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Kanata Research Park Corporation and KRP Development Group Privacy Policy Guidelines KRP’s Commitment to Your Privacy At Kanata Research Park Corporation and the KRP Development Group ‘KRP’), together with its subsidiaries and affiliates, the following privacy guidelines describe our commitment to your privacy and explain the general principles that will guide us in protecting your privacy and the confidentiality of your personal information provided to us via our web site. We are committed to safeguarding the privacy of your personal information in accordance with applicable Canadian privacy laws, including the Federal Personal Information Protection and Electronics Documents Act (“PIPEDA”) legislation enacted in 2000 legislation which protects personal information and the way in which it is collected, use and disclosed. We encourage you to read the policy below to understand how we use your personal information to better provide you information and services. You have a choice as to how your information is used and our commitment to use your information responsibly. We encourage you to contact us directly should you have any concerns or questions on our policy and use of your information. You should also read the separate Terms and Use applicable to our website, www.krpc.net. This privacy policy is effective January 1, 2009.
1. Accountability
and Accuracy 1. Accountability and Accuracy KRP, its directors, officers and employees, and it licensed representatives and other persons, agents and organizations who act for, or on behalf of KRP, are required to comply with these Privacy Guidelines. KRP is responsible for personal information in its control. We have established these Privacy Guidelines, procedures and practices to safeguard personal information. We use reasonable efforts to ensure that personal information submitted to us is accurate and complete for the purposes for which it is to be used. It shall be the obligation of any person providing to us such information to advise us in writing and in a timely fashion of any changes to such information. However, under no circumstances will KRP, its parent company, subsidiaries and affiliates be held responsible for inaccurate or misleading information provided to it by its clients, tenants, customers or users of this website. 2. What is Personal Information? Canadian privacy laws define Personal Information broadly as information about an identifiable individual or as information that allows an individual to be identified. For the purposes of this policy, in the ordinary course of business, Personal Information means information about an identifiable individual as defined from time to time in applicable privacy laws. Generally speaking, with the exception of the Province of Quebec, Personal Information does not include what is considered to be business contact information: your name, title or position, business address, telephone number, facsimile number, e-mail addresses, opinions, evaluations, comments. Also, personal information does not include information normally found on a business card or information that is publicly available. 3. What Personal Information do we collect? To assist KRP in providing services to you, we may collect information about you and your computer when you browse our website, or if you choose to register or login. The types of Information that KRP and its affiliated companies may collect, use and disclose about you includes your company name, corporate address, business telephone numbers, e-mail address and credit information. This is not a comprehensive list of the types of information we may collect. 4. Why do we collect and use your Personal Information? KRP limits the collection, use and disclosure of your Personal Information, both in the amount and type of Personal Information, to that which is necessary to fulfill the purposes identified within this Privacy Policy. Personal information will be retained only as long as necessary to fulfill the identified purposes. In general, KRP collects, uses and discloses Personal Information about our clients, tenants and service providers in order to provide such persons with leasing and other services. More specifically, we collect, use and disclose your Personal Information for the following purposes which are related to our business and appropriate in the circumstances: (a) to consider whether KRP should establish or continue a commercial relationship, including without limitation, to lease premises, to extend credit and to evaluate credit standing and to match credit bureau or credit reporting agency information, to check references and to confer with banking institutions; (b) to establish and maintain reliable records for commercial relations and communications with clients, suppliers, financial institutions and affiliates, and to provide ongoing services, administer accounts, make and receive payments, and fulfill contractual obligations; (c) to understand and respond to website visitors, customers’ and potential customers’ needs and preferences, including to communicate with website visitors, customers and potential customers; (d) to conduct surveys, research and statistical analysis, determine use traffic, diagnose problems with our server and administer our web site; (e) to facilitate transaction, billing, record keeping, account inquiries and other customer service assistance; (f) to distribute newsletters, information and other material to registrants that have voluntarily enrolled on our mailing list and/or e-mailing list, including via third party mailing houses; (g) to develop, enhance, market, sell, provide and inform you of KRP’s services; (h) to develop, enhance, market, sell, provide and inform you of products and services of third parties, including our affiliates and suppliers, with whom KRP has a commercial relationship; (i) to update and verify our databases and information provided by third parties; (j) to monitor communications to ensure the consistency and quality of the products and services of KRP, our suppliers, and other third parties with whom KRP has a commercial relationship; (k) to develop and manage our knowledge-management precedent systems and databases; (l) to detect and protect KRP and other third parties against error, negligence, breach of contract, fraud, theft and other illegal activity, and to audit compliance with KRP’s policies and contractual obligations; (m) to engage in business transactions, including the purchase, sale, lease, merger, amalgamation or any other type of acquisition, disposal, securitization or financing involving KRP; (n) to help us improve the usefulness and effectiveness of our web site, and to personalize your experience on our web site, to help you login in future and to continue the use of our web site; (o) as permitted by, and to comply with, any legal or regulatory requirements or provisions; and (p) for any other purpose to which you consent. 5. To whom do we disclose your Personal Information? From time to time, KRP may disclose your Personal Information to (a) service providers, including an organization or individual retained by KRP to perform functions on its behalf, such as marketing, data processing, document management, office and other services; (b) an organization or individual retained by KRP to evaluate your creditworthiness or to collect debts outstanding on an account; (c) a financial institution, on a confidential basis and solely in connection with the assignment of a right to receive payment, the provision of security or other financing arrangements; (d) a person who, in the reasonable judgment of KRP, is providing or seeking the information as your agent; (e) any other third party or parties, where you consent to such disclosure or where disclosure is required or permitted by law; or (e) any other third party or parties, where you consent to such disclosure or where disclosure is required or permitted by law; or (f) if KRP, or its affiliate or subsidiary companies responsible for providing you with the applicable services, is sold, merged or consolidated (in whole or in part), then your information will be transferred to the new entity. 