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Personal Information and Privacy Policy
CRM Systems Inc
The following is an outline of the CRM Systems Inc (hereinafter referred to as
"CRM Systems") Personal Information and Privacy Policy. This policy
is effective April 1, 2007. Any questions, comments or issues pertaining to this
policy should be forwarded to our Privacy Officer, at the email address:
privacy@crmsystemsgroup.com
This policy addresses the collection, use, disclosure and security of your personal
information. You should read this policy prior to using this web site and prior
to engaging either of the organizations above for products or services. This policy
adheres to the Canadian Personal Information Protection and Electronic Documents
Act, and applies to you regardless of whether you reside in Canada or not.
Table of Contents
Section A. What is Personal Information
Section B. Collection of Information
Section C. Use of Information
Section D. Access to Information
Section E. Nondisclosure of Personal Information.
Section F. Use of non-personal information
Section G. Security
Section H. Disclaimer
Section I. Contact Information
Section A. What is Personal Information
For the purposes of this policy, Personal Information is defined as: information
about a private individual regarding their non-work contact information (including
email address), credit and financial information, purchase and order history, and
other information specifically related to that individual and or their family.
Personal information does not include:
- Contact information that would appear on your business card such as name, title,
phone, fax, email, company name, credentials or other similar information
- Email, voice, or paper based messages sent or received from us, to you, or vice-versa
- The work product of any company or person who is employed by a company, business
or other legal entity
- Email messages, whether they are for business purposes or not.
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- Financial, purchase, credit, or other similar information about a Inc, partnership,
sole proprietor or non-profit organization
- Invoices, cheques, or other records of payment for products, services or other transactions
- Information obtained from third parties regarding topics such as credit checks,
references, opinions, notes or other related information where the subject of the
item is a business, or an employee of a business and the information refers to the
business or the work product of the individual
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Section B. Collection of Information
Personal information is collected by us primarily as the result of us being engaged
by an individual for the purposes of providing products or services. At the time
our services are engaged, we will request information from a individual such as:
- Full name, phone number, fax, email address, and other general contact information
If you send or receive email, fax, phone, or paper based messages to us, we will
collect and archive those communications for future reference. This is done to facilitate
customer service, and improve our ability to interact and react to our ongoing relationship.
The CRM Systems web site actively collects information about you and your movements.
We may place cookies within your web browser for the purposes of facilitating your
interaction with the web site.
If at any point you submit a "form" that requests your contact information,
that information will be electronically captured, in addition to the contents of
the form itself, and permanently archived within our information systems.
If at any point you log into any sections of our web site in the capacity of a visitor,
customer, or other individual, we will create and maintain records of the date/time
you logged into our systems.
Section C. Use and Maintenance of Information
21CRM will document and archive your information for as long as we have an ongoing
business relationship. At the time that our business relationship is terminated,
we will maintain copies of all information collected for a period of two (2) years
as documentation in the eventuality that you require that information to resolve
a dispute of any nature. At the end of the two-year time period, your information
will be destroyed or your personal contact information will be deleted and the sum
of the information (which would now be anonymous) will be added to a permanent archive
of business statistical information for our use. There is one exception to the two-year
time period, and that is purchase/order and payment records which will be kept for
as long as they are required for corporate financial reporting and taxation needs,
typically seven (7) years.
21CRM will use the information collected about you only for the purpose for which
it was originally collected, and to facilitate our ongoing business relationship.
Examples of this ongoing use would be:
- Delivery of invoices, statements, and other transactional documents
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- Notices to you regarding products and services you have purchased, are currently
maintaining, or have specifically indicated you have an interest in receiving information
from us.
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21CRM is dedicated to keeping its records up to date. As long as we have a business
relationship, we will periodically verify that our records are accurate with you.
This verification may take place as a telephone call, fax, email, or in person.
When you engage us for services, we will request that you provide us with authorization
to contact you periodically in this regard. If at any time you feel that our records
are inaccurate, or that your information has been used for a purpose other than
that intended, please contact our privacy officer at
privacy@crmsystemsgroup.com, or by contacting them at the address contained
at the end of this policy.
