Rochon Engineering Corporation Privacy Policy
Rochon Engineering Corporation (Rochon) has been providing engineering related outsourcing services to the insurance, legal, and risk management industry since 1996. We are committed to the highest ethical standards both as to the accuracy and careful treatment of personal information that comes into our possession as part of the services we render to our clients. Rochon gathers personal information only in connection with engineering related activities and our staff have been trained to treat personal information carefully and with respect.
Why Rochon Collects and Discloses Personal Information
Rochon collects and discloses personal information to enable our instructing principals to satisfy themselves as to the entitlement of their client to benefits arising from contracts of insurance or under self-insured plans. It also includes collecting and disclosing personal information about third parties with respect to claims made against clients of our principals.
The Kinds of Personal Information Rochon Collects
The type of information Rochon collects depends upon the type and nature of the claim or risk circumstances. This may include previous claim history, financial, medical health or employment information. We may seek claim validation information from retailers, wholesalers and suppliers of goods and services. In appropriate cases we may also seek information from authorities such as the Ministry of the Environment, Ministry of Labour, Office of the Fire Marshal, Police and Fire Services, Municipalities, Towns and Cities.
How Rochon Obtains Personal Information
In most cases a significant, if not exclusive portion of personal information is collected directly from the insured, client, or self-insured party, or a third party making a claim against an insured or self-insured party.
Some personal information may be provided by an instructing principal or their agents such as legal counsel.
Personal information may also be collected from involved parties such as public officials (Fire Department, Police, Office of the Fire Marshal) Witnesses, Private Investigators, Credit Bureaus, Title Searchers and the like. The organizations with which we deal are subject to their own privacy codes and we respect those codes. In some cases Rochon, or those we entrust with specific services, will infer such consent where appropriate. If an instructing principal tells Rochon that they have consent to collect information we will rely on that instructing principal’s advice. Consent may not be obtained with respect to the collection of certain publicly available information. If information is collected with respect to an investigation involving a suspected breach of an insurance policy (or other agreement) or breach of Canadian law, then consent may not be obtained.
Rochon’s Disclosure of Personal Information
Rochon discloses personal information only for the reasons listed above or if required to do so by law. The majority of information is disclosed or transferred solely to our instructing principals. However, in order to collect the information required by our principals to provide engineering or risk services, we may disclose personal information to third party service providers. This would include (but not limited to) insured’s, clients, insurance brokers, insurance adjusters, automobile repair companies, contractors, construction companies, investigators, engineers, accountants, lawyers, and others. We may also disclose personal information to authorities with jurisdiction such as Fire Departments, Fire Marshals, Police and other Federal, Provincial or Municipal authorities for the purposes of verifying the circumstances surrounding a claim. We obtain consent to disclosure when required. Consent may also be inferred where appropriate. If an instructing principal advises us that they have their client’s consent to disclose information, we will rely on our instructing principals advice.
Where Rochon discloses personal information to an approved investigative body (such as the Insurance Crime Prevention Bureau) or when we believe that the information relates to the breach of an insurance policy or other agreement or Canadian law, or where we are required by law to disclose the information, consent may not be obtained. Similarly, if personal information is disclosed to a lawyer for claims purposes or to obtain legal advice, consent may not be obtained.
How Rochon Ensures the Security of Personal Information
Personal information recorded in documents is securely stored at Rochon’s offices and its employee’s offices in Ontario. Electronically recorded information is stored on computer systems maintained by Rochon. These computer systems and the information stored in them are protected.
Rochon restricts access to personal information and Rochon employees, contractors and representatives are under obligation to access personal information only when they have a legitimate business need to do so. Rochon employees receive training with respect to proper personal information handling practices and they are under obligation to comply with the privacy laws, this policy and related codes of conduct.
Rochon’s compliance with appropriate personal information practices and privacy laws is overseen by and is the responsibility of our Privacy Officer.
Accuracy and Access to Personal Information
Rochon is committed to the accuracy and completeness of its personal information it uses or discloses to its instructing principals.
Upon written request and subject to the following (and any other reasonable conditions which may be necessary) we will provide reasonable access to personal information exclusively to the individual to whom it refers. We will not provide access in any of the following circumstances:
- If doing so would likely reveal personal information about a third party;
- If the information is subject to solicitor-client privilege;
- If revealing the information would reveal confidential commercial information;
- If revealing the information could affect the security of another person;
- If the information relates to the actual or suspected breach of an insurance policy or other agreement or the breach of a Canadian law, or;
- If the information was generated in the course of a formal dispute resolution process;
- Where Rochon is acting as agent for an insurer or other instructing principal where that principal has the responsibility to respond to access to personal information.
Internet Privacy Policy
Rochons.ca is committed to providing a safe and secure website. We are dedicated to safeguarding all personal information collected online.
At present time, Rochons.ca does not collect personally identifiable information on-line. If our on-line services are expanded to include any collection of personally identifiable information, this document will be updated to reflect that change and to outline our governing policies regarding the collection and use of said information.
Amendments
Rochon may amend this policy from time to time at its discretion. A current version of the privacy policy is always available (www.rochons.ca/privacy.htm).
Further Information
Request for further information, personal information access or complaints about Rochon’s handling of personal information should be referred to Rochon’s Privacy Officer as follows:
Rochon Engineering Corporation
84 Simpson Road
Bolton, Ontario
L7E 4G2
Attention: Privacy Officer
Telephone No.: 905-660-7660
Fax No.: 905-660-994
There may be rare occasions where we will be unable to resolve a complaint to the satisfaction of the individual. When this occurs, the individual will be advised that they can file a written complain with:
The Privacy Commissioner of Canada
112 Kent Street
Ottawa, ON K1A 1H3
Telephone: 1-613-995-8210
Toll Free: 1-800-282-1376
Fax: 1-613-947-6850
Web Site: www.privcom.gc.ca
E-mail: info@privcom.gc.ca
If a complaint is justified, the Privacy Officer will ensure policies and practices are amended as necessary.
