Privacy Policy
RDP Associates Inc.
RDP Associates Inc.RDP Associates Inc. (RDP) respects the privacy rights of our clients, as well as our partners and employees and has always been committed to protecting all personal information in our possession or control. We have adopted this Privacy Policy to guide how we collect, use and disclose the personal information we require in the course of fulfilling our professional responsibilities and operating our business.
While RDP has always taken the privacy and confidentiality of its clients, partners and employees very seriously, we have developed this Privacy Policy to clearly define our ongoing commitment to protecting privacy rights. Certain of the practices discussed in the Privacy Policy reflect requirements set out in both federal and provincial privacy legislation that came into effect on January 1, 2004. Our goal is to respond to the requirements of the law, and, at the same time, to be responsive to our clients’ needs and concerns.
Accountability for the Personal Information in our Possession
RDP is accountable for all personal information in our possession or control. This includes any personal information, which we receive directly. This may include information from individual clients, partners, employees, as well as individuals’ personal information, which we may receive indirectly through corporate and government clients. RDP has established policies and procedures aimed at protecting such personal information and have appointed a Privacy Officer to oversee privacy issues for RDP. We have also educated our partners and employees about our Privacy Policy and their role in protecting your personal information.
Responsibility to inform you why we are collecting your personal information when the information is collected.
Client InformationÂ
In most instances, RDP will collect, assemble, analyze, use or disclose personal information only to provide professional services to you. Each Engagement Letter includes an explanation of why we require information, what use will be made of it and with whom it may be shared in order to provide our professional services.
Your personal information may be disclosed internally and with other member firms of RDP for the purpose of determining compliance with applicable professional standards, RDP’s internal policies, or in the performance of quality reviews. Personal information may also be shared internally in order to allow RDP to offer the best services or products that may be of interest to you.
Collection, use or disclosure of personal information about you only with your informed consent.
How Do We Ask for Consent?Â
Client Personal Information The Terms and Conditions of every professional service engagement are documented in each Engagement Letter. These Terms and Conditions include a discussion about how RDP may use and disclose your personal information. By signing the Engagement Letter, you will be providing your consent to the collection, use and/or disclosure described in the Terms and Conditions clause of the Engagement Letter.
What happens if you choose not to give us your consent? What if you withdraw your consent at a later date?Â
You will always have the option not to provide your consent to the collection, use, and distribution of your personal information, or to withdraw your consent at a later stage. Where a client chooses not to provide us with permission to collect, use or disclose personal information, we may not have sufficient information to provide you with our services. Where a partner, employee or candidate for employment chooses not to provide us with permission to collect, use or disclose personal information, we may not be able to employ you or to provide you with employee or company benefits. We will limit, where possible, the collection of client and employee personal information to that which is required by law to provide our services or to operate our business.
RDP will use and disclose your personal information only for the purposes for which we have your consent. We will keep personal information only as long as is necessary to accomplish these purposes.
Use of Personal InformationÂ
If we intend to use your personal information for a purpose not previously identified to you, we will obtain your prior consent. However, we may use your personal information without consent for the purpose of acting in respect of an emergency that threatens the life, health or security of an individual. We may also disclose personal information without consent:
- To comply with a subpoena, a warrant or an order made by a court or other body with appropriate jurisdiction or to comply with rules of conduct required by regulatory bodies.
- To a government institution that has requested the information, has identified its lawful authority, and has indicated that disclosure is for the purpose of enforcing, carrying out an investigation, or gathering intelligence relating to any federal, provincial or foreign law; or suspects that the information relates to national security or the conduct of international affairs; or is for the purpose of administering any federal or provincial law.
- To an investigative body or government institution on our initiative when we believe the information concerns a breach of an agreement, or a contravention of a federal, provincial, or foreign law, or we suspect the information relates to national security or the conduct of international affairs.Retention of Personal Information
In compliance with professional standards, we keep a record of the work performed by us. This record, or “working papers” may include personal information. Working papers are safeguarded against inappropriate access, as discussed below.
RDP will endeavuor to keep accurate the personal information in our possession or control. In order to provide you with a professional level of service and with appropriate benefits, the personal information that we collect about you must be accurate, complete and current. From time to time, you may be asked to update your personal information. You are encouraged to advise us of any changes to your personal information that may be relevant to the services we are providing to you. Clients are encouraged to contact RDP to update their personal information with any relevant new information.Protection of your personal information with safeguards appropriate to the sensitivity of the information.
RDP protects your personal information by using physically secure facilities, industry standard security tools and practices, and clearly defined internal policies and practices. Security measures are in place to protect the loss, misuse, and alteration of the information under our control. Personal information collected is stored in secure operating environments that are not available to the public (e.g., restricted access premises, locked rooms, and filing cabinets).
Open disclosure about the procedures used to manage your personal information.
At your request, RDP will advise you of what personal information we have in our possession or control and what it is being used for, and to whom and why it has been disclosed.
As a client, you have the right to review and obtain a copy of your personal information on record in our individual office by contacting your engagement partner.
You may challenge RDP’s compliance with this Privacy Policy. RDP will respond to individual complaints, concerns and questions relating to privacy policies and issues. Accordingly, we will investigate and attempt to resolve all complaints.
To challenge compliance with this Privacy Policy, please forward your concerns in writing to our Privacy Officer. The Privacy Officer will ensure that a complete investigation of your complaint has been undertaken and we will report their findings to you in most instances within 30 days.
As a valued client, RDP understands and is well aware that protecting your privacy is very important. If you have any questions about our privacy practices, you can contact us:
366 Bay Street, Unit 600, Toronto, ON M5H 4B2, CanadaPhone: (416) 368-9341Email: [email protected]