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Chims Guest House Privacy Policy

June 17, 2023

 

Personal Information Protection

Private Sector Privacy Legislation

Personal Information Protection Policy
 


 

Chims Guest  House

 Personal Information Protection Policy

 

At Edmond and Naomi Nicholson DBA Chims Guest house, we are committed to providing our Guests, Vendors, Booking Organizations with exceptional service.  As providing this service involves the collection, use and disclosure of some personal information about our clients, customers, members, protecting their personal information is one of our highest priorities.

 

While we have always respected our Guests, Vendors, Booking Organizations privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of British Columbia’s Personal Information Protection Act (PIPA).  PIPA, which came into effect on January 1, 2004, sets out the ground rules for how B.C. businesses and not-for-profit organizations may collect, use and disclose personal information.

 

We will inform our Guests, Vendors, Booking Organizations of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.

 

This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting Guests, Vendors, Booking Organizations personal information.  Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our Guests, Vendors, Booking Organizations personal information and allowing our Guests, Vendors, Booking Organizations to request access to, and correction of, their personal information.
 

Scope of this Policy 

 

This Personal Information Protection Policy applies to Edmond and Naomi Nicholson DBA Chims Guest House.

 
Definitions

 

Personal Information –means information about an identifiable individual.

E.G. Reservations Require Legal Name, Home Address and Phone Number, Vehicle Information and License Plate, Additional Guests Names, Credit Card Number and Billing Address..  Personal information does not include contact information (described below).

 

 

Contact information – means information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email or business fax number.  Contact information is not covered by this policy or PIPA.
 

Privacy Officer – means the individual designated responsibility for ensuring that Edmond and Naomi Nicholson DBA Chims Guest House complies with this policy and PIPA.

 

Policy 1 – Collecting Personal Information

1.1  Unless the purposes for collecting personal information are obvious and the Guests, Vendors, Booking Organizations voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.

1.2  We will only collect Guests, Vendors, Booking Organizations information that is necessary to fulfill the following purposes:

 

Examples  include:

  • To guarantee a hotel reservation;

  • To verify identity; To confirm guest’s reservation we may collect name, home address,  email, phone

  • To verify creditworthiness; To extend credit guests, vendors, booking organizations

  • To identify Guests, Vendors, Booking Organizations preferences;

  • To understand accommodation and financial needs of our Guests, Vendors, Booking Organizations;

  • To open and manage a credit account;

  • To ensure a high standard of service to our Guests, Vendors, Booking Organizations;

  • To meet regulatory requirements;

  • To assess suitability for short term bookings (30 Days);

  • To collect and process payments;

 

 

Policy 2 – Consent

2.1  We will obtain Guests, Vendors, Booking Organizations consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).

2.2  Consent can be provided [include the methods that apply to your organization: e.g., orally, in writing, electronically, through an authorized representative] or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the Guests, Vendors, Booking Organizations voluntarily provides personal information for that purpose.

2.3  Consent may also be implied where a Guests, Vendors, Booking Organizations is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products, fundraising and the Guests, Vendors, Booking Organizations does not opt-out.

2.4  Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), Guests, Vendors, Booking Organizations can withhold or withdraw their consent for Name of organization to use their personal information in certain ways.  A Guests, Vendors, Booking Organizations decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product.  If so, we will explain the situation to assist the Guests, Vendors, Booking Organizations in making the decision.