Section D. Access to Information
You have the right to access the information that we collect about you. You may
request at any time that you be given access to view the information, and recommend
to us any corrections that should be made.
After receiving a request, we will contact you within five (5) business days to
arrange a date and method for providing you with the access you have requested.
In most cases we will be able to provide you with this information by telephone
if we can verify your identity, otherwise we will request that you appear in person
at our offices, at which time a member of our staff will assist you in viewing the
requested material.
If you believe that there is an error in the information we have on file about you,
you can request, in writing, that our privacy officer review and correct the information
as necessary. When you file your submission you should include a copy of the updated,
correct information. The privacy officer will verify the authenticity of the submitted
documents, as well as their validity for our purposes prior to updating our records.
There is no fee for this service. To request access to your information, please
contact our privacy officer at privacy@crmsystemsgroup.com,
or by contacting them at the address contained at the end of this policy.
Section E. Nondisclosure of Personal Information
21CRM will not disclose your personal information to anyone or any organization
without your explicit permission, except in the circumstance where that information
is required in an emergency situation, where that information is requested
as the result of a court order or a request from law enforcement agencies in conjunction
with an ongoing investigation.
In the specific circumstances where we need to exchange your information with another
organization to complete the service you have engaged us to complete, we will formally
request your authorization in writing, by telephone or by email. The authorization
received will be kept on record and used only for the purpose it was intended.
If you have questions or concerns about the disclosure of your personal information,
or if you believe your information has been improperly disclosed to another organization,
contact our privacy office at privacy@crmsystemsgroup.com,
or at the address contained at the end of this policy.
Section F. Collection and use of non-personal information
21CRM is dedicated to the proper use of all information collected.
Information that is "non-personal" (see the definition in section A),
may be collected at any time from a variety of courses including:
- Publicly or privately published directories
- Trade, business, or industry organizations
- Any other source
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- Businesses engaged in the collection and marketing of non-personal information
- Employee contact lists
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This information may be used for a variety of purposes, including:
- Assessment of credit
- Generation of marketing / prospect, or other lists
- Generation of statistics, reports, or other documents
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- Delivery of promotional materials such as emails, faxes, telephone calls, or in
person visits
- Other uses
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21CRM makes no guarantees or warranties as to the methods used to collect, update,
or otherwise manage non-personal information.
Section G. Security
21CRM makes all reasonable efforts to protect your information.
Much of the information that we collect about you will be stored by computer, on
electronic media such as hard disks, compact disks, and other similar technologies.
We employ some of the most advanced customer relationship management software available
today, and implement it in such a way that your contact information is available
only to those persons to whom it is relevant.
We employ different levels of security. Our network is protected by passwords, firewalls
and other similar technology. Sensitive records such as financial records, income,
etc are generally stored in paper format and are kept secure in our office facilities.
While it is highly unlikely, in the event that a breach of security were to occur
that involved your information, 21CRM will notify you within fourteen (14) business
days, so that you can take any appropriate actions based on nature of the security
breach.
If you have questions or concerns about the security of your personal information,
or if you believe your information has been improperly released, contact our privacy
office at privacy@crmsystemsgroup.com,
or by contacting them at the address contained at the end of this policy.
Section H. Disclaimer
21CRM makes no representations, guarantees or warranties beyond what has been specifically
outlined in this document.
Neither CRM Systems, nor any agency, officer, or employee of 21CRM warrants the
accuracy, reliability or timeliness of any information published on this public
web site, nor endorses any content, viewpoints, products, or services linked from
this system, and shall not be held liable for any losses caused by reliance on the
accuracy, reliability or timeliness of such information. Portions of such information
may be incorrect or not current. Any person or entity that relies on any information
obtained from this system does so at their own risk.
Section I. Contact Information
You may contact CRM Systems Inc as follows:
To review your personal information, or request correction of your personal information:
Mr. Robert Barnes
Privacy Officer
privacy@crmsystemsgroup.com
Or by phone at 204-229-8176
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