this includes our own products and services as well as those of our affiliates and of third parties.
- ADDITIONAL INFORMATION REGARDING OUR COLLECTION, USE AND SHARING OF PERSONAL INFORMATION
We reserve the right to collect, use and disclose your personal information in these circumstances without your knowledge or consent, in any one or more of the following circumstances: in order to comply with legal obligations; when we believe in good faith that an applicable law requires it; at the request of governmental authorities or of other third parties conducting an investigation; to detect and protect against fraud, or any technical or security vulnerabilities; to respond to an emergency; or otherwise to protect the rights, property, safety, or security of our business, third parties, visitors to our websites and mobile apps, or the public.
We may also share personal information with any person to whom we transfer any of our rights or obligations under any agreement, or in connection with a sale, merger or consolidation of our business or other transfer of our assets, whether voluntarily or by operation of law, or who is otherwise deemed to be our successor or transferee. To that extent, it will be done pursuant to written agreements setting out the requirements for use and disposal of such information. We require such parties to keep your personal information confidential, to use it only for the purposes of the transaction and to safely destroy it once the transaction fails or when its purpose is fulfilled.
We may send text files (e.g., “cookies” or other cached files) or images to your web browser. Such text files and images are used for technical convenience to store information on your computer. For instance, we may use a cookie to store form information that you have entered so that you do not have to enter such information again. We may use information stored in such text files and images to customize your experience on this website and to monitor use of this website. You may set your browser to notify you when you receive a cookie. Many web browsers also allow you to block cookies. If you block cookies, you may not be able to access certain parts of this website. You can disable cookies from your computer system by following the instructions on your browser or at www.youradchoices.com.
- GOOGLE ANALYTICS
Google Analytics collects information on your activities on our website and may associate it with other information that they may have collected; they may use all of this information for their own business purposes. See https://policies.google.com/technologies/partner-sites for more information on Google’s privacy practices with respect to websites that use Google services.
- DO NOT TRACK
We use technologies to obtain your approximate geographic location. These technologies include first- and third-party cookies, which allow us to personalize your experience; “Do Not Track” is a privacy preference that users can set in certain web browsers. We do not comply with automated browser signals regarding tracking mechanisms, which may include “do not track” instructions.
- PERSONAL INFORMATION OF MINORS
FIRSTONSITE does not collect personal information from individuals under the age of 14 without the express and verified consent of the parental authority. Our products and services are not directed to minors, and we do not knowingly collect or sell the personal information of minors under 16.
- HOW WE KEEP YOUR PERSONAL INFORMATION SECURE
We apply strict security measures to protect your personal information against any unauthorized access, use, disclosure, modification, loss, theft or any other breach of security. The information collected is protected by computer security measures that are reasonable in light of its sensitivity.
Physical and physical security measures include:
- Controlled-access offices and locked filing cabinets
- Restricting access to your personal information to a selected group of people
- Written contractual obligations with third parties who require access to your personal information, requiring them to protect, through security measures, the confidentiality and security of your personal information and to use it only for the purposes of the contract, mandate or service they are performing
Computer security measures include:
- The use of passwords
- Restricted access to our data processing and storage rooms
- Regular review of our security practices
- Regular updating of our technology
Our security program is implemented and maintained in accordance with applicable law and relevant standards. However, there is no perfect security, and reasonable security is a process that involves risk management rather than risk elimination. While we are committed to developing, implementing, maintaining, monitoring and updating a reasonable information security program, no such program can be perfect; in other words, all risk cannot reasonably be eliminated. Data security incidents and breaches can occur due to vulnerabilities, criminal exploits or other factors that cannot reasonably be prevented. Accordingly, while our reasonable security program is designed to manage data security risks and thus help prevent data security incidents and breaches, it cannot be assumed that the occurrence of any given incident or breach results from our failure to implement and maintain reasonable security.
- PERSONAL INFORMATION OF OTHERS
You may not provide to us any personal information of others unless you have the consent of those individuals, or you are otherwise permitted by law to provide us with their personal information.
- REQUESTS FOR ACCESS TO PERSONAL INFORMATION
You have the right to access, verify or amend the personal information we have collected about you. If you wish to access or obtain a copy of your personal information, or if you wish us to amend any of the personal information we hold about you that is inaccurate, you may do so by sending us a written request. You may also inquire as to how the information is used, ensure that it is accurate and complete, and update it if necessary, to the extent permitted by law. Upon your written request we will provide you with:
- Access to your personal information (if any) under our custody or control
- Information about the purposes for which your personal information under our custody or control has been and is being used by us
- The names of persons to whom, and the circumstances in which, your personal information has been and is being disclosed by us
All requests may be subject to reasonable fees and disbursements. Where appropriate to do so, we may require advance payment of a deposit or the entire costs of responding to a request for access to personal information.
- LIMITS ON INDIVIDUAL RIGHTS TO INFORMATION
An individual’s ability to access his or her personal information under our control is not absolute. We reserve all rights not to disclose personal information, or its existence, in certain circumstances. For example, we may not disclose personal information where:
- The disclosure could reasonably be expected to threaten the safety or physical or mental health of an individual
- The disclosure would reveal Personal Information about another individual
- The disclosure of the information would reveal confidential commercial information
- The Personal Information was collected by us for an investigation or legal proceeding
- REQUESTS FOR CORRECTION OF PERSONAL INFORMATION
Upon request by you, we will correct errors or omissions in your personal information where that information is in our custody or control. We require that all such requests be in writing and signed by you. We may require sufficient information and detail from you in order to verify your identity, properly locate the information and respond.
If you make such a request, we will either:
- Correct the personal information and, if reasonable to do so, send correction notifications to any third party to whom we disclosed the incorrect information; or
- Decide not to correct the personal information, but to retain a record that a correction was requested but not made.
Corrections or amendments will rarely, if ever, be made to opinions, including expert or professional opinions, as opposed to factual information, which may be corrected if in error.
- WITHDRAWAL OF CONSENT
You may also change or withdraw your consent to the collection, use and disclosure of your personal information at any time, subject to reasonable notice, by contacting our Privacy Officer. You understand that certain features may no longer be accessible or may be restricted following the withdrawal of your consent to this Policy.
- ACCURACY OF PERSONAL INFORMATION
We are committed to maintaining the accuracy of your personal information and ensure that it is complete and up-to-date. If your information changes, please notify us immediately so that we can make the necessary changes.
- OUR COMMITMENT TO HONOURING YOUR RIGHTS
If you exercise any of your rights described in this Policy, we will continue to treat you fairly.
- CHANGES TO THIS POLICY
We are committed to ensuring that our communications are accessible to people with disabilities. To make accessibility-related requests or report barriers, please contact us using the information below.
- CONTACT INFORMATION AND COMPLAINTS
For questions about our Policy or how we collect, use, communicate, retain and protect your personal information; or if you wish to access your personal information, request it be corrected, obtain a copy or exercise an option or right with regards to it; you must write to the Privacy Officer by email using the form below, or at the postal address below.
Any concerned individual may file a complaint with the Privacy Officer. Complaints must be made in writing and must indicate the nature of the complaint, the date on which the incident occurred, and the expectations for resolution. The Privacy Officer acknowledges receipt of the complaint and processes it within a maximum of 20 days. We investigate all privacy complaints and take appropriate steps to resolve them. For further information, please contact the Privacy Officer at:
110 Matheson Blvd W,
Mississauga, ON L5R 4G7