Ormrod & Company LLP (the Firm) is committed to safeguarding the personal information entrusted to us by our clients. We manage your personal information in accordance with Alberta’s Personal Information Protection Act, the Code of Ethics of the Institute of Chartered Professional Accountants of Canada, and other applicable laws. This policy outlines the principles and practices we follow in protecting your personal information.
This policy applies to the Firm. This policy also applies to any person providing services on our behalf. A copy of this policy is provided to any client on request.
What is personal information?
Personal information means information about an identifiable individual. This includes an individual’s name, addresses and phone numbers, age, sex, marital and family status, any identifying numbers, and financial information.
What personal information do we collect?
The Firm collects only the personal information that we need for the purposes of providing services to our clients, including personal information needed to:
Contact clients about appointments
Follow up with clients to determine satisfaction with our services
Deliver requested services, i.e. the filing with the Canada Revenue Agency and the provincial treasurer of Alberta of personal and corporate income tax returns
Representation for our clients with the Canada Revenue Agency and the provincial treasurer of Alberta, either verbally or in writing
Integrity & due care
Personal character & ethical conduct
The Firm normally collects client information directly from our clients. We may collect our information from other persons with your consent or as authorized by law.
The Firm informs our clients, before or at the time of collecting personal information, of the purposes for which we are collecting the information. However, we do not provide this notification when a client volunteers information for an obvious purpose (for example, producing a credit card for payment for our services when the information will be used only to process the payment).
The Firm asks for consent to collect, use or disclose client personal information, except in specific circumstances where collection, use or disclosure without consent is authorized or required by law. We may assume your consent in cases where you volunteer information for an obvious purpose.
In cases where we collected personal information before January 1, 2004, the Firm assumes your consent to our use and, where applicable, disclosure for the purpose for which the information was collected.
The Firm asks for your express consent for some purposes and we may not be able to provide certain services if you are unwilling to provide consent to the collection, use or disclosure of certain personal information. Where express consent is needed we will normally ask clients to provide their consent in writing by signing a consent form, by checking a box on a form, or electronically, (by clicking a button).
A client may withdraw consent to the use and disclosure of personal information at any time, unless the personal information is necessary for us to fulfil our legal obligations.
The Firm will respect your decision, but we may not be able to provide you with certain services if we do not have the necessary personal information.
The Firm may collect, use or disclose client personal information without consent only as authorized by law. For example, we may not request consent when the collection, use or disclosure is reasonable for an investigation or legal proceeding, to collect a debt owed to our organization, or when the personal information is available from a public telephone directory or other public sources.
How do we use and disclose personal information?
The Firm uses and discloses client personal information only for the purposes for which the information was collected, except as authorized by law. For example, we use client information to create a file in our office. We also use client information to deliver documents to a specified address. The law also allows us to use that contact information for the purpose of collecting a debt owed to our organization, should that be necessary.
If we wish to use or disclose your personal information for any new business purpose, we will ask for your consent.
How do we safeguard personal information?
The Firm makes every reasonable effort to ensure that client information is accurate and complete. Each of our staff members signs a Confidentiality Agreement on an annual basis which reads, in part, as follows:
“Confidential information includes all clients’ records, written information about clients in engagement files …... (and) client lists. It also includes conversations between clients and partners and/or staff, between staff and staff, and between partner and staff. I accept the responsibility to safeguard and keep confidential any information related to clients of the Firm that is required to be kept confidential and safeguarded in accordance with the Firm’s policy and specific client instructions or agreements. I agree that at no time, during or after the end of my employment with the Firm, unless expressly authorized, will I disclose to any person or make use of confidential information as described above.”
Our staff has also read and signed an agreement to abide by the ‘Rules of Professional Conduct’ as laid out by the Institute of Chartered Accountants of Alberta, which includes:
The Firm relies on our clients to notify us if there is a change to their personal information that may affect their relationship with our organization or the service we provide to them. If you are aware of an error in our information about you, please let us know and we will correct it on request wherever possible.
The Firm protects client personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure or modification of personal information, as well as any unauthorized access to personal information. Paper-based files are stored in secure operating premises. Electronic files are maintained in a secure environment with restricted access.
Unsolicited resumes will be treated as transitory records and, if not acted upon, will be destroyed immediately in a secure manner. Otherwise, the information contained in the resume and/or cover letter will be treated in the same manner as that of our employees.
The Firm retains client personal information only as long as is reasonable to fulfil the purposes for which the information was collected or for legal or business purposes (i.e. the Canada Revenue Agency requires that we store client information in a secure location for a period of six years).
The Firm uses appropriate security measures when destroying client personal information, including shredding paper records and permanently deleting electronic records.
Our website at www.ormrod.ca contains links to other websites that are not affiliated with us. We do not monitor or maintain the privacy practices of these websites, and we do not have authority over them. We do not assume any responsibility for their privacy practices and policies. When you are on our website, if you send a comment or question to our office via the website, the Firm will not disclose any of your personally identifiable information except under special circumstances, such as when we believe in good faith that the law requires such a disclosure.
Clients of the Firm have a right of access to their own personal information in a record that is in our custody or under our control, subject to some exceptions. For example, organizations are required under the Personal Information Protection Act to refuse to provide access to information if that disclosure would reveal confidential personal information about another individual, or confidential corporate information. Access may also be refused if the information is privileged or contained in mediation records.
If we refuse a request in whole or in part, we will provide the reasons for the refusal. In some cases where exceptions to access apply, we may withhold that information and provide you with the remainder of the record.
You may make a request for access to your personal information by writing to Ormrod & Company LLP. You must provide sufficient information in your request to allow us to identify the information you are seeking.
You may also request information about our use of your personal information and any disclosure of that information to persons outside our organization. For personal information collected before January 2004, if we do not have a record of disclosures, we will provide information about any disclosure of your information that is likely to have occurred.
You may also request a correction of an error or omission in your personal information.
We will respond to your request within 45 calendar days, unless an extension is granted.
Questions and Complaints
If you have a question or concern about any collection, use or disclosure of personal information by Ormrod & Company LLP, or about a request for access to your own personal information, please contact:
Ormrod & Company
203, 12 Perron Street
St. Albert, Alberta T8N 1E4
If you are not satisfied with the response you receive, you should contact the Information and Privacy Commissioner of Alberta:
Office of the Information and Privacy Commissioner of Alberta
Suite 2460, 801 – 6 Avenue SW
Calgary, Alberta T2P 3W2
Toll Free: 1-888-878-4044