These privacy guidelines describe our commitment to privacy, and explain the principles that guide us in protecting the privacy and confidentiality of personal information.
Protecting your privacy outside Canada
In certain circumstances we engage service providers that may be based outside of Canada or that use systems, data support or have employees outside of Canada.
Privacy and confidentiality
QIS is committed to respecting the privacy and confidentiality of information it receives, in accordance with Quadrus Privacy Guidelines, and applicable law. QIS has established and will continue to maintain reasonable safeguards to protect the security and confidentiality of personal information. However, you acknowledge and confirm that the Internet is not a secure medium where privacy and confidentiality can be guaranteed and that complete security and confidentiality of transmissions to and from this site over the Internet is not possible at this time. Your confidential use of this site cannot be guaranteed and you acknowledge that your use of this site (including information you transmit to the site) may be subject to access or manipulation by, or disclosure to, third parties. Without limiting any other disclaimer herein, QIS and its affiliates shall not be responsible or liable for any damages that you or any other person may suffer in connection with any such breach of privacy, confidentiality or security.
Your personal information
Certain Quadrus websites may require you to provide personal information to QIS, such as sites that require you to register in order to access the site. Such personal information (for example, your name, birthday, postal code, and email address if applicable) is used to help provide you with a secure, private and convenient experience on the site.
For sites requiring you to register:
- Identity verification: This information is used to confirm your identity when registering for access to certain Quadrus websites. This information is matched against our existing records to enable you to register.
- Communication with QIS: If you send QIS an email through our “Contact Us” feature, the email address you provide at registration will be used to contact you with our reply. If your email address changes, you can always change the email address we have on record on either the “Contact Us” page, or in the “Your Profile” section of the site.
- Forgotten user name or password: If you forget either your user name or password, it is simple to recover them online by going through our Forgotten User Name or Password services, available from the Sign In page. To confirm your identity before displaying either of these items, we match what you enter against the information collected during the registration process.
Remember that the security of email communication cannot be guaranteed. Do not send private or confidential information to QIS via email (e.g., your Social Insurance Number, birthday). Also, QIS will never send you an email message requesting personal information. Any such request is a fraudulent attempt to gain your valuable personal information (a technique known as “phishing”).
What your information will not be used for:
- Marketing from QIS: You will not receive any marketing or advertisements from QIS at the email address you provide to QIS.
- Marketing from third parties: We will never sell your information to any third parties, or share it with any other organization for marketing purposes.
The security of email communication cannot be guaranteed. Any person wishing to communicate or send information of a private or confidential nature to QIS or a third party is encouraged to do so by other means.
“Cookies” are small items of data that websites store in your browser. These data files contain information the site can use to track and organize the pages you have visited, and to gather information. Some of our web-based applications use “cookie” technology to measure site activity and tailor information to fit your personal interests. QIS uses both “session” and “permanent” cookies, both of which help us deliver a superior website experience that is designed to be fast, secure and personalized. You may decline cookies by configuring your web browser accordingly, but this may lead to reduced site functionality.
QIS collects some limited information about your connection to the Internet. This information includes your computer’s IP address, which is your numerical address on the Internet that lets our servers know where to send the web pages you view. This information is collected to help measure traffic to our site and the performance of our servers, and to help diagnose and address problems when they arise.
These Privacy Guidelines describe our commitment to privacy, and explain the principles that guide us in protecting the privacy and confidentiality of personal information.
Personal information is information about an identifiable individual. It includes, but is not limited to, health and financial information.
QIS, its directors, officers and employees, and its licensed representatives and other persons and organizations who act for, or on behalf of QIS are required to comply with these Privacy Guidelines.
Access to personal information is restricted to directors, officers, employees, licensed representatives, and other persons or organizations acting for, or on behalf of QIS who need the information in order to provide services to the client or QIS.
Our privacy principles
QIS is responsible for personal information in its control, including information that may be transferred to a service provider performing services for, or on behalf of QIS. QIS has established these Privacy Guidelines, and procedures and practices, to safeguard such personal information.
QIS identifies the purposes for which it collects personal information either before or at the time of collection.
QIS collects, uses and discloses personal information only with the consent of the individual, or as otherwise allowed by law. Consent to the collection, use, or disclosure of personal information may be express or implied, as appropriate. Individuals may withdraw their consent at any time, subject to legal or contractual restrictions and considerations.
QIS only collects personal information that is necessary for the purposes identified. Personal information is collected directly from the individual, and may, with consent or as otherwise allowed by law, be collected from other sources.
Use, disclosure and retention
Personal information is not, without consent, used or disclosed to a third party for any purpose other than that for which it was collected, unless such use or disclosure is required or allowed by law. This may include use or disclosure in order to protect QIS’s interests in civil proceedings and in proceedings involving criminal activity, fraud or misrepresentation.
QIS retains personal information only as long as necessary to fulfill the identified purpose or as otherwise required or allowed by law.
QIS uses reasonable efforts to ensure that personal information is accurate and complete for the purposes for which it is to be used.
QIS protects the security and confidentiality of personal information with safeguards appropriate to the sensitivity of the information.
QIS’s Privacy Guidelines are available to clients and the public. Upon written request addressed to the Chief Compliance Officer, we will provide a copy of these Guidelines, and respond to inquiries about our practices relating to personal information.
An individual may request to be informed of the existence, use and disclosure of personal information pertaining to him or her. QIS will provide appropriate access to such information that it holds. If QIS determines not to provide access to personal information, we will provide an explanation. Individuals may request the correction of personal information QIS holds about them, and if we find that what we have is incorrect, we will correct it.
Concerns, inquiries or requests
Any concern, inquiry or request related to privacy should be made in writing. For more information, contact us.