6. How may you obtain access to your Personal Information? Upon your written request, and subject to certain exceptions, KRP will inform you of the existence, use and disclosure of your Personal Information and will give you access to that information. Access requests should be sent to KRP’s Chief Privacy Officer using the contact information outlined below. In certain situations, we may refuse a request or not be able to provide access to all Personal Information we hold about an individual. Exceptions to the access requirement will be limited and specific, as permitted or required by law. Where permitted the reasons for denying access will be provided to the individual upon request. Exceptions may include; information that contains references to other individuals or contains confidential commercial information, where such information cannot be severed from the record, information collected in breach of an agreement or in the course of a formal dispute resolution process or that is subject to solicitor and client or litigation privilege. If access is granted, KRP will give you a reasonable opportunity to review your Personal Information. Your Personal Information will be provided to you in an understandable form within a reasonable time, generally within 30 days. KRP may extend such 30 day period by up to an additional 30 days if meeting the time limit would unreasonably interfere with the activities of KRP or the time required to undertake any consultations necessary to respond to your request would make the time limit impracticable to meet. You will be able to challenge the accuracy and completeness of your Personal Information and have it amended as appropriate. 7. Where do we store your Personal Information? Your Personal Information is stored in secured locations and on servers controlled by KRP, located either at our offices or at the offices of our service providers. KRP retains your Personal Information only for as long as is necessary in order to fulfill the purposes identified within this Privacy Policy, or for as long as may be required to comply with applicable laws. 8. How do we protect your Personal Information? While security and privacy risks can never be eliminated entirely, KRP takes all measures we believe to be reasonably appropriate to help protect the confidentiality of your Personal Information, and employs administrative and technological safeguards appropriate to the sensitivity of your Personal Information. However, no system can completely prevent unauthorized access, and by using the web site you assume the risk that, despite KRP’s reasonable efforts, unauthorized access to your information is a possibility. If your Personal Information is sent to a third party for processing, we make sure, through our contracts with them, that all of your Personal Information is kept secure. We also operate secure data networks protected by industry standard firewall and password protection systems. Your Personal Information is kept as accurate, complete and up-to-date as is necessary to fulfill the purposes identified in this Policy. We do not routinely update your Personal Information. Any independent contractors who work for KRP are required to agree in writing to adhere to our Privacy Protection Policy as well as our Confidentiality of Information Policy. Procedures have been implemented in all our departments, and our staff is aware of your privacy rights and our obligations. Except as specifically set out herein, KRP does not sell, transfer or share personal information with any other third parties. (a) Cookies - When an individual visitor accesses the KRP website, we may use a browser feature called a ‘cookie’ to collect information such as the type of Internet browser and operating system the visitor uses, the domain name of the website from which the visitor came, date and duration of the visit, number of visits, average time spent on our website, pages viewed and number of cookies accumulated. A cookie is a small text file containing a unique identification number that identifies the visitor’s browser, but not necessarily the visitor, to our computers each time our website is visited. Unless a visitor specifically informs us (e.g. by registering for an event or sending us correspondence from the website), we will not know who the individual visitors are. In addition to the identified purposes described in our Privacy Policy, we may use this website information and share it with other organizations with whom we have a commercial relationship to measure the use of our website, to improve the functionality and content of the website and to facilitate usage by a visitor. Visitors can reset their browsers either to notify them when they have received a cookie or refuse to accept cookies. However, if a visitor refuses to accept cookies, he or she may not be able to use some of the features available on our website. (b) Online Communications – In order to provide our website visitors with a service or information, visitors may voluntarily submit Personal Information to us for purposes such as asking a question, obtaining information, reviewing or downloading a publication, participating in a seminar or other event, and participating in contests and surveys. If you are known to KRP as a registered user of an online service, we may combine and store Personal Information about your use of our website and the online information you have provided with certain other online and offline information we may have collected. (c) E-Mail Communications - Occasionally, we may send marketing or survey e-mail communications to you with information that may be useful, including information about the services of KRP and other third parties with whom we have a relationship. We will include instructions on how to unsubscribe and inform us of preferences if you decide you do not want to receive any future marketing or promotional e-mails from KRP. (d) Links - Our website may contain links to other websites which are provided as a convenience only. Visitors are advised that other third party websites may have different privacy policies and practices than KRP, and KRP has no responsibility for the content of such third party websites. 10. Changes to our Privacy Policy KRP reserves the right to modify or supplement this Privacy Policy at any time. If we make a change to this Privacy Policy, we will post such changes on our website at www.krpc.net and make such revised policy and changes available upon request to KRP’s Privacy Officer. However, KRP will obtain the necessary consents required under applicable privacy laws if it seeks to collect, use or disclose your Personal Information for purposes other than those for which your consent is obtained unless otherwise required or permitted by law. Your continued use of our web site following posting of such changes means that you consent to those changes. You may choose to opt-out of receiving further information from KRP by sending us an e-mail at privacyofficer@krpc.net. In your e-mail, please give us your full name, mailing address and indication that you do not wish to receive further information from KRP. However, we are unable to remove your information from lists of third parties with whom such information has already been shared as permitted under these Privacy Guidelines. 12. How can you obtain further information regarding this policy? KRP has appointed a Privacy Officer to oversee compliance with this Privacy Policy and applicable privacy laws. For more information on KRP’s privacy practices, please visit our website at www.krpc.net or contact our Privacy Officer at: privacyofficer@krpc.net or by mail at: Privacy Officer (613) 591-0594 |
