KYOKO MANABE, THE “NOTARY”
The Personal Information Protection Act (“PIPA”) regulates the way organizations in British Columbia use, keep, secure, disclose and collect personal information. “Personal Information” means all information about an identifiable individual and includes paper and electronic information. THE NOTARY recognizes the importance of privacy and recognizes the sensitivity of Personal Information received in the course of THE NOTARY’S practice. THE NOTARY recognizes her professional obligation to maintain the confidentiality of her clients’ information, and recognize her obligations concerning the Personal Information of all individuals that THE NOTARY collects, uses or discloses in her practice. This policy has been developed with those obligations in mind.
2. DEFINITION OF PERSONAL INFORMATION
personal information is defined as any information, recorded or not, that is about an identifiable individual. Anonymous or aggregate information is not considered personal information and does not fall under the scope of this Policy. Personal information can be objective information such as your e-mail address or your country of residence, or it can be subjective information such whether you have plans to purchase or sell real estate or whether you need a will. The following is a list of the most common types of personal information which the NOTARY collects, uses, discloses and retains from the Web Sites:
- Internet Protocol (IP) address;
- mailing and e-mail addresses;
- other contact information such as telephone and fax numbers;
- web browser type;
- operating system;
- language preference if the user selects this option;
- opinions and suggestions;
- pages visited (on a single site or across sites);
- length of time spent on THE NOTARY’s pages; and
- business title and contact information.
All personal information that THE NOTARY collects, uses, and discloses under this Policy is protected as confidential information.
4. RELEASE OF INFORMATION
The Act permits individuals to submit written requests to THE NOTARY to provide them with:
- their Personal Information in her custody or control;
- information about how the NOTARY uses their Personal Information under her control;
- the names of the individuals and organizations to whom THE NOTARY has disclosed their Personal Information under her control.
THE NOTARY will respond to requests in the time allowed by the Act and as authorized by you pursuant to various documents in her file. THE NOTARY will make a reasonable effort to assist applicants and to respond as accurately and completely as reasonably possible. All requests may be subject to any fees and disbursements the law permits THE NOTARY to charge. An individual does not have an absolute ability to access his or her Personal Information under my control. The Act provides that THE NOTARY must not disclose Personal Information when:
- disclosure could reasonably be expected to threaten the safety or physical or mental health of someone else;
- disclosure can reasonably be expected to cause the person who made the request immediate or grave harm as to their safety or physical or mental health;
- disclosure would reveal Personal Information about someone else;
- disclosure would reveal the identity of an individual who has provided Personal Information about someone else and the person providing the Personal Information does not consent to disclosure of his or her identity.
The Act further provides that THE NOTARY is not required to disclose Personal Information when:
- the Personal Information is protected to the extent allowed by notary/client privilege;
- disclosure of the Personal Information would reveal confidential commercial information that, if disclosed, could in the opinion of a reasonable person, harm the competitive position of an organization;
- the Personal Information was collected or created by a mediator or arbitrator in the conduct of a mediation or arbitration for which he or she was appointed to act:
(i) under a collective agreement,
(ii) under an enactment, or
(iii) by a court.
5. SECURITY SAFEGUARDS
THE NOTARY recognizes her professional and legal obligation to protect the confidential information of her clients and other individuals she collected within her practice. THE NOTARY will protect your personal information against loss or theft, as well as from unauthorized access, collection, disclosure, copying, use, disposal, destruction or modification. Personal information under the control of THE NOTARY will be protected regardless of the format in which it is held.
THE NOTARY will use appropriate security safeguards to provide necessary protection such as:
- Physical measures (locked filing cabinets, restricting access to offices, alarm systems);
- Technological tools (passwords, encryption, firewalls); and
- Organizational controls (security clearances, limiting access on a “need-to-know” basis, staff training, and confidentiality agreements.
This Policy may be changed from time to time. Our latest Policy will be posted on our website. It is also available by contacting the NOTARY. When visiting our Web Sites, you are encouraged to review any changes since the last version you may have read. You could also bookmark this Policy and periodically review it to ensure that you are familiar with its terms.
7. CHALLENGES AND CONCERNS
If you have any questions about my handling of your Personal Information or if you want access to it or to request a correction of your Personal Information that is under my care and control, please contact THE NOTARY at:
Suite 500 – 171 West Esplanade, North Vancouver, BC V7M 3J9 Phone: 604 454 8222
All individuals have the right to contact the relevant privacy authority in their own jurisdiction. In BC, you may wish to contact the Office of the Information and Privacy Commissioner at:
P.O. Box 9038, Stn Prov Govt Victoria, BC V8W 9A4
Telephone (250) 387-5629
Fax (250) 387-1696
Copyright © 2017 Kyoko Manabe Notary Public – All Rights Reserved.