Privacy Policy
I. Overview
E-BASE will collect personal information about Employees for various purposes, primarily
relating to establishing and managing the employment or other work relationship between
E-BASE and its employees. E-BASE shall identify the purposes for which personal information
is collected at or before the time the information is collected.
E-BASE may also collect personal information from other sources including previous
employers, personal references or other third parties to whom the employee has given
permission to disclose the information.
II. Purpose
E-BASE has a responsibility to inform employees of the policies and practices for the
management of personal information and will make these policies and practices understandable
and easily available.
III. Scope
Consent requirements may vary depending upon circumstances and upon the type of personal
information that E-BASE intends to collect, use or disclose. When determining whether an
employee’s consent is required, E-BASE will take into account both the sensitivity of the
personal information and the purposes for which E-BASE will use the information. If consent
is required, E-BASE will determine which form of consent is appropriate. Consent may be
expressed, implied or deemed and may be obtained in person, by phone, by fax, by mail or via
the Internet.
Subject to our legal rights and obligations, E-BASE may, from time to time, seek an
employee’s consent to collect, use or disclose personal information for a new purpose.
IV. Policy
The collection of personal information will be limited to the amount and type of
information required specifically for an identified purpose. E-BASE shall not use or
disclose personal information for purposes other than those for which it was collected,
except with the consent of the employee or if the use or disclosure is authorized by law.
Personal information collected in one business unit of E-BASE may be shared with other
business units of E-BASE for the purposes as identified above. E-BASE may disclose personal
information about its employees for human resources and benefits administration and in the
context of providing references regarding current or former employees in response to
requests from prospective employers.
E-BASE will compile and disclose certain information about employees to a limited number of
third parties and those we are obliged to do so by law in order to administer staffing,
compensation and benefits programs.
Although E-BASE will protect and limit the use of personal information about employees that
is disclosed to third parties, E-BASE is not responsible for the subsequent uses or
disclosure of the subject personal information by the third-party recipient such as
government agencies (for example Canada Customs and Revenue Agency).
E-BASE takes appropriate steps to ensure that personal information is accurate, complete
and up-to-date to minimize the possibility that inaccurate personal information is used to
make a decision about employees.
E-BASE will provide adequate safeguard practices to ensure the security of personal
information, protect the information against loss or theft and safeguard the information
from unauthorized access, disclosure, copying, use or modification.
Only E-BASE employees with a business need to know, or whose duties reasonably so require,
are granted access to personal information about E-BASE employees.
Personal information is kept as long as necessary to satisfy the purposes. Personal
information that has been used to make a decision about an employee shall be retained for a
reasonable period, which will permit the employee to access the personal information after
the decision has been made.
Files containing personal information are business records and, as such, property of
E-BASE. Subject to E-BASE’s legal rights and obligations, E-BASE shall, upon receipt of a
written request, inform the employee of the existence, use and disclosure of his or her
personal information and shall, subject to reasonable limitations, permit the individual
access to that information. E-BASE will respond to a request to access personal information
within a reasonable time.
Personal information contained in business records may not be edited or removed except as
follows:
- When an employee can demonstrate that the personal information is not accurate or
complete, the information will be annotated or amended as appropriate.
- When the information is (i) personal information about a third party, (ii) sensitive or
confidential business information of E-BASE or a third party or (iii) any other
information
that E-BASE is required or permitted by law to remove.
Employees can seek access to their personal information by sending a written request to our
Human Resources representative.
V. Enforcement
Any employee found to have violated this policy may be subject to disciplinary action, up
to and including termination of employment.
VI. Distribution
This policy is to be distributed to all employees.