Policy objectives

In carrying out our business, under both the Privacy Act and the Personal Information Protection and Electronic Documents Act (PIPEDA, www.jamesbuiltsaddlery.ca collects personal information in order to carry out and complete a retail transaction and, ultimately, have the item reach its destination to you the buyer. www.jamesbuiltsaddlery.ca is committed to respecting the privacy rights of everyone whose personal information we have collected.  Please also see our Website Terms and Conditions to see how this policy applies to our website.

Why we collect personal information

We collect personal information as it relates to processing, completing and mailing your online retail transaction. We may also collect personal information for administrative reasons, such as providing individuals with sales notices, publications or other information that they ask for.

We can only use your personal information for the purposes listed above for which it was obtained or for a use consistent with that purpose.

What personal information do we collect?

We collect information from you that is directly related to your registration on the website, placing an order, entering a contest or sweepstakes, responding to a survey or communicating by email, or participating in another site feature. This information will be collected directly from the individual who registers on the site.

When registering and ordering, we may ask for your name, email address, mailing address, telephone or cellular number, credit card information, and other information as applicable to your purchase. You may also visit our website anonymously.

Who sees your personal information and how do we use it?

We will not disclose your personal information without your consent.  We will aim to disclose only the specific information that is needed to complete your purchase and process your transaction, such as processing your credit card number and addressing a parcel or letter, or contacting you with an inquiry, administering a contest, promotion, survey or other site feature.

Access to your personal information will be restricted to those staff members or employees who need the information in order to carry out their job duties.  Those employees will maintain the information in the strictest of confidence and will not provide access to the information to anyone who is not authorized. The level of employee access to personal information will be granted on a need-to-know basis.

All individuals www.jamesbuiltsaddlery.ca hires under contract or other means to conduct business on its behalf will be required to respect the provisions of the Privacy Act and well as this Policy and related internal procedures. Violations of any part of the contractual agreement may result in termination of the contract.

If you have agreed to receive our email newsletters or notices of sales, we may periodically send them to you. If you no longer wish to receive promotional emails or notices of sales, you may opt-out from this service. Please read our “How you can Opt Out” section.

How do we protect your information?

We implement a variety of security measures to protect your personal information from loss or theft, unauthorized access, use or disclosure, modification or destruction through appropriate administrative, technical and physical security measures and safeguards.

Consent

Wherever possible, we seek a person’s consent before we collect their personal information.  We will not use your personal information without your consent unless it is either for the same purpose for which the information was originally collected or compiled or consistent with that purpose.

Retention and destruction of personal information

We are responsible for ensuring that all personal information is managed with a set life cycle. The personal information we use shall be retained for at least two (2) years.

Do we disclose personal information to outside parties?

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. We may release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others’ rights, property or safety.

Access or corrections to personal information

Individuals do not always need to use the Privacy Act to access to or correct their personal information (e.g. informal request). However, they do have the right to formally request access or corrections to their personal information under the Privacy Act. People also have the right under the Access to Information Act to formally request access to information in our files which may contain their personal information.

Only formal access requests to personal information under the Privacy Act provide you with the right to complain to the Ad Hoc Privacy Commissioner should you be unhappy with the outcome. Likewise, you can only request a correction of your personal information if it has been provided under an official access request pursuant to the Privacy Act.   Moreover, only formal access requests for information under the Access to Information Act provide you with the right to complain to the Information Commissioner should you be unsatisfied with the result of your request.

Our staff is required to direct individuals who request formal access or corrections to their personal information to management of www.jamesbuiltsaddlery.ca.

Once we receive a formal request under the Privacy Act or the Access to Information Act, we will respond according to which law the request was made under.

We make every effort to ensure that information we use to make a decision that directly affects someone is as accurate, up-to-date and complete as possible. This also applies to personal information disclosed to third parties.

In cases of access outside of the Privacy Act and the Access to Information Act (e.g. informal access request), we give individuals a reasonable chance to review their personal information, within a reasonable timeframe. If copies are requested, we provide them when possible.

Personal information may be unavailable because it has been destroyed, erased or made anonymous in accordance with information retention policies. To the extent possible, we will inform the individual of the reasons why personal information no longer exists.

Usually, we will rely on the individual to ensure that factual personal information is accurate, up-to-date and complete.  An individual may request a correction to their personal information if it was used in a decision that directly affected them. If an individual is able to prove that their personal information is inaccurate or incomplete, we will correct it. Correction of opinion will normally be made if the individual was the source of the opinion and the opinion does not concern anyone else. Corrections will not normally be made to opinions given by other people about an individual unless there is a reason to believe that the source of the opinion was unreliable. If the source of the opinion agrees that their opinion was based on incorrect information, that opinion could be corrected.

