Our Commitment to Privacy

YFR (see definition below) is committed to maintaining the security, confidentiality and privacy of your personal information. YFR has always respected your privacy and has strived to be an open and accessible organization. This Privacy Policy documents our on-going commitment to you and has been developed in compliance with the British Columbia Personal Information Protection Act.

Scope Of Policy

This Policy applies to YFR (see definition below). This Policy addresses personal information about individuals and does not apply to the information collected, used or disclosed with respect to corporate or commercial entities. However, such information is protected by other YFR policies and practices and through contractual arrangements.

This Policy does not impose any limits on the collection, use or disclosure of the following information by YFR:

your business contact information;
publicly available information recognized under PIPA.

Definitions

In this Policy:

"YFR" means Yellow Fence Rentals and the YellowFenceRentals.com web application. YFR and the YellowFenceRentals.com web application are properties of The Yellow Fence Rental Company.
"collection" means the act of gathering, acquiring, or obtaining personal information from any source, including third parties, by any means.
"consent" means voluntary agreement to the collection, use and disclosure of personal information for specified purposes. Consent may be express or implied. Express consent can be given orally or in writing, it is unequivocal and does not require any inference on the part of YFR. Implied consent exists when YFR can reasonably infer consent based upon your action or inaction.
"disclosure" means making personal information available to a third party.
"personal information" means information about an identifiable individual but does not include business contact information of an individual. Personal information does not include information that is about corporate or commercial entities. It also does not include information that cannot be associated with a specific individual.
"PIPA" means the British Columbia Personal Information Protection Act S.B.C. 2003, c.63.
"third party" means an individual or organization other than YFR and you.
"Privacy Officer" means an individual designated by YFR who is accountable for YFR compliance with this Policy and who can be contacted as set out at the end of this Policy.
"use" means the treatment and handling of personal information by and within YFR.

1. Accountability

YFR is accountable and responsible for personal information under its control. YFR has designated a Privacy Officer who is accountable for YFR compliance with this Policy.

Accountability for YFR compliance rests with the YFR Chief Executive Officer who may delegate the day-to-day accountability to the Privacy Officer. Other individuals within YFR may be accountable for the day-to-day collection and processing of personal information or to act on behalf of the Privacy Officer. Ultimate accountability rests with The Yellow Fence Company’s Executive Management Team.

YFR will adopt procedures to protect personal information, receive and respond to complaints and inquiries, train staff regarding policies and procedures and communicate policies and procedures to you.

2. Purposes

When collecting information, YFR will state the purpose of collection and will provide, on request, contact information for the Privacy Officer who can answer questions about the collection.

YFR collects your personal information for the following reasons:

to provide and administer products and services requested and to use/disclose the information for any purpose related to the operation of accounts and the provision of requested products and services;
to provide information to third party suppliers of products and services, such as data service providers;
to provide the information to credit bureaus and other financial institutions to update credit information;
to protect YFR, yourself and others from fraud and error and to safeguard the financial interests of YFR;
to authenticate your identity;
to provide information to anyone working with or for YFR as needed for the operation of an account or the provision of requested products and services;
to collect debts owed to YFR;
to comply with legal and regulatory requirements.

The above collections, uses and disclosures are a necessary part of your relationship with YFR.

Other uses:

The entities comprising The Yellow Fence Company may use your personal information to offer their additional or alternative services to you and may add it to client lists which they prepare and use for this purpose;
YFR may share personal information The Yellow Fence Company and with other YFR authorized suppliers and agents which may offer their services to you;
YFR may contact you for survey purposes.

You may instruct YFR to refrain from using or sharing information in the three ways described above at any time by providing written notification to the YFR Privacy Officer. YFR acknowledges that the sharing of information in the three ways described above is at your option and you will not be refused services merely because you advised YFR to stop using or sharing information in these ways.

When personal information that has been collected is to be used for a purpose not previously identified, the new purpose shall be identified prior to use and consent for same shall be obtained from you unless the use is authorized or required by PIPA or other law.

3. Consent

YFR will obtain your consent to collect, use or disclose personal information except where YFR is authorized or required by PIPA or other law to do so without consent. For example, YFR may collect, use or disclose personal information without your knowledge or consent where:

YFR is collecting or paying a debt; or
YFR is obtaining legal advice; or
YFR reasonably expects that obtaining consent would compromise an investigation or proceeding; or
YFR is obtaining information under circumstances where a person is seriously ill or mentally incapacitated.