2.5  We may collect, use or disclose personal information without the Guests, Vendors, Booking Organizations knowledge or consent in the following limited circumstances:

 

  • When the collection, use or disclosure of personal information is permitted or required by law;

  • In an emergency that threatens an individual's life, health, or personal security;

  • When the personal information is available from a public source (e.g., a telephone directory);

  • When we require legal advice from a lawyer;

  • For the purposes of collecting a debt;

  • To protect ourselves from fraud;

  • To investigate an anticipated breach of an agreement or a contravention of law

 

 

Policy 3 – Using and Disclosing Personal Information

3.1  We will only use or disclose Guests, Vendors, Booking Organizations personal information where necessary to fulfill the purposes identified at the time of collection [or for a purpose reasonably related to those purposes such as:

 

Fill in any related purposes for which your organization uses or discloses personal information.  Examples that may be applicable to your organization, include:

  • To conduct Guests, Vendors, Booking Organizations surveys in order to enhance the provision of our services;

  • To contact our Guests, Vendors, Booking Organizations directly about products and services that may be of interest;

3.2  We will not use or disclose Guests, Vendors, Booking Organizations personal information for any additional purpose unless we obtain consent to do so.

3.3  We will not sell Guests, Vendors, Booking Organizations lists or personal information to other parties unless we have consent to do so.

 

Policy 4 – Retaining Personal Information

4.1  If we use Guests, Vendors, Booking Organizations personal information to make a decision that directly affects the guests, vendors, booking organizations, we will retain that personal information for at least one year so that the Guests, Vendors, Booking Organizations has a reasonable opportunity to request access to it.

4.2  Subject to policy 4.1, we will retain Guests, Vendors, Booking Organizations personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.

 

Policy 5 – Ensuring Accuracy of Personal Information

5.1  We will make reasonable efforts to ensure that Guests, Vendors, Booking Organizations personal information is accurate and complete where it may be used to make a decision about Guests, Vendors, Booking Organizations r or disclosed to another organization.

5.2  Guests, Vendors, Booking Organizations may request correction to their personal information in order to ensure its accuracy and completeness.  A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought.

 A request to correct personal information should be forwarded to the Privacy Officer Naomi Nicholson.

5.3  If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year.  If the correction is not made, we will note the guests’, vendors’, booking organizations’ correction request in the file.

 

 

Policy 6 – Securing Personal Information

6.1  We are committed to ensuring the security of Guests, Vendors, Booking Organizations  personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.

6.2  The following security measures will be followed to ensure that Guests, Vendors, Booking Organizations  personal information is appropriately protected:

The use of locked filing cabinets; physically securing offices where personal information is held; the use of user IDs, passwords, encryption, firewalls; restricting employee access to personal information as appropriate (i.e., only those that need to know will have access; contractually requiring any service providers to provide comparable security measures.

6.3  We will use appropriate security measures when destroying client’s, customer’s, member’s personal information such as:  shredding documents, deleting electronically stored information.

6.4  We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.

 

Policy 7 – Providing Clients, Customers, Members Access to Personal Information

 7.1  Guests, Vendors, Booking Organizations have a right to access their personal information, subject to limited exceptions.

7.2  A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.   A written request to access personal information should be forwarded to the Privacy Officer Naomi Nicholson

7.3  Upon request, we will also tell Guests, Vendors, Booking Organizations how we use their personal information and to whom it has been disclosed if applicable.

7.4  We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.

7.5  A minimal fee may be charged for providing access to personal information.  Where a fee may apply, we will inform the Guests, Vendors, Booking Organizations of the cost and request further direction from the Guests, Vendors, Booking Organizations on whether or not we should proceed with the request.

7.6  If a request is refused in full or in part, we will notify the Guests, Vendors, Booking Organizations  in writing, providing the reasons for refusal and the recourse available to the Guests, Vendors, Booking Organizations .

 

Policy 8 – Questions and Complaints:  The Role of the Privacy Officer or designated individual

8.1  The Privacy Officer Naomi Nicholson is responsible for ensuring Edmond and Naomi Nicholson DBA Chims Guest House compliance with this policy and the Personal Information Protection Act.

8.2  Clients, Customers, Members should direct any complaints, concerns or questions regarding Edmond and Naomi Nicholson DBA Chims Guest House’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the Guests, Vendors, Booking Organizations may also write to the Information and Privacy Commissioner of British Columbia.

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