Request Access or Correction to Personal Information

Request to Access Personal Information

1. The individual or their authorized representative must make a request for access to personal information to the Company’s Privacy Officer in writing using the Request to Access Personal Information form.

2. An authorized representative includes a person designated as a power of attorney, a personal guardian, or a person authorized by an individual to act on that individual’s behalf. Copies of supporting documentation must accompany the request.

3. The Privacy Officer will make a note of the date the request is received and confirm with the individual that the request has been received.

4. A request for information shall provide sufficient particulars to enable identification of the record. The Privacy Officer may contact the requester for more information in order to ensure they understand what information is being requested.

5. If the request involves significant work on the Company’s part an estimated charge, approved by the Privacy Officer, will be provided to the person making the request for approval prior to proceeding.

6. In certain situations, the Company may not be able to provide access to all personal information it holds about an individual. Exceptions for not granting access may include information that refers to other individuals, information subject to legal, security or proprietary restrictions, and information that is subject to solicitor-client or litigation privilege.

7. The Privacy Officer will provide an explanation if full access to personal information is not provided.

8. Where the Company is not the direct collector of personal information about an individual, the Company will indicate the source of this information where possible, and may suggest that the individual contact the source directly to request access to their personal information.

Timing and Format of Response

1. Timelines for responding to a request for access to information are as provided in the Personal Information Protection Act (PIPA).

2. The Company will notify the individual with information regarding their request within 30 days of receipt of the request.

3. The Company will only provide personal information requested by an individual directly to the requester in person or by mail.

Third Party Requests by Legal / Law Enforcement Representatives

1. Requests for individual personal information by the executor of the individual’s estate, law enforcement agencies or legal counsel must be directed to the Company’s Privacy Officer.