Last Updated: June 2018
Unless otherwise provided by the client organization that we are contracted to work with, we do not collect any client specific personal data. The personal data collected and maintained within our systems of a client nature would be name, email address, and possibly phone number(s), which are used only for the purposes of communication and reporting on the completed work. When collecting field evaluation reports or mystery shopping data, our reports do collect (as per the direction of the client) some personal data which assists the client with the identification of the individual(s) involved at the time of the evaluation. This could include name, height, hair colour, sex, facial hair, glasses or other descriptors used to clearly identify the employee or associate that was involved in the evaluation interaction.
Who owns and controls these systems?
From the very start of this organization, Sensors Quality Management Inc. has retained 100% ownership and control over all hardware, operating systems, software, databases and data. We do not use third party organizations for any of data systems.
Links to the Third Party
From time to time, SQM will link some of our support for our field force to a third party system. These links will appear on our public pages, general field force pages, program instructions, and/or questionnaires and will redirect the user via a link to another website outside of the SQM systems. These third party websites could include government, security, support, social media, client, or otherwise. We provide these links only for support purposes.
While SQM makes every effort to ensure that any link setup is in the best interest of both SQM and the user, SQM takes no responsibility for the content, security, data collection processes, or activities of these linked sites. As the integrity of the SQM systems and the experiences of any of our authorized users is important to us, we encourage users to report any concerns to our Chief Data Officer.
Sensors Quality Management Inc. uses a variety of software, hardware, and procedures to protect data from unauthorized use.
All data of a personal nature is collected first during the application process, then further updated upon the first website visit during the sign up process. This personal data is stored within our system is built on a highly respected, password protected, encrypted software system which is owned and managed entirely by SQM. This data is cloned across a family of identical servers which reside locked behind a firewall and housed within our own operation. A replication process between the servers ensures that all systems are fully updated, allowing for limited downtime even for unexpected maintenance, with no loss of data.
SQM staff, including managers, schedulers, reviewers, and our technical team access the data using password protected computers and unique user IDs. Any data which is added, removed, modified or accessed by staff is logged. All desktops are consistently reviewed by SQM technical staff, updated, and equipped with anti-virus protection, desktop passwords, as well as software user passwords which are access level controlled.
SQM has in place procedures to deal with any suspected data security breach.
No third party individuals, technicians, or organizations are ever provided with access to personal data. SQM does not provide any independent contractors, independent schedulers or scheduling organizations with access to collected personal data.
No personal data is stored in paper form.
In the rare occasion that any personal data be printed, it is shredded before disposal.
The party requesting the information does so in writing.
The request is carefully reviewed by the Chief Data Officer and that it meets with one or more of the following criteria:
SQM has reasonable grounds to believe that the information could be useful in the prevention or apprehension of an individual involved in a federal, provincial or foreign investigation or breaking of law.
regarding an event of an emergency nature which presents the threat of an individual's life, health or security
when it involves a witness statement and the use is necessary to access, process or settle an insurance claim.
when it involves the protection of the rights or property belonging to Sensors Quality Management Inc.
when the circumstances involve the protection, health, or security of any SQM staff, managers, employees, independent contractors, field force members, or users of the services provided by Sensors Quality Management Inc., clients, or the public in general.
when it involves any tax authorities and their investigation regarding any monies paid by SQM.
When required to comply with a warrant, court order, subpoena, or other body with appropriate jurisdiction to enforce.
when the legal council for Sensors Quality Management Inc. is consulted in a mattered related to your personal data.
Chief Data Officer
Sensors Quality Management Inc.
156 Duncan Mill Rd, Suite 19
This policy was last modified June 2018