Protection of personal information
The management of personal information is essential to the services of ARM Collection Agency (hereinafter “ARM”), and we are committed to protecting the confidentiality and security of the personal information we collect in the course of our operations, whether it relates to our clients, their respective constituencies, and our staff members. We manage this information with the utmost discretion and rigor and in compliance with applicable legal, regulatory and contractual requirements.
Our protection of this personal information is supported by our ethical rules, standards of conduct and various information security policies and procedures.
ARM is responsible for the protection of personal information in its possession and control, including any personal information that has been transferred to a third party for regulatory, legal or processing purposes. All ARM personnel, contractors and suppliers are responsible for complying with the Privacy Principles.
ARM makes its employees aware of the importance of protecting personal information by requiring them to sign a confidentiality undertaking when they are hired and by requiring training on this subject and by regularly issuing clear directives outlining their role and obligations in this regard.
Specifically, ARM has designated a Privacy Officer to oversee privacy governance.
What is personal information?
It is any information about an identifiable individual or that, taken separately or in combination with other data, identifies an individual. It does not include the name and title of an employee of an organization or the address or telephone number of the employee’s place of employment. It also does not include information about companies and other legal entities.
Personal information is protected regardless of the nature of its medium and regardless of its form: written, graphic, audiovisual, computerized or other.
Collection of personal information and creation of a file
The personal information that ARM collects is kept in a file with a different purpose depending on the status of the individual (customer, debtor, employee).
ARM collects personal information for the following purposes:
- To offer debt collection services to its clients;
- Locate, contact and identify the clients’ debtors and the nature of their receivables;
- Obtain credit, financial, identification and reference information on its customers’ debtors;
- To obtain banking information in order to make or receive payments;
- To identify individuals and organizations interested in receiving information about its services and other marketing purposes;
- Hiring, working conditions management, training, performance evaluation, absenteeism follow-up, accident report, disciplinary and administrative notes;
- Any other purposes identified at or before the time the personal information is collected.
ARM limits the amount and type of personal information it collects to that which is necessary for the business and as permitted by law.
Retention, use and disclosure of personal information
We take and apply the necessary and appropriate security measures to ensure the confidentiality of personal information in our possession. The personal information contained in the files is therefore only accessible to those persons who are qualified to see it and who consult it only when necessary in the performance of their duties.
ARM will only use personal information for the purposes for which it was collected, unless the individual to whom the information relates has given consent to use it for another purpose or as required by law.
Similarly, ARM will not disclose personal information contained in an individual’s file to a third party except with the written consent of the individual or as required by law (e.g., in the case of an investigation by judicial officers).
Personal information that is no longer required for the purposes for which it was collected will be securely destroyed or deleted in accordance with applicable laws and internal policy.
Right of access and rectification
ARM will take all reasonable steps to ensure that all personal information is kept accurate, complete and up-to-date.
An individual has the right to access his or her personal information held by ARM. This request for access should be made in writing to the Privacy Officer, 795, 5e Rue de la Pointe, Shawinigan, P.O. Box 151, Quebec G9N 1G2.
The request must be sufficiently detailed to identify the records containing the personal information to which the individual seeks access.
The Privacy Officer may need to validate the identity of the signatory and the status for which they are applying.
Some fees may be required to access personal information (transcription, reproduction or transmission).
An individual also has the right to request that ARM correct any personal information held about him or her by contacting the Privacy Officer by e-mail at firstname.lastname@example.org or by telephone at 1-866-343-3327 (toll free).
Any individual who has a question, concern or complaint about the privacy of his or her personal information or about ARM’s privacy practices may do so in the following manner
By contacting the Privacy Officer and providing his or her name, contact information, the nature of the inquiry or complaint and any other relevant information.
Jean-Francois Gingras, president and CEO
795, 5th Street de la Pointe, P.O. Box 151
Shawinigan Quebec G9N 1G2
or by email : email@example.com
You may also contact the appropriate provincial or federal privacy agency.
We reserve the right to change this policy at any time.
Revised on : October 7, 2022