Menu
This privacy policy governs Exploring Wellness’ collection, use, and disclosure of personal information (together, “personal information”). Exploring Wellness’ management and protection of personal information provided to it by members of the public, employees and volunteers is guided by the following principles:
a. all personal information in our custody and control will be collected, used and disclosed in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA), the Legal Profession Act (the Act), Exploring Wellness Rules and other applicable legislation; and b. Exploring Wellness will embody a culture in which personal information is protected and respected.
All employees, volunteers and service providers working on behalf of Exploring Wellness are responsible for securing and protecting personal information in the custody and control of Exploring Wellness.
Schedule 1 of FIPPA defines “personal information” as recorded information about an identifiable individual other than “contact information”. Examples of personal information include an individual’s name, home address and phone number, age, financial information, and family status. The definition of “contact information” includes an individual’s name or title, business telephone number, business address, business e-mail and business fax number.
Exploring Wellness collects, uses, discloses and retains personal information about members of the public, employees and volunteers, and third parties in order to perform its duties and functions including providing marketing and other information about the services offered by Exploring Wellness.
Exploring Wellness is authorized under the Act, Exploring Wellness Rules, FIPPA and other applicable law to collect personal information for certain purposes.
When collecting personal information, Exploring Wellness will:
In some instances, Exploring Wellness may collect personal information over the internet. The online forms on Exploring Wellness website use SSL encryption to protect the data stream. Upon its submission to Exploring Wellness, the personal information is retained in a secure database that is stored in Canada.
Exploring Wellness will only access, use or disclose personal information for the purposes for which it was collected, or for a use that is consistent with that purpose, unless consent for another access, use or disclosure has been obtained, is permitted by the Act or Exploring Wellness Rules, or is otherwise authorized by law. Personal information will not be accessed, used or disclosed by Exploring Wellness employees or volunteers except as authorized in the course of fulfilling their duties and responsibilities.
Exploring Wellness will only retain personal information for as long as necessary to fulfill the purposes for which the personal information was collected. If Exploring Wellness uses personal information to make a decision that directly affects an individual, we will keep that information for at least one year after using it so that individuals have a reasonable opportunity to obtain access to it. Exploring Wellness has a file classification system that sets out specific retention periods for different types of information within Exploring Wellness’s custody and control. These schedules will be reviewed periodically to ensure that personal information is not kept for longer than necessary to serve the original purpose. When personal information is no longer required, Exploring Wellness will dispose of it securely.
Exploring Wellness will not sell or rent personal information. Where Exploring Wellness is permitted by FIPPA, the Act, Exploring Wellness Rules or is otherwise authorized by law to disclose personal information to a third party, we will inform the third party that it must not disclose the personal information for any purpose other than the purpose for which Exploring Wellness gave the personal information to the third party.
Privacy protections will be in place for all service providers. All contracts entered into by Exploring Wellness with service providers that may have access to personal or confidential information will contain specific provisions requiring compliance with FIPPA and applicable law relating to the security and privacy of personal information. Managers may determine it is adequate for service providers to sign a confidentiality agreement if service providers do not have access to personal or confidential information or managers consider it is appropriate in the circumstances. All service providers that may have access to personal information in Exploring Wellness’s custody or control will be advised and reminded as necessary of Exploring Wellness’s privacy policies and our obligations to ensure the security and protection of personal information.
Information or records available to the public through routine channels, such as Exploring Wellness website and publications, may be disclosed to individuals without requiring the submission of a formal request. Formal requests for access to information are processed under FIPPA. Any individual can formally request access to personal information in the custody or control of Exploring Wellness by submitting a request in writing here. Before providing the personal information, we may need to ask individuals to verify their identity. Under FIPPA, Exploring Wellness has 30 business days after the information is requested to respond to a request. If we need more time to process the request, we will give an individual written notice before the expiry of the 30 business days. Exploring Wellness may refuse access to certain personal information where authorized or required by law to refuse access. In the event that access is refused, we will notify the individual of this decision in writing and outline the reasons for the refusal. An individual has the right to request a review of Exploring Wellness’s decision by submitting a request in writing to the Information and Privacy Commissioner for British Columbia within 30 days of being notified of Exploring Wellness’s decision.
When an individual’s personal information is in the custody and control of Exploring Wellness and the personal information will be used by Exploring Wellness to make a decision that directly affects the individual, Exploring Wellness will make every reasonable effort to ensure that the personal information is accurate and complete. Individuals may write to Exploring Wellness and request that any errors or omissions be corrected. If Exploring Wellness is satisfied that a request for correction is reasonable, we will correct the personal information as soon as reasonably possible. If Exploring Wellness does not agree with the request, we will advise the requesting party accordingly and note both the request and Exploring Wellness’s reason for not making the requested change on Exploring Wellness’s file.
If individuals are dissatisfied with the way Exploring Wellness has handled their personal information, they are entitled to submit a complaint to Exploring Wellness. Exploring Wellness will investigate all complaints concerning compliance with Exploring Wellness’s privacy policies and information and privacy law. Every reasonable effort will be made to resolve complaints including, if necessary, recommending changes to policies and procedures. The complainant will be informed of the outcome of the investigation regarding his or her complaint
What information do you collect when I visit Exploring Wellness website?
When you browse our website, the following information is collected and stored: a. The IP (Internet Protocol) address of your Internet service provider or your computer which also identifies the domain name (such as shaw.ca or yourcompany.com) of your service; b. The operating system of your computer and the browser you use (Internet Explorer, Firefox, Safari, etc.); c. The time and date that you visited our site; and d. Exploring Wellness web pages or online tools that you used.
We use this information to analyze the use and performance of Exploring Wellness’s website, using Google Analytics and other tools, to enable us to improve the website, evaluate our technical infrastructure and to monitor compliance with our terms and conditions of use. We do not use this information to identify website users, unless you choose to provide your identity to us through one of the means provided on Exploring Wellness website or we are required to do so by law.
What do you do with information provided by me?
In order to access our secure server and use our online tools, you must be a member of Exploring Wellness or another authorized user. Personal information will only be used for the purpose provided by Exploring Wellness, or for a use consistent with that purpose, by persons authorized by Exploring Wellness. If you believe your personal information is being used for a purpose other than what you intended, please contact Exploring Wellness.
How do you protect personal information?
We offer the use of a secure server. All supplied sensitive information is transmitted via Secure Socket Layer (SSL) technology and then encrypted into our database to be accessed only by those authorized with special access rights to our systems and required to keep the information confidential.
Do you use cookies?
A cookie is a file that is stored on your computer by your web browser when you use an Internet site. Exploring Wellness only uses session cookies, which remain in existence only during the course of your session. In order for authorized users to access the secure section of our website, they must enable their computers to accept cookies.
Do you disclose any information to third parties?
We do not sell or trade personally identifiable information. Trusted third parties who assist us in operating our website and conducting our business may have access to personal information if necessary in the circumstances. Information provided by members of the public through this website will be used and disclosed as necessary. In some cases we may be required to disclose information by law.
We feature links to third-party websites on our website. These third-party sites have separate and independent privacy policies. We therefore assume no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.
Our Terms and Conditions set out the use, disclaimers, and limitations of liability governing your use of our website.
By using our site, you accept the terms of this Privacy Statement.
Any questions about this privacy statement or any of our other privacy documentation should be directed to us here.
