Beyond Colour Privacy Policy
Intent
Protecting the privacy and confidentiality of personal information is an important aspect of the way Beyond Colour conducts its business. Collecting, using, and disclosing personal information appropriately, responsibly, and ethically is fundamental to the company’s daily operations.
Beyond Colour strives to protect and respect the personal information of its customers, employees, business partners, and others in accordance with all applicable statutory requirements. All employees must abide by the procedures and practices set out below while handling personal information.
Guidelines
This policy outlines Beyond Colour’s commitment to privacy and establishes the methods by which privacy is ensured. This policy applies to all personal information in the company’s care, custody, and control.
Personal information is any factual or subjective identifying information about an individual or group of individuals. This can include a name, date of birth, address, income, email address, social insurance number, gender, evaluations, credit records, and other identifying information.
Business information is confidential information related to a specific business that is not readily available to the public, such as the names of executive officers, business registration numbers, proprietary information, and financial status. Business information is treated and handled with the same level of confidentiality, privacy, and respect as personal information.
Consent is obtained when an individual provides express consent orally, in writing, or through an applicable online action. Before being asked to provide consent, individuals will be told why their personal information is being collected, how it will be used and stored, and any disclosure or possible disclosure of the information.
Implied consent is granted where consent may reasonably be inferred from an individual’s action or inaction. Where possible, this should be followed up by a Beyond Colour representative to obtain express consent.
Appropriate Use
Beyond Colour collects and uses personal information solely for conducting business and developing an understanding of its customers. Personal information may be used for the following purposes:
• To facilitate design and technical documents as they relate to the practice of interior design.
• To liaise with other industry consultants in the client’s best interest.
• To facilitate an emergency or urgent response where we believe the client would consent.
Policy Statements
Beyond Colour assumes full accountability for the personal information within its possession and control. The company has appointed (Blank) as the custodian of privacy matters and legal compliance with privacy laws.
Individuals whose personal information is collected are entitled to know how the company uses their information. Use of personal information is limited to what is needed for the stated purposes. If necessary, Beyond Colour will obtain consent if personal information is to be used for another purpose.
Under no circumstances will the company sell, distribute, or otherwise disclose personal information, including personal contact information or employee lists, to third parties unless required to do so by law. This may include consultants, suppliers, or business partners, but only where they agree to follow this policy to the extent necessary to fulfill their business duties.
The company will retain personal information only for as long as needed to conduct business and comply with legal requirements. Once it is no longer required, it will be destroyed promptly, safely, and securely. Where the law requires information to be kept for a specified period, the law will supersede this policy.
Beyond Colour will take every reasonable precaution to protect personal information through appropriate security measures, physical safeguards, and electronic precautions. Personal information may be maintained in paper and electronic files. Where required for legislation, disaster recovery, or business continuity, older records may be stored securely offsite.
Security, Website Practices, and Access
Beyond Colour will ensure:
• Access to personal information is authorized only for employees and agents who require it to perform their duties, or where otherwise authorized by law.
• Computer networks and databases are secured by complex passwords and firewalls accessible only to authorized individuals.
• Active physical files are kept in locked filing cabinets.
• Routers and servers connected to the Internet are protected by firewalls and appropriate software solutions against viruses and unauthorized access.
• Personal information is not shared with employees, volunteers, summer students, or any other person unless authorized.
Our website privacy notice will explain what personal information is collected, who collects it, how it is used, who it may be disclosed to, the choices available to individuals, the security measures in place, and how individuals may access and correct inaccuracies.
Beyond Colour may share compiled demographic information with business partners or advertisers, but will not disclose information that identifies an individual. IP addresses may be logged to administer the site, track visitor movement, and gather demographic information, but will not be linked to personally identifiable information. Any registration or order form requesting personal or financial information will be protected by appropriate encryption where available. Site visitors may opt out of having their personal information used at the point where the information is collected.
In most instances, Beyond Colour will grant individuals access to personal information in the company’s care, custody, and control upon receiving a written request and satisfactory identification. Individuals should notify the company promptly of factual errors so corrections can be made. If access is denied, the company will provide written reasons, and the individual may challenge the decision.
Beyond Colour may use personal information without consent where permitted by applicable legislation, including where collection is clearly in the individual’s interests and consent cannot be obtained in a timely way, where the information was provided in the course of employment, business, or a profession and the collection is consistent with that purpose, where disclosure is required by law, or for another reason permitted by law.
Questions or concerns may be directed to Kaeli O’Meara at Beyond Colour at kae@beyondcolour5.com or through our website.
Beyond Colour will investigate and respond to concerns about the handling of personal information and will address them to the best of its abilities.