Privacy Policy

Introduction

RDH is committed to ensuring that the personal information collected, stored, used and disclosed by RDH in the course of doing business is subject to the principles outlined in this policy. This policy was developed to ensure that the personal information of employees, clients, and others is protected.

This policy governs RDH’s collection, use and disclosure of personal information about our employees, clients, suppliers, subconsultants and others in the course of doing business and in the course of establishing, managing and discontinuing the relationship between RDH and individuals.

What is Personal Information? (Definitions)

Personal information is information about an identifiable individual that does or could identify the individual. Personal information does not include business contact information or work product information, and does not include aggregated information that cannot be associated with a specific individual.

Employee Personal Information

Employee personal information is defined as personal information about an individual that is collected, used and disclosed solely for the purposes reasonably required to establish, manage or discontinue the employment relationship between RDH and the individual, and may include the following:

  • Name – employee and dependents
  • Date of birth – employee and dependents
  • Social insurance number
  • Beneficiary information
  • Home address, telephone number, personal email address
  • Emergency contact information
  • Gender
  • Marital status
  • Educational history
  • Employment history and reference checks
  • Bank accounts

Client Personal Information

Client and third party personal information collected may include the following:

  • Names – client(s), occupant(s), tenant(s), emergency contact(s)
  • Home ownership status
  • Home address, personal telephone number, personal email address

Business Contact Information

Business contact information is information that allows an individual to be contacted at work. It includes an individual’s:

  • Name
  • Position name or title
  • Business telephone number
  • Business cell phone number
  • Business address
  • Business e-mail address
  • Business fax number

Work Product Information

Work product information is information that is prepared or collected by an employee as part of that individual’s work responsibilities, but does not include information about an individual who did not prepare or collect the information.

Why RDH Collects And Uses Personal Information

Employee Personal Information

RDH collects, uses, and discloses employee personal information to establish, maintain, manage, or terminate employment relationships, administer benefits programs, respond to reference requests, for shareholder transactions, pay dividends, prepare staff biographies, maintain emergency contact listings, make travel arrangements, establish an employee directory of personal telephone numbers so that employees can be contacted by RDH Principals after work hours if necessary, or as required by law.

Client And Other Personal Information

RDH collects, uses, and discloses personal information of our clients, their tenants, and other related parties in the conduct of our projects to establish, maintain, manage, or terminate client relationships. We also collect, use, and disclose client personal information to ensure that we are able to access locations where we have been contracted to provide services, and for emergency contact purposes.

Limits on Collection, Use, And Disclosure

RDH will take reasonable steps to limit the amount and type of personal information it collects. RDH will only collect and use personal information that is necessary to fulfill the purposes identified at or before the time of collection or as permitted by law.

RDH will not collect, use or disclose personal information except for the identified purposes unless further consent from the individual has been received. Under some circumstances, RDH may have a legal obligation or right to use or disclose personal information without notice or consent.

Circumstances in Which RDH Discloses Personal Information

This section outlines circumstances under which the purposes for collection and use of personal information, identified above, require RDH to disclose personal information.

If RDH retains another organization to do work for RDH that involves personal information, RDH will ensure the organization providing services has a privacy policy or means to protect personal information in a manner that is consistent with RDH’s policies and as regulated by law.

RDH will not sell or rent personal information to anyone.

Employee Personal Information

Employee personal information is or may be disclosed to the following entities in order to administer compensation and benefits programs, comply with legal and regulatory requirements such as the need to issue W2s, T4s, and/or tax slips, arrange travel, arrange work visas, and maintain staff after hours and emergency contact telephone directories:

  • Payroll preparers
  • COBRA administrators (in the US)
  • Group benefits plan insurers
  • STD claims adjudicators
  • Taxation authorities
  • Workers Compensation insurers, WorkSafe BC, Safe at Work Ontario
  • Lawyers to process shareholder transactions or assist with work visa applications
  • US and Canadian immigration authorities to obtain work visas
  • Airlines, travel agents and car rental companies to book travel
  • Human Resources and Regional Managers to provide them with a staff emergency contact telephone list

Client and Other Personal Information

Client and other personal information is disclosed in order to fulfill RDH’s contractual obligations to clients. An example of this disclosure is the need for RDH to provide client contact information to sub consultants and sub trades so that they can coordinate access to client premises to conduct inspections.

How RDH Obtains Consent to Collect, Use, and Disclose Personal Information

RDH will obtain consent to collect, use or disclose personal information, except where legally authorized or required by law to do so without consent.

Consent may be given orally, in writing or electronically. Consent may be implied or express depending on the nature and sensitivity of the personal information.

An individual is considered to have given implied consent when the purpose for collecting, using or disclosing personal information would be considered obvious and the individual voluntarily provides personal information for that obvious purpose.

Individuals may withdraw their consent at any time by giving RDH reasonable notice, but consent may not be withdrawn where doing so would frustrate performance of a legal obligation (such as a contract between the individual and RDH).

How Long RDH Retains Personal Information

RDH will keep personal information used to make a decision that directly affects an individual for at least one year after RDH has made that decision. Subject to the above one-year retention requirement, RDH will only retain personal information for as long as necessary to fulfill the identified purposes or as long as required for a legal or business purpose.

How RDH Keeps Personal Information Secure

RDH maintains appropriate security arrangements to prevent against risks such as unauthorized access, collection, use, disclosure, copying, modification or disposal of personal information.

The method used to safeguard personal information will depend on the sensitivity, format and storage of the personal information. The main methods RDH uses to keep personal information secure are stringent electronic network security, secure file cabinets, secure access controls at the RDH Vancouver office where payroll is done and human resources records are stored, and secure archival storage in an access-controlled building.

RDH will use reasonably secure methods when destroying or disposing of personal information such as shredding or electronic deletion.

How RDH Ensures Personal Information is Accurate

RDH will make reasonable efforts to ensure that the personal information collected, used or disclosed is accurate, up to date and complete. Individuals may write to RDH to request that any errors or omissions in their personal information under RDH’s control are corrected and RDH will update personal information if it is necessary to fulfil the purposes for which the personal information was collected.

How RDH Provides an Individual With Access to Their Personal Information Under Its Control or Custody

Individuals have the right to access their personal information under RDH’s custody or control. A request for access must be made in writing. RDH may require individuals to prove their identity before giving them access to their personal information.

Upon receiving a written request for access, RDH will provide requested personal information within a reasonable time. In some cases, RDH may not give an individual access to certain personal information. If RDH refuses an access request, the applicant will be advised in writing, stating the reasons for refusal, and will provide the name, title, and contact information of the designated person who can address the refusal.

How an Individual Can Complain, Ask For Access, or Ask Questions

If an individual has a complaint about RDH’s treatment of their personal information, wishes to ask for access to their own personal information or simply to ask questions, they may contact the RDH Privacy Officer:

John Robb
CFO, RDH Privacy Officer
RDH Building Science Inc.

RDH will investigate all complaints. If RDH finds a complaint justified, it will take the steps necessary to resolve the complaint. The individual will be informed of the outcome of the investigation regarding any complaint.