If a challenge regarding the accuracy of personal information is not resolved to someone’s satisfaction, we will, at the request of the individual, place a note on the personal information in question advising that a correction was requested but not made. An individual has the right to have a document outlining their version of the matter included on the file.

If the information in question was disclosed to and used by a third party to make an administrative decision about the individual within the 2 years preceding the correction or notation being made, the individual may request that party be notified of the relevant correction or notation.

Our roles and responsibilities

We are responsible for the personal information that we collect, retain, use, disclose, and destroy in the course of our business.  We will continue to develop policies and practices to ensure that personal information is handled in strict accordance with the Privacy Act. www.jamesbuiltsaddlery.ca  is responsible for overseeing the implementation of those policies and practices, including:

• providing consistent training for all staff, (including casual staff and contractors) as outlined in the Employee Privacy Policy, this Policy and our expectations with respect to the handling of personal information;
• ensuring open, full and timely communication with employees and individuals about our policies, practices, and expectations with respect to the handling of personal information;
• establishing standards for classifying the sensitivity of personal information, to determine the appropriate level of security required for the information;
• working with staff to ensure  that personal information is safeguarded from improper access, loss, use, disclosure or destruction through;
  • the implementation of systems to ensure that only our staff whose responsibilities require access to personal information are granted access to that information;
  • the inclusion of specific provisions in contracts or other arrangements with third parties, that require adherence to the Privacy Act as well as to this Policy and other internal procedures;
• ensuring procedures are in place under which individuals may request access to their personal information, request correction of their personal information, and file complaints concerning the management of their personal information;
• ensuring procedures are in place under which individuals are notified of an improper collection, retention, use, disclosure or destruction of their personal information; and
• monitoring the degree of compliance with this Policy and, where required, initiating action to correct any issues.

Employees – staff that collects personal information on our behalf will be required to explain the purpose(s) for which the information is being collected. If unable to do so, they will be required to refer the individual to someone within our office who is able to explain the purpose(s). It is every James Built Saddlery employee’s duty to inform themselves of their obligations under this Policy and the Privacy Act. Employees must report any and all violations of the Policy or the Act to their manager or supervisor.

Managers and Supervisors – along with the responsibilities noted above, managers and supervisors must instruct their staff to respect the Policy and the Act. They must also examine and/or make inquiries into any issues brought to their attention concerning this Policy and the Act. When appropriate, managers and supervisors must notify, work with, or refer certain matters to the CPO or owners of www.jamesbuiltsaddlery.ca.

Chief Privacy Officer – the Chief Privacy Officer (CPO) will provide advice and guidance to Senior Management, managers, supervisors, and employees of www.jamesbuiltsaddlery.ca  with respect to the treatment of personal information within our Office. The CPO will also act as the main point of contact for individuals seeking information or who have concerns about our handling of their personal information. The CPO is the Director of ATIP and reports to the Privacy Commissioner of Canada.

Director of ATIP – Along with all of the responsibilities noted above, the Director of ATIP is responsible for the proper application of the Privacy Act and policies with respect to individuals’ personal information and their access to it.

Violation of this Policy through intent or neglect may result in disciplinary action up to and including termination of employment or association with www.jamesbuiltsaddlery.ca.  Legal sanctions may also be pursued if appropriate.

How can you opt-out, remove or modify information you have provided to us?

To modify your email subscriptions, please let us know by modifying your preferences in the “My Account” section.  Please note that this modification may not take immediate effect, or stop emails already in production.

To delete all your online account information from our database, sign into the “My Account” section of our website and remove your shipping address(es), billing address(es) and payment information.  Please note that we may maintain information about an individual sales transaction in order to service that transaction and for record keeping.

Third party links

In an attempt to provide you with increased value, we may include third party links on our site. These linked sites have separate and independent privacy policies. We, therefore, have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these linked sites (including if a specific link does not work).

Questions or complaints

Questions or concerns may be brought to the attention of any employee. If they are unable to help, the employee must refer the matter to their immediate supervisor or member of management staff. We welcome your questions, comments, and concerns about privacy. Please send us any and all feedback pertaining to privacy, or any other issue.

Changes to our policy

If we decide to change our privacy policy, we will post those changes on this page. Policy changes will apply only to information collected after the date of the change. This policy was last modified on March 30, 2019.

Online/Offline policy

This online/offline privacy policy applies to information collected through our website and through our store.

Terms and conditions

Please visit our Terms & Conditions section establishing the use, disclaimers, and limitations of liability governing the use of our website.

Where an individual is not satisfied with the actions we may have taken to rectify a matter, or with the explanations given, they will be informed of their right to file a Privacy Act complaint and will be given direction as to how to do so. Please note that we do not investigate our own actions with respect to compliance with the Privacy Act. Any related complaints are independently investigated by the Ad Hoc Privacy Commissioner.

Date modified: March 30, 2019