The privacy of your personal information is of the utmost importance to Parrish and Heimbecker, Limited (“P&H”, “we”, “us” or “our”, as appropriate).
P&H is accountable and responsible for the proper management of all personal information in its custody and control. P&H’s Privacy Officer is responsible for overall privacy compliance.
P&H is committed to meeting its obligations under Canadian federal and provincial privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA). Personal information refers to information that identifies you as an individual. Personal information collected by P&H may include both (i) information obtained directly from the individuals from which we purchase grains, sell products to, or provide services to, such as the individuals’ name, home address, personal email address, home telephone number, financial information; and (ii) personal information obtained through our website.
Our business operations involve providing products and services to commercial customers as well. In this capacity, we may process the business contact information or other business information of our commercial customers. Although business contact information does not qualify as personal information under PIPEDA, we strive to use the same confidentiality and standard of care with our commercial customers and their business data as we do with the personal information of our individual customers.
Policies, procedures, guidelines, and safeguards have been put in place to ensure your information is protected. Confidentiality and privacy are important to our business, and our Employee Handbook requires all employees, partners or contracted staff of P&H to maintain customer confidentiality.
Our Collection and Use of Your Personal Information
P&H believes in collecting and using personal information responsibly and only for the purpose for which it was collected. We require your personal information in order to establish a relationship with you. We may collect and use your personal information to:
- establish your identity;
- ensure our records are accurate;
- verify previously given information when necessary;
- create, establish and administer your account;
- execute transactions/provide services to you;
- properly report account status to you;
- provide you and your representatives with account statements/information;
- provide you with customer statements, tax receipts, proxy mailings, transaction confirmations and other information that may be requested or needed to service your account;
- respond to customer or supplier inquiries;
- provide customers with access to information about P&H services and products;
- understand the needs of customers and prospective customers so as to offer products and services that meet those needs;
- develop and offer additional products and services that we feel may be of interest to our customers or that we believe meet our customers’ changing needs; and
- allow us to meet contractual requirements relating to the products and services provided to you or obtained from you, (collectively, the “Authorized Purposes“).
Your Consent and Right to Withdraw Consent
An express consent form is also contained in our Customer Credit Application Form and other agreements. Express consent may also be obtained when clients purchase a product or service subsequent to account opening. An authorized representative of the client (such as a legal guardian or a person having power of attorney) can give consent.
P&H may from time to time contact you to provide you with offers for other products and services. You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting us by mail at 1400-201 Portage Avenue, Winnipeg, Manitoba, Canada R3B 3K6 or by telephone at 204-956-2030. Your decision to withdraw personal information may limit the services or products we are able to provide to you.
Sharing of Personal Information
P&H only uses and discloses personal information as reasonably required for the Authorized Purposes listed above. In furtherance of the Authorized Purposes, your information may be made available to related companies or third-party service providers to fulfill the purposes for which it has been collected. Moreover, P&H may share your personal information as follows:
- Service providers. We hire service providers to perform services on your behalf. We provide them with a limited amount of information in order that they may provide services including, but not limited to, data processing, document storage, imaging, and undertake mailings on our behalf. They are prohibited from using the information for purposes other than to carry out the services they have been engaged to provide. These service providers are not permitted to disclose this information to others.
- As permitted or required by law. P&H is compelled to disclose personal information in response to a law, regulation, court order, subpoena, valid demand, search warrant or other legally valid request or enquiry. We may also disclose information to our accountants, auditors, agents and lawyers in connection with the enforcement or protection of our legal rights. We also reserve the right to report to law enforcement agencies any activities that we, in good faith, believe to be unlawful. We may release certain personal information when we believe in good faith that such release is reasonably necessary to protect the rights, property, and safety of others and ourselves and to outside sources to help us collect a debt owed to us by you.
- Affiliates. P&H may disclose personal information with its affiliates for the purpose of obtaining a better understanding of and making decisions about our industry and business, including for strategic planning purposes.
Where personal information is shared with such third parties, P&H takes reasonable steps to ensure that such third parties are bound by appropriate agreements or other measures to protect the confidentiality of the personal information.
