Privacy Policy

Back Office Admins believes in offering top-notch services to its clients. Our services require the disclosure, use, and collection of clients’ personal information. It is our top priority to protect the personal information of our clients that we collect from them.

We always respect our clients and their privacy. We are committed to safeguarding the personal information of clients and have a strict privacy policy in place. Back Office Admins strictly follow all ground rules of the required Personal Information Protection Acts for how not-for-profit organizations and businesses may disclose, use, and collect personal information.

Back Office Admins inform their clients of how and why we disclose, use, and collect their details (information). We obtain clients’ consent where needed and properly use their details.

This Privacy Policy meets the terms and conditions of PIPEDA and PIPA and summarizes the practices and principles Back Office Admins follow to protect the personal information of its clients.

Our privacy vow embraces ensuring the security, confidentiality, and accuracy of the personal information of our valued clients. This privacy policy also gives our clients the right to access and correct their details if they want.

Scope of Our Privacy Policy

This Privacy Policy relates to Back Office Admins and its subsidiaries. It is also for other service providers who use, collect, or disclose personal details on Back Office Admin’s behalf.

Definitions

Personal Information (Details): It means information or details about identifiable individuals, including phone numbers, home addresses, and names. Personal Information doesn’t take in contact information.

Contact Information: It is the information that enables individuals to interact at a business place including name, title or position name, business contact number, business fax or business email, and business address. This policy doesn’t cover contact information.

Privacy Officer: The individual who is responsible to ensure that Back Office Admins act under this Privacy Policy and PIPEDA/PIPA.

Policy # 1: Accountability

At Back Office Admins, we are responsible to maintain and protect the client’s personal information (details) under our control.

Policy # 2: Identifying Purpose

2.1: Except the purposes to collect personal information (details) are mandatory and clients provide their personal information voluntarily for such purposes, Back Office Admins will share the reasons why we collect the personal information, either in writing or orally, at or before the collection time.

2.2: Back Office Admins only collect the information of clients that is essential to accomplish the purposes that are as follows:

• For delivering requested services and products
• For ensuring high service standards for clients
• For meeting regulatory and legal requirements

However, we may also need to collect and use such information in some other circumstances.

Back Office Admins collect the below-mentioned personal information (details) from people during the progression of routine business activities. Such details may include business title, name, function, and common contact details.

We may use this information to:

• Tell people about Back Office Admins services that we think might be of their interest
• Know and understand the interests of an individual in Back Office Admins services
• Develop, improve or enhance services

Policy # 3: Consent

3.1: Back Office Admins will take the consent of the client to disclose, use, or collect personal information (details) apart from where Back Office Admins is allowed to get without consent.

3.2: Consent might be given electronically, orally, or in writing via authorized representatives or that may be entailed where the collection, use, and disclosure purposes are obvious and clients voluntarily share their personal information (details) for that reason.

3.3: Consent might also be intimated where clients are given the notice and realistic opportunities for opting out of the use of their personal information (details) for mail-outs, and marketing of products or services.

3.4: Depending on certain exceptions (for instance personal information of an individual is essential for providing the product or service, or the consent withdrawal will frustrate the legal obligation’s performance), a client can withdraw or withhold her or his consent for Back Office Admins for using her or his personal information (details) in some ways. If a client decides to withdraw or withhold her or his consent for certain personal information uses, it may restrict the ability of Back Office Admins to offer a particular product or service. If so, Back Office Admins will assist their clients in making an informed decision by explaining the situation.

3.5: Back Office Admins may disclose, use, or collect personal information (details) without the consent or knowledge of the client in the limited circumstances that are as below:

• When the disclosure, use, or collection of the client’s personal information (details) is required or permitted by the law
• When a client’s personal information (details) is accessible from public sources (for instance, telephone directories)
• For debt collection purposes
• When Back Office Admins need a lawyer’s legal advice
• For fraud protection
• For investigating anticipated breaches of law contraventions or agreements

Policy # 4: Limiting Collection

Back Office Admins collect the information or details required for the reasons that we have outlined in our Privacy Policy.

Policy # 5: Limiting Use and Disclosure of Personal Information

5.1: Back Office Admins will only disclose or use the personal information of clients where required to accomplish purposes acknowledged at the collection time or for the reasons that relate to the purposes like:

• For conducting surveys that help improve the services’ provision of Back Office Admins
• Getting in touch with the clients directly to help them know the services and products of their interest

5.2: Back Office Admins never disclose or use the personal information of clients for other purposes unless clients allow us.

5.3: We never sell personal information or lists of clients to anyone.

Policy # 6: Retaining Clients’ Personal Information

6.1: If Back Office Admins use the personal information of a client to make decisions that affect him or her directly, we would retain this information for a minimum of one year.

6.2: Back Office Admins will retain the personal information of clients only until it is needed to achieve the acknowledged purposes or the business or legal purpose.

Policy # 7: Ensuring Personal Information Accuracy

7.1: Back Office Admins will make every effort for making sure that the personal information of the client is complete and accurate where we may use it for making decisions about clients or disclosing to other organizations.

7.2: A client can request us to correct their personal details for ensuring that it is complete and accurate. Clients must make the correction request in writing along with providing the required details.

7.3: If a client’s information is proven to be incomplete or inaccurate, Back Office Admins will correct it as needed and send it to organizations to which this personal information was disclosed by us in the last year.

Policy # 8: Securing Clients’ Personal Information

8.1: Back Office Admins make sure that the personal information of the client remains secure for protecting it from illicit access, use, copying, disclosure, collection, disposal or modification, or other such risks.

8.2: We will follow security measures as below for ensuring that the personal information of the client remains protected appropriately:

• Physical Measures: We restrict access to the office and lock filing cabinets after working hours
• Technological Measures: Using encryption and passwords
• Organizational Measures: Limiting personal information access on the ‘need-to-know’ base
• Procedural Measures: Client’s sensitive personal information shredding

8.3: Back Office Admins will use apt security measures to destroy the personal information of clients like shredding documents, deleting data that is stored electronically, etc.

8.4: With changes in technology, we continually update security policies & controls after review to ensure the security of personal information.

Policy # 9: Providing Members, Customers, and Clients Access to the Personal Information

9.1: Subject to some exceptions, we allow our clients access to their information.

9.2: If a client wants to access her or his personal information, he or she must make a request in writing. They must provide enough information to recognize the information they need. A Privacy Officer should receive this request.

9.3: Upon the client’s request, Back Office Admins would tell them how we utilize their personal details and where we disclose this information if applicable.

9.4: After receiving the request, we will share the demanded details within 30 (thirty) business days. If not, we will provide a written extension notice if we require additional time to complete the request of the client.

9.5: We will charge a nominal fee to allow personal information access. Back Office Admins will inform their clients about the fee and ask them for further directions on if they wish to complete their request.

9.6: We will inform the client about the refused request (in part or in full) in writing, sharing the refusal reasons and the available alternative with the client.

Policy # 10: Complaints and Questions: Designated Individual or Privacy Officer’s Role

10.1: A ‘Privacy Officer’ will be responsible to ensure Back Office Admins’ compliance with this Privacy Policy and PIPEDA and PIPA acts.

10.2: Clients can direct any concerns, questions, or complaints about Back Office Admins’ compliance to the ‘Privacy Officer’ in writing. If the complaint of a client is not resolved by our Privacy Officer, he can also write his issue to the concerned department.