Website maintenance starting Friday April 19 @ 9pm ET
The secure site and tools will be temporarily unavailable starting Friday April 19 @ 9pm until 9pm on Saturday April 20 ET for system maintenance. Thank you for your understanding.
Website maintenance starting Friday April 19 @ 9pm ET
The secure site and tools will be temporarily unavailable starting Friday April 19 @ 9pm until 9pm on Saturday April 20 ET for system maintenance. Thank you for your understanding.
1. Accountability:
An organization is responsible for personal information under its control and shall designate an individual or individuals who are accountable for the organization's compliance with the privacy principles.
Tip: A good understanding of Canada’ Personal Information Protection and Electronic Documents Act (PIPEDA) will help offset privacy issues. For further information visit the Office of the Privacy Commissioner of Canada..
2. Identifying Purposes:
The purposes for which personal information is collected shall be identified by the organization at or before the time the information is collected.
Tip: Define your purpose for collecting data as clearly and narrowly as possible so the individual can understand how the information will be used or disclosed.
3. Consent:
The knowledge and consent of the individual are required for the collection, use or disclosure of personal information, except when inappropriate.
Tip: Consent is only meaningful if the individuals understand how their information will be used.
4. Limiting Collection:
The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means.
Tip: Only obtain the information necessary for the service or product being provided.
5. Limiting Use, Disclosure, and Retention:
Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by the law. Personal information shall be retained only as long as necessary for fulfilment of those purposes.
Tip: Conduct regular reviews to help determine whether information is still required.
6. Accuracy:
Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.
Tip: One way to determine if information needs to be updated is to ask whether the use or disclosure of out of date or incomplete information would harm the individual.
7. Safeguards:
Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.
Tip: Keep sensitive information files in a secure area or computer system and limit access to individuals on a "need-to-know" basis only.
8. Openness:
An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information.
Tip: Information about policies and practices may be made available in person, in writing, by telephone, in publications or on an organization's website.
9. Individual Access:
Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
Tip: Keep personal information about individuals in one place to make retrieval easier or record where all such information can be found. Never disclose personal information unless you are sure of the identity of the requestor and that person's right to access.
10. Challenging Compliance:
An individual shall be able to address a challenge concerning compliance with the above principles to the designated individual or individuals for the organization's compliance.
Tip: How well you handle an individual's complaint may help preserve or restore the individual's confidence in an organization.
Contact: Qualbus@sunlife.com
Passwords are used to protect valuable information you would not normally share with others or leave out in the open.
Password sharing can be done any number of ways, with or without your knowledge. Examples are:
On a daily basis, you deal with clients' personal, health and financial information. Clients expect that you will protect and safeguard their information so it doesn't fall into the wrong hands. It is important that you don't take their confidence in you for granted. Treat clients' personal information the same way you would expect the companies you deal with to treat your personal information.
Here are some helpful tips for your daily business practice:
As an advisor, you are responsible for safeguarding your clients' personal information. When a client's personal information is compromised, there's an increased risk that the client's identity may be stolen.
Clients' personal information may be at risk if one of the following is stolen, lost or accessed by unauthorized individuals:
Notify the appropriate compliance officer at your distribution firm and any carrier whose clients' information may have been impacted.
Complete a fax cover sheet - ensure it includes a confidentiality notice and your name and phone number.
If applicable, be sure your sender ID (the name of your area) and fax number are programmed correctly into the fax machine.
Triple check the recipient's fax number:
Does the document include personal client/employee information or confidential information?
Consider other options - only use fax if it must be sent immediately.
Call the recipient before sending the fax and ask them to stand by the fax machine to pick it up as soon as it arrives.
Does the document include personal client/employee information or confidential information? Stand at the machine while the fax is being transmitted.
Check the transmission report to confirm it was sent to the right fax number.
Remove the materials from the machine.
Does it include personal client/employee information or confidential information? Call the recipient to let them know the fax has gone through.
If the fax was misdirected, immediately:
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