Your consent can be expressed, implied or given through an authorized representative such as a lawyer, agent or broker.

Consent may be provided orally, in writing, electronically, through inaction (such as when you fail to notify YFR that you do not wish your personal information collected/used/disclosed for optional purposes following reasonable notice of same), action, or otherwise. For example, oral consent could be expressed over the telephone when information is being collected; electronically when submitting an agreement, application or other information; or in writing when signing an agreement or application form.

You may withdraw consent at any time, subject to legal or contractual restrictions, provided that reasonable notice of withdrawal of consent is given to YFR. On receipt of notice of withdrawal of consent, YFR will inform you of the likely consequences of the withdrawal of consent, which may include the inability of YFR to provide certain products or services for which that information is necessary.

4. Limits On Collection Of Personal Information

YFR will limit collection of information to that which is reasonable and necessary to provide a product or service and which is reasonable and necessary for the purposes consented to by you. YFR will also collect information as authorized by PIPA or other law.

5. Limits For Using, Disclosing And Retaining Personal Information

Your personal information will only be used or disclosed for the purposes set out above and as authorized by PIPA and other law.

YFR will keep personal information used to make a decision affecting an individual for at least one year after using it to make the decision.

YFR will destroy, erase or make anonymous documents or other records containing personal information as soon as it is reasonable to assume that the original purpose is no longer being served by retention of the information and retention is no longer necessary for legal or business purposes.

YFR will take due care when destroying personal information so as to prevent unauthorized access to the information.

6. Accuracy

YFR will make a reasonable effort to ensure that personal information it is using or disclosing is accurate and complete. In some cases, YFR relies on you to ensure that certain information, such as your address or telephone number, is current, complete and accurate.

If you demonstrate the inaccuracy or incompleteness of personal information, YFR will amend the information as required. If appropriate, YFR will send the amended information to third parties to whom the information has been disclosed.

When a challenge regarding the accuracy of personal information is not resolved to your satisfaction, YFR will annotate the personal information under its control with a note that the correction was requested but not made.

7. Safeguarding Personal Information

YFR protects the personal information in its custody or control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal or similar risks.

YFR will take reasonable steps, through contractual or other reasonable means, to ensure that a comparable level of personal information protection is implemented by the suppliers and agents who assist in providing services to you. Some specific safeguards include:

physical measures such as locked filing cabinets;
organizational measures such as restricting employee access to files and databases as appropriate;
electronic measures such as passwords and firewalls;
regular reviews of processes in place to safeguard personal information; and
investigative measures where YFR has reasonable grounds to believe that personal information is being inappropriately collected, used or disclosed.

Confidentiality and security are not assured when information is transmitted through e-mail or other wireless communication. YFR will not be responsible for any loss or damage suffered as a result of a breach of security and/or confidentiality when you transmit information to YFR by e-mail or other wireless communication or when YFR transmits such information by such means at your request.

8. Openness

YFR is open about the policies and procedures it uses to protect your personal information. Information about these policies and procedures will be made available in writing and electronically. However, to ensure the integrity of our security procedures and business methods, YFR will not disclose sensitive information about its policies and procedures.

YFR will make available a description of the type of personal information held by YFR, and a general description of its use and disclosure.

9. Providing Access

You have a right to access your personal information held by YFR.

Your information, such as copies of statements, transaction slips and account agreements will be provided upon request and authentication of identity.

Upon written request and authentication of identity, YFR will provide you with your other personal information under its control, information about the ways in which that information is being used and a description of the individuals and organizations to whom that information has been disclosed.

YFR may charge a reasonable fee for providing information in response to a PIPA access request and will provide an estimate of any such fee upon receiving an access to information request. YFR may require a deposit for all or part of the fee.

YFR will make the information available within 30 days or provide written notice where additional time is required to fulfill the request.

In some situations, YFR may not be able to provide access to certain personal information. This may be the case where, for example, disclosure would reveal personal information about another individual, the personal information is protected by solicitor/client privilege, the information was collected for the purposes of an investigation or where disclosure of the information would reveal confidential commercial information that, if disclosed, could harm the competitive position of YFR. YFR may also be prevented by law from providing access to certain personal information.

Where an access request is refused, YFR will notify you in writing, document the reasons for refusal and outline further steps which are available to you.

10. Compliance

YFR will, on request, provide information regarding its complaint procedures.

Any inquiries, complaints or questions regarding this Policy should be directed in writing to the YFR Privacy Officer.

YFR will give appropriate notice of any amendments to this Policy.