Privacy Policy
Introduction
Your privacy is very important to us. We are committed to ensuring that when you choose us for availing our professional services, you know what personal data we collect about you and how we use your personal data. We are committed to protecting and respecting your privacy. This data privacy notice (“Privacy Notice”) is a statement that describes how we will use your personal data. Please take the time to read and understand our Privacy Notice.
Professional Plus (the “Outsourcing & Consultancy Firm”) has a responsibility to protect personal information regarding its clients and employees. The Firm believes protecting your privacy is important and has developed a privacy policy designed to meet the needs of its clients and employees. This policy covers the collection, use and disclosure of personal information by the Firm.
The partners and staff will maintain the confidentiality of client and former client information, as well as the confidentiality of Firm information, except in rare and very specific circumstances.
The partners and staff will also not use confidential information for personal advantage, for the advantage of a third party or to the disadvantage of a client, former client or the Firm, unless consent has been obtained from the client, former client or the Firm.
Personal Information
Personal information includes any factual or subjective information, recorded or not, about an identifiable individual.
This includes information in any form, such as:
1. Age, name, social insurance number, income;
2. Surveys, evaluations, comments, disciplinary actions: and
3. Employee files, credit records, loan records, medical information, existence of a dispute with a client, intentions (for example to acquire goods or services, or change jobs).
Personal information does not include the name, title, business address or telephone number of an employee of an organization.
Accountability
The Firm is accountable for all personal information in its possession, including any personal information disclosed to third parties for processing or other administrative functions. The Firm does engage the services of third parties to provide products and services such as email storage, document storage, payroll processing, and credit and debit card processing. The Firm has done its research to find the services of third parties that are reputable and has high standards on protecting personal information. Any third party’s use must adhere to this privacy policy or be allowed by the legislation.
The Firm is accountable for this privacy policy and enforcement. The Firm has or will train all staff on privacy issues.
Identifying Purposes
The Firm shall identify the purpose for which personal information is collected before collecting it. The Firm collects personal information only for the following reasons:
1. To assist in the preparation of your financial statements.
2. To prepare your taxation and other returns as required by government and for other regulatory purposes.
3. To advise you on personal tax planning, business and succession planning, valuation and other business and personal advisory services.
4. To understand your needs and recommend products and services accordingly.
5. To meet legal and regulatory requirements.
Log Files
As is true of a number of websites, the Firm uses a third-party tracking service called Google Analytics that uses cookies to track non-personally identifiable information about visitors to our site in the aggregate. Information tracked includes the search engine used by a visitor, keyword input by a visitor, and search campaign associated with a visitor. The information is captured for marketing and customer segmentation purposes.
The Firm uses this information, which does not identify individual users’, to analyze trends, to administer the site, to track users’ movements around the site and to gather demographic information about our user base as a whole. We do not link this automatically-collected data to personally identifiable information.
Cookies
Cookies are files that your web browser places on your computer’s hard drive and are used to tell us whether you have visited our website previously. We issue a session cookie only to record encrypted authentication information for the duration of a specific session and to make it easier for you to navigate our site. The session cookie includes the username of the user and is not linked to personally identifiable information.
Consent
The Firm shall obtain consent (from clients by means of an engagement letter and from staff through an employment agreement) for all personal information collected, used or disclosed by the Firm unless such collection or use is inappropriate, or permitted by law. With respect to personal information provided for the preparation of your taxation and other returns, the Firm will ask for your consent prior to transmitting such information to the appropriate governmental or regulatory authorities.
You have the right to refuse or to withdraw your consent to the collection, use and disclosure of your personal information at any time. In some cases, your refusal or withdrawal may prohibit or adversely affect the completion of the professional engagement. The Firm will advise you if those circumstances arise.
Limiting Collection
Personal information collected shall be limited to information that is necessary for the purposes identified by The Firm and be collected by fair and lawful means.
Limiting Use, Disclosure and Retention
Personal information collected by the Firm shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required or permitted by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes. The Firm’s commitment to protecting your personal information extends beyond the organization. Under no circumstances will the Firm sell client information to anyone, nor will the Firm share client information with organizations that might solicit you regarding their products or services. Any and all information provided will be used solely within the realm of our direct and mutual business requirements.
Accuracy
Personal information shall be as accurate, complete, and up-to-date as is necessary to fulfill the purposes for which it is to be used. The Firm will use its best efforts to keep your information up-to-date.
The Firm is committed to maintaining accurate information and we urge you to notify us promptly of any changes in your personal information such as: name, residential address, e-mail address, telephone number and fax number.
Safeguards
The Firm shall safeguard your information against unauthorized access, disclosure, copying, use or modification. The Firm will use appropriate technology and maintain high security standards to ensure the protection of your information. While the Firm employs up to date technology to protect your personal information when it is transmitted electronically, you should be aware that no electronic transmission can be guaranteed to be completely secure.
Openness
The Firm shall make information available, to its clients and employees, about the policies and practices that apply to the management of their information.
Individual Access
Upon request, an individual shall be informed of the existence, use and disclosure of their information, and shall be given access to it. An individual will be given reasonable access to their information and may correct any personal information if its accuracy and completeness is challenged and found to be deficient.
To whom will your information be disclosed?
Your information may, for the purposes set out in this Privacy Notice, be disclosed for processing:
(a) to our employees, our Affiliates and their employees.
(b) if you purchase a services from us or any other services connected to an event to the event organiser (e.g. we will share your data with event organisers to enable them to allow entry to the events and to run the events. They may send you marketing communications and other promotional information by e-mail, SMS, post, phone, social media);
(c) to our third-party consultants, (sub-) contractors, suppliers or other service providers who may access your personal information when providing services (including but not limited to IT support services)
(d) to auditors or contractors or other advisers auditing, assisting with or advising on any of our business purposes;
(e) to our successors in title, our prospective sellers or buyers of our business or to our Affiliates when we have a merger or re-organisation;
(f) to government bodies and law enforcement agencies and in response to other legal and regulatory requests;
(g) to any third-party where such disclosure is required in order to enforce or apply our End User Terms of Use or other relevant agreements;
(h) where you have consented to this, to selected third parties that may contact you about products and services which may be of interest to you in any jurisdiction where we operate.
(i) Any social media posts or comments you send to us (on our Facebook page, for instance) will be shared under the terms of the relevant social media platform (e.g. Facebook or Twitter) on which they are written and could be made public. Other people, not us, control these platforms.
We are not responsible for this kind of sharing. So before you make any such remarks or observations, you should review the terms and conditions and privacy policies of the social media platforms you use. That way, you will understand how they will use your information, what information relating to you they will place in the public domain, and how you can stop them from doing so if you are unhappy about it.
Your Consent and changes to the privacy notice
We reserve the right to amend or modify this Privacy Notice and if we do so we will post the changes on our Websites and on our Apps. It is your responsibility to check the Privacy Notice every time you submit information to us.
Further Information
If you would like to let us know about something we have done, or failed to do, whether positive or negative, please let us know. Your comments enable us as an organisation to learn and continuously improve our services.
Questions, comments and requests regarding this Privacy Notice should be addressed to HR Manger, info@professionalplus.net