Forever Yours Plus Size Lingerie LTD.
Privacy Information Protection Policy
At Forever Yours Lingerie, we are committed to providing our customers with
exceptional service. Providing this service involves the collection, use and disclosure of
some personal information about our customers. Protecting their personal information is
one of our highest priorities.
While we have always respected our customer’s 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 customers 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 PIPA, outlines the principles
and practices we will follow in protecting customer’s personal information. Our
privacy commitment includes insuring the accuracy, confidentiality, and security of our
customer’s personal information and allowing our customers to request access to and
correction of their personal information.
Definitions
Personal Information – means information about an identifiable individual. For
example, first and last name, birthdates, home address, and phone number. 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 responsible for ensuring that Forever
Yours Lingerie. LTD complies with this policy and PIPA.
Policy 1 – Collecting Personal Information
1.1 Unless the purposes for collecting personal information are obvious and the customer
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 customer information that is necessary to fulfill the following
purposes:
• To verify identity, we may collect first and last name, home address, home
telephone number, and birthdates.
• To identify customer preference, we may store history of previous purchases.
• To open and manage accounts.
• To deliver requested products and services.
• To send our association membership information.
• To ensure a high standard of customer service.
Policy 2 – Consent
2.1 We will obtain customer 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 to Forever Yours Lingerie by expressed or implied consent.
Implied consent is where the purpose for collecting using or disclosing the personal
information would be considered obvious and the customer voluntarily provides personal
information for that purpose.
2.3 Consent may also be implied where a customer is given notice and reasonable
opportunity to opt-out of his or her personal information being used for mail outs or
marketing of new products and promotions and the customer 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 withdraw of consent would frustrate the performance of a
legal obligation), customers can withhold or withdraw their consent for Forever Your
Lingerie LTD. to use their personal information in certain ways. A customer’s 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 customer in making the decision.
2.5 We may collect, use, or disclose personal information without the customer’s
knowledge or consent in the following limited circumstances.
• When Forever Yours Lingerie is sending out promotional gifts.
• When Forever Yours Lingerie is sending out $10.00 or $20.00 off coupons.
• When customers are inquiring about sizing information of a registered client.
• When the collection, use, or disclosure of personal information is permitted orrequired by law.
In an emergency that threatens an individual’s life, health, or personal security.
When we require legal advice from a lawyer.
For the purpose 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 customer 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:
• To conduct customer surveys in order to enhance the provision of our customer
service or to collect feedback about products that we carry.
• To contact our clients directly about products and services that may be of interest.
3.2 We will not use or disclose customer personal information for any additional purpose
unless we obtain consent to do so.
3.3 We will not sell our customer list or personal information to other parties.
Policy 4 – Retaining Personal Information
4.1 If we use customer personal information to make a decision that directly affects
the individual, we will retain that personal information for at least one year so that the
individual has a reasonable opportunity to request access to it or request it back. Any
information that is taken in, with information not used in making a decision directly
retaining to the individual will be held for 3 moths. Any personal information that is
discarded will be shredded on site.
4.2 Subject to policy 4.1. We will retain customer personal information only as long as
necessary to fulfill the identified purpose or legal or business purpose.
Policy 5 – Ensuring Accuracy of Personal Information
5.1 We will make reasonable efforts to ensure that customer personal information is
accurate and complete where it may be used to make a decision about the customer or
disclosed to another organization.
5.2 Clients may request correction to their personal information in order to ensure its
accuracy and completeness. A request to correct personal information must be made by
the person whose information is being corrected.
5.3 If the person’s information is demonstrated to be inaccurate or incomplete, we will
correct the defaulted information. If the correction cannot or is not made, we will erase
the information from our system, until we are able to correct the problem and collect the
correct information. We will also note a correction request in the customers file.
Policy 6 – Securing Personal Information
6.1 We are committed to ensuring the security of customer information in order to protect
it from unauthorised access, collection, use, disclosure, copying, modification or disposal,
or similar risks.
6.2 The following security measures will be followed to ensure that customer personal
information is appropriately protected:
• The use of locks on filing cabinets that contain any personal information.
• Physically securing offices where personal information is being held.
• The use of user ID’s
• Passwords
• Firewalls
• Contractually requiring any service providers to provide comparable security
measures.
6.3 We will use appropriate security measures when destroying customer’s personal
information such as:
• Shredding documents
• Deleting electronically stored information, and replacing it with a reminder to
collect the correct 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 Customers Access to Personal Information
7.1 Customers have the right to access their personal information, subject to limited
exceptions.
7.2 A request to access personal information must be made in person and a sufficient
piece of picture identification must be produced in order to gain access.
7.3 Upon request, we will also tell customers how Forever Yours Lingerie will be using
their personal information and to whom it has been disclosed if applicable.
7.4 We will make the requested information available immediately, if it is available.
Policy 8 – Questions and complaints: The Role of the Privacy Officer
or designated individual.
8.1 The Privacy Officer is responsible for ensuring that Forever Yours Lingerie’s
compliance with this policy and the Personal Information Protection Act.
8.2 Customers should direct any complaints or questions regarding Forever Yours
Lingerie’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable
to resolve the concern, the customer may also write to the Information and Privacy
Commissioner of British Columbia.