© 2019 Open Access Ltd.
Effective Date: January 1, 2019
Personal Information We Collect
Personal information is any information about an identifiable individual. Most of the personal information we collect is received either directly from individual plan members (“Members”) or from sponsoring employers (“Sponsors”).
We collect personal information as necessary to allow us to provide retirement plan and related services. We collect name and contact information from Sponsor representatives.
In order to establish and operate individual plan member accounts, we require various kinds of personal information about Members including the following:
Name and contact information.
Social insurance number.
Place of employment.
Date of birth.
Family member information for spousal accounts.
Net worth including information about your savings, assets and investments.
Investment and retirement objectives.
Each Member is asked to complete an Investor Profile which provides us with the personal information required to set up and operate that Member’s account, including information that enables us to select the correct investment portfolio and update that portfolio selection as required.
How We Use Personal Information
We use Member personal information in order to establish, operate and maintain the Member’s account or retirement plan. This may include verifying a Member’s identity, evaluating a Member’s investment and retirement objectives and determining the suitability of our products and services for that Member and communicating with the Member, including providing periodic account statements, newsletters, and information about other products and services.
We use personal information relating to Sponsors and their representatives in order to establish, operate and maintain the Sponsor’s employee benefit plan. This includes providing plan related communications, and communications about other products and services.
We may use personal information as necessary to comply with our legal, regulatory, self-regulatory, audit and insurance requirements, and for other purposes with your consent or as permitted or required by law.
When We Disclose Personal Information
We may disclose personal information as necessary to meet legal, regulatory, industry self-regulatory, insurance, audit and security requirements, and otherwise with your consent or as permitted or required by law, including as necessary to comply with Canadian and foreign laws applicable to us or our service providers. For example, we disclose to the Canada Revenue Agency such information as is required by law for income tax reporting.
Our website may use tracking technologies, such as “cookies”. A “cookie” is a small text file containing
You may withdraw your consent to our collection, use and disclosure of personal information at any time, subject to contractual and legal restrictions and reasonable notice. For example, if you no longer wish to receive our newsletters or promotional communications, you may withdraw your consent at any time by contacting our Privacy Officer or by using the unsubscribe feature in the message, where applicable. However, if you withdraw your consent to certain collections, uses or disclosures of your personal information, we may not be able to continue to provide you with our products and services.
Safeguarding Your Personal Information
Personal information is maintained in a file on our servers (or those of our service providers) and will be accessible by authorized employees, agents and representatives who require access in order to provide products or services to you or to maintain those products or services. We employ various physical, electronic and procedural safeguards to protect your personal information.
Retention of Personal Information
We retain personal information for as long as is necessary to fulfill the purpose(s) for which it was provided, unless we are required or permitted by law to retain the information for a longer period. Personal information that is no longer needed is securely destroyed or made anonymous as appropriate.
Accuracy and Access
You may request access to or correction of the personal information we hold about you by writing to our Privacy Officer using the contact information set out in the “Questions or Concerns” section below. Your right to access or correct personal information is subject to applicable legal restrictions. If we are unable to provide access, where possible, we will provide reasons for our inability to do so. We may take reasonable steps to verify your identity before granting access or making corrections.
Questions or concerns
1 Richmond Street West, Suite 800