PRIVACY POLICY
Eastbay I.T. Consulting Inc. is committed to protecting
your privacy and the privacy of your personal information.
We will do so through the responsible collection, use
and disclosure of personal information according to
the principles outlined in the Personal Information
Protection and Electronic Documents Act (PIPEDA).
Eastbay I.T. Consulting Inc. (“Eastbay”)
is an Information Technology Services company specializing
in providing superior technology consulting to small
and medium sized businesses. Eastbay’s customers
typically have limited technology resources and tight
budgets but the need for flexible, powerful and scalable
technology solutions. We collect, use and disclose personal
information pertaining to our existing and potential
clients in order to provide a high quality service for
our clients.
What is Personal Information?
“Personal Information” is information about
an identifiable individual. In other words, it reveals
a distinctive trait about you or helps others identify
you such as age, address, sex, ethnic background, or
activities. It does not include business information
such as a business address or business phone number
as this type of information is not protected by PIPEDA.
Types of Personal Information Collected and Used
Primarily, Eastbay collects and uses information about
its clients, and potential clients, who utilize our
products or services or intend to utilize our products
or services. Eastbay collects information directly from
individuals and/or their agents/employers who have authority
to provide this information. For example, Eastbay collects
personal contact information such as name, address,
and phone number as well as information to receive payment
and collect accounts such as credit card data.
10 Privacy Principles
1. Accountability
Eastbay is responsible and accountable for all of the
personal information under its control and has designated
Jeff Ridout, Investor Relations Contact at Eastbay,
as its Privacy Officer and the person who is accountable
for compliance with its privacy policy and procedures.
2. Identifying Purposes: Why does Eastbay collect and
use personal information?
When Eastbay collects personal information, we will
explain how we intend to use it, before or at the time
of collection. The information collected will only be
used for those purposes. Eastbay collects and uses personal
information necessary to achieve the following purposes:
Tenants:
1. To provide technical or training services to clients;
2. To enable us to contact existing and potential clients;
3. To establish and maintain communications with existing
and potential clients;
4. To update our contact information database;
5. To accommodate and process the payment of fees, invoice
clients for services and to collect unpaid accounts;
6. To advise existing and potential clients of additional
services that we offer;
7. To obtain access to the clients computer hardware
as required by the client;
8. To obtain feedback and to conduct reviews of our
services to ensure a high quality of service;
9. To comply with the law.
Investors:
1. To provide services to our investors;
2. To contact existing and potential investors;
3. To establish and maintain communications with existing
and potential clients;
4. To update our contact information database;
5. To accommodate and process the payment of fees for
services rendered;
6. To accommodate the payment of a return to our investors;
7. To advise its investors and potential investors of
new opportunities or services that we offer;
8. To obtain feedback and to conduct reviews of our
services to ensure a high quality of service;
9. To comply with the law.
If, as an investor, you do not wish to receive newsletters,
promotional material or continuing education information,
we will respect your wishes and remove you from any
mailing or e-mailing lists.
3. Obtaining your Consent
Your knowledge and consent to the collection, use and
disclosure of personal information is important to us.
We endeavour to use clear, understandable language when
obtaining your consent. We rely on the following actions
to indicate your consent:
• Your voluntary provision of personal information
directly to Eastbay for the purpose of inquiring into
our services, acquiring our services or investing with
us;
• Your express written consent when entering into
and signing a technical support agreement with Eastbay;
• Your express written consent when investing
money with Eastbay;
• Your express written consent solicited for a
specific purpose.
What if you object to Eastbay’s collection, use
or disclosure of personal information?
You may withdraw your consent at any time. Eastbay will
inform you of the consequences of withdrawing consent.
In some cases, withdrawing of consent may mean that
we cannot provide you with the services or products
requested.
4. Limiting Collection of Personal Information
Eastbay will only collect personal information that
is necessary for the purposes identified above. Furthermore,
we will only collect personal information by fair and
lawful means.
Be assured that Eastbay does not sell or rent personal
information. Eastbay will not disclose personal information
to a third party that is not affiliated with or contracted
with Eastbay to provide its products and services unless
it is in accordance with the purposes identified above
or as required by law. Eastbay may be required to disclose
personal information to third parties that provide services
to it including, but not limited to, the following:
• Contractors / Technical Support workers:
o to facilitate repair / upgrades to clients IT Infrastructure;
and
• Collection Agencies:
o to facilitate the collection of overdue accounts;
• Any other third party as permitted by law.
However, Eastbay takes precautions to ensure that your
personal information is protected by these third parties
at a level comparable to Eastbay. Within Eastbay, your
information is shared amongst its employees on a need-to-know
basis.
Eastbay retains personal information for as long as
necessary to fulfill the purposes for which the personal
information is required as described above. When personal
information is no longer required it will be safely
and securely destroyed.
6. Accuracy: How accurate is the personal information
held by Eastbay?
Eastbay makes every reasonable effort to ensure the
accuracy and currency of your personal information so
that we may fulfill the specific purpose for which personal
information is held as described above. If your personal
information changes, please advise us and we will make
the appropriate changes based on sufficient evidence.
7. Safeguards: How secure is your personal information?
Eastbay takes every reasonable precaution to protect
your personal information and takes precautions appropriate
to the sensitivity of the information. Personal information
is kept under supervision or stored in a locked filing
cabinet that is not accessible to the public. Passwords
are used on all computers and periodically changed.
When sending personal or sensitive information over
email, we make every attempt to encrypt that information.
8. Openness:
Eastbay has prepared this privacy policy to keep you
informed. Furthermore, Eastbay aspires to be open
about how we use personal information. If you have
any additional questions about this policy, please
contact Jeff Ridout by phone at 416-848-9493 or email
at jridout@eastbay.ca.
9. Individual Access: How do you access personal information
held by Eastbay?
Upon written request, you have the right to access
your personal information including whether we hold
personal information, what personal information we
have, and to whom it has been disclosed. You may send
a written request to Jeff Ridout at 25 Price Street,
Toronto, ON M4W 1Z1 or email a request to agaudet@eastbay.ca.
We will make every effort to comply with your request
within 30 days. There may be a nominal fee charged
to copy your information. Advance notice will be provided
if that is the case.
If there is a discrepancy, personal information may
be changed with sufficient evidence. If we do not
agree with the error or omission, we will inform you
in writing.
There are exceptions to your right to access personal
information in our possession. We may refuse your
request for access in certain circumstances including,
but not limited to, the following: where access would
reveal personal information about another individual,
where access would be prohibitively costly, where
access may affect the security of another individual
or is related to the detection or prevention of fraud.
10. Challenging Compliance: What if you have a question
or concern about this Privacy Policy or Eastbay’s
privacy practices?
For any questions or concerns relating to this privacy
policy or privacy practices, you should contact:
Jeff Ridout 1099a Yogne Stt Toronto, ON M4W 2L7 Telephone:
416-848-9493 Email: jridout@eastbay.ca
Any formal complaints must be made in writing to our
Compliance Officer at the above address.
If you are not satisfied with Jeff Ridout’s
response to a privacy related inquiry or complaint,
you may contact: The Office of the Privacy Commissioner
of Canada 112 Kent Street Ottawa, ON K1A 1H3 1-800-282-1376
Website: www.privcom.gc.ca
This privacy policy is made pursuant to the provisions
and principles identified in the Personal Information
Protection and Electronic Documents Act. That legislation
is complex and provides a number of additional exceptions
to the general privacy principles in that Act and
this policy. Those exceptions are too detailed to
set out in this policy and we encourage you to review
the legislation, which can be found at the web site
of the Office of the Privacy Commissioner of Canada
identified above.