When you visit our website, we may collect the following type of information:
- Information that you provide. We may collect your name, contact information, e-mail address and any other information provided when you interact with us, make an inquiry through our website or otherwise contact us. We will only use this information to contact you in order to answer your questions and requests, to manage our everyday business needs, and in compliance with applicable law. If you have applied for employment with P&H, the personal information submitted with your job application will be used for recruitment and other customary human resources purposes. For example, we may send you information about new job opportunities within P&H as well as other career development resources.
Commercial Electronic Communications
You can always limit the communications that P&H sends to you. To opt-out of commercial emails, simply click the link labeled “unsubscribe” at the bottom of any email we send you. Please note that even if you opt-out of promotional emails, we may still need to contact you with important information about your account or our business relationship, in compliance with Canada’s Anti-Spam Legislation. If you have any questions about your choices or if you need any assistance with opting-out, please contact the P&H Privacy Officer at the address in the Inquiries and Complaints section below. If you send us a letter, please provide your name, address, email address, and information about the communications that you do not want to receive.
Upon written request, we will provide you with access to your personal information in accordance with applicable privacy laws. Most of your information is in the form of account documentation and transaction records. Although every effort will be made to accommodate your request, please note that we may refuse access in certain circumstances prescribed by law such as: where the information contains the personal information of other persons, where disclosure of your information to you would reveal our confidential commercial information or violate our legal privilege, or where we are otherwise required or permitted by law to refuse access.
Keeping Information Accurate
P&H uses reasonable efforts to keep personal information up-to-date, accurate, and relevant for its intended use. You are responsible for informing us of any changes to your personal information such as if you move, if there is a change in your contact numbers or if there is any other material change in your personal information. If you find any errors in our information about you, let us know and we will make the corrections needed as soon as reasonably possible and make a reasonable effort to convey such changes to anyone we may have misinformed. For information that remains in dispute, we will note your opinion in the file.
We retain your personal information only as long as it is reasonably required for the Authorized Purpose it was collected or as required by law. The length of time we retain information varies depending on the product or service and the nature of the information. This period may extend beyond the end of your relationship with us but only for so long as it is necessary for us to have sufficient information to respond to any issue that may arise at a later date. When your personal information is no longer needed or required, we have procedures to destroy, delete, erase or convert it to an anonymous form in a secure manner.
Storing and Safeguarding Personal Information
Security safeguards are in place to protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification regardless of the format in which it is held. P&H’s safeguards vary depending on the sensitivity of the personal information. The highest level of protection is given to the most sensitive personal information.
For example, all client information is protected from unauthorized access through the use of secure passwords, user logons, or other security procedures. Within P&H, we restrict access to personal information about you to those P&H Personnel who need to know the information in order to perform their jobs, such as servicing your accounts or notifying you about new or existing services. To protect information about you, we maintain physical, electronic, and procedural safeguards in keeping with industry standards and practices, and we regularly review and adjust these safeguards (including security and encryption methods) in response to advances in technology. Please be aware that despite our best efforts, no data security measures can guarantee 100% security all of the time.
Your personal information may be kept in electronic, microfilm or paper format at the offices of P&H, its affiliates or its third-party service providers. Your information may also be kept in secure off-site storage facilities.
P&H will take appropriate and timely steps in the event of any incidents involving personal information in accordance with applicable privacy laws including, without limitation, complying with mandatory breach reporting and record keeping requirements.
P&H Personnel who become aware of any security related incident, or suspect the occurrence of any security related incident, are required to immediately report the matter to P&H’s Privacy Officer or appropriate P&H management. P&H’s Privacy Officer will ensure that the necessary record-keeping and notification requirements relating to security incidents are met.
Location of Your Personal Information
Inquiries and Complaints
If you have any questions about privacy and confidentiality, or any concerns about the way a request for personal information was handled, you can contact us at the coordinates below:
Parrish and Heimbecker, Limited – Head Office
ATTN: Privacy Officer
201 Portage Avenue, Suite 1400
CANADA R3B 3K6
Toll Free 1-800-665-8937
In most instances, we will investigate and reply to inquiries or complaints within 30 days. Where a complaint is found to be justified, P&H will take appropriate measures, if necessary, including amending our privacy policies and/or information handling practices. If we are unable to respond to your inquiry within 30 days, you will be notified in advance of the end of such 30 day period of when you should expect to receive a response. Please be sure to include your name, address, phone number and information relating to the nature of your inquiry or complaint.