Fire Marque Inc. is a Canadian company licenced in all provinces and territories. Through its Indemnification Technology® process, Fire Marque Inc. is able to improve funding to fire departments.
PIPEDA sets out rules for the collection, use and disclosure of personal information in the course of commercial activity as defined in the Act.
1.1 The Principles of PIPEDA
“Business information” means the business name, business address, business telephone number, name(s) of owner(s), officer(s), and director(s), or whoever maybe insured under the “Insurance Policies”, business registration numbers (HST/GST). Although business information is not subject to PIPEDA, confidentiality of business information is treated with the same security measures by Fire Marque’s staff, members and Board members, as is required for individual personal information under PIPEDA.
“Claims” an amount requested for payment for an insured loss which falls under the terms of an insurance contract.
“Data Collection” means the gathering of information from the Standard Incident Report, but not limited to, computer files, and paper files and information on hard drives.
“Emergency Cost Recovery Proceeds” are funds recovered from the “Insurance Policies”.
“File” means the information collected in the course of recovering the emergency cost recovery proceeds.
“Fire Department” means a group of firefighters authorized to provide fire protection services by a municipality or First Nations Band.
“Incident Reports” are the statistical reports filed with Fire Marshals (also called Standard Incident Reports).
“Incident Sites” is the address or location of the incident.
“Indemnification Technology®” means the method of collecting data relating to fire department incident reporting, and property insurance policy wording interpretation with the intent of maximizing billing opportunities on behalf of fire departments. This is achieved by invoicing insurance companies for costs of fire department attendance with respect to insured perils.
“Individual” means the insured, the property owner(s) or the unnamed insured in the “Insurance Policies.”
“Insurers” as defined in the various provincial Insurance Acts.
“Insurance Policies” refers to those policies of insurance which have application to the fires dealt with by the various “Fire Departments” represented by Fire Marque. Insurance is a system under which individuals, businesses and other entities, in exchange for a sum of money called the premium, are guaranteed compensation for losses resulting from certain perils under specific conditions.
“Intellectual Property” is a distinct creation for which a set of exclusive rights are recognized, these rights include but are not limited to, copyrights, trademarks, patents and trade secrets.
“Losses” are the basis for which a claim for indemnity is made under the terms of an insurance policy.
“Personal information” means any information about an insured individual. It includes, without limitation, information relating to identity, address, telephone number, e-mail address, insurance company, insurance agent, insurance policy number.
2.0 Purposes of Collecting Personal Information
Personal information is collected in order to file claims to recover the fire departments emergency costs.
After recovery of the fire departments emergency costs under the limits of the insurance policy(s) the individual and/or insured’s names is deleted.
An individual’s consent may be required for the filing of an insurance claim in accordance with the Statutory Conditions of the Insurance Act.
4.0 Limiting Collection
5.0 Limiting Use, Disclosure and Retention
After recovery of the fire departments emergency costs under the limits of their insurance policy(s) the individual and/or insured’s names is deleted.
5.1 Use of Personal Information
Personal information will be used for only those purposes as permitted under PIPEDA and as set out in section 2.0
- Fire Marque will use personal information without the individual’s consent, where:
- the individual(s) insurance company allows it;
- an emergency exists that threatens an individual’s life, health or security;
- the information is publicly available;
- use is clearly in the individual’s interest, and consent is not available in a timely way.
5.2 Disclosure and Transfer of Personal Information
Personal information will be disclosed to only those Fire Marque employees, and the Board of Directors that need to know the information for the purposes of their work.
Personal information will not be disclosed to third parties without the individual’s knowledge and consent except:
- to a law enforcement agency in the process of a civil or criminal investigation;
- to a government agency or department requesting the information; or,
- as required by law.
PIPEDA permits Fire Marque to transfer personal information to a third party, without the individual’s knowledge or consent, if the transfer is simply for processing purposes and the third party only uses the information for the purposes for which it was transferred.
5.3 Retention of Personal Information
Personal information will be retained in the files as long as the file is active and for such periods of time as may be prescribed by applicable laws and regulations.
A file will be deemed inactive if the fire departments emergency recovery funds have been received.
Fire Marque endeavours to ensure that any personal information provided is accurate, current and complete as is necessary to fulfill the purposes for which the information has been collected, used, retained and disclosed. Individuals are requested to notify Fire Marque of any change in personal or business information.
Organizational Safeguards: Access to personal information will be limited to the claims file handler, and/or the accounts receivable officer.
Fire Marque employees, contract employees and/or Board of Directors are required to sign a non-disclosure/confidentiality agreement binding them to maintaining the confidentiality of all personal information to which they have access.
Physical Safeguards: Active files are stored in locked filing cabinets when not in use. Access to work areas where active files may be in use is restricted to Fire Marque employees.
All inactive files or personal information no longer required are shredded prior to disposal to prevent inadvertent disclosure to unauthorized persons.
Technological Safeguards: Personal information contained in the Fire Marque computers and electronic databases are password protected in accordance with Fire Marques’s Information
Security Policy. Access to any of the Fire Marque’s computers also is password protected. Fire Marque’s Internet router or server has firewall protection sufficient to protect personal and business information against virus attacks and “sniffer” software arising from Internet activity.
9.0 Individual Access
An Individual who wishes to review or verify what personal information is held by Fire Marque, or to whom the information has been disclosed (as permitted by the Act), may make a request for access, in writing, to the Fire Marque Chief Privacy Officer. Upon verification of the individual’s identity, the Chief Privacy Officer will respond within 60 days.
If the individual finds that the information held by Fire Marque is inaccurate or incomplete, upon the individual providing documentary evidence to verify the correct information, Fire Marque will make the required changes to the individual’s active file(s) promptly.
If an individual has a concern about Fire Marque’s personal information handling practises, a complaint, in writing, may be directed to the Fire Marque’s Chief Privacy Officer.
Upon verification of the individual’s identity, Fire Marque’s Chief Privacy Officer will act promptly to investigate the complaint and provide a written report of the investigation’s findings to the individual.
Where Fire Marque’s Chief Privacy Officer makes a determination that the individual’s complaint is well founded, the Chief Privacy Officer will take the necessary steps to correct the offending information handling practise and/or revise Fire Marque’s privacy policies and procedures.
Where Fire Marque’s Chief Privacy Officer determines that the individual’s complaint is not well founded, the individual will be notified in writing. If the individual is dissatisfied with the finding and corresponding action taken by Fire Marque’s Chief Privacy Officer, the individual may bring a complaint to the Federal Privacy Commissioner at the address below:
The Privacy Commissioner of Canada
112 Kent Street,
Ottawa, Ontario K1A 1H3
10.1 Questions/Access Request/Complaint
Chief Privacy Officer:
PO Box 2018,
Thornton, Ontario, L0L2N0
Amendment to Fire Marques’s Privacy Policies