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At SaskWorks Venture Fund, the confidentiality and security of our client's personal information is of utmost importance. Establishing and maintaining the trust and confidence of our clients is key to the services we offer. We are committed to protecting the privacy of the personal information. We have established this Privacy Policy as well as internal controls and procedures to ensure our clients' information is collected, used, and disclosed only for identified business purposes and only with the consent of our clients, except where otherwise required for legal or security purposes. Our commitment to the ten privacy principles in the Personal Information Protection and Electronic Documents Act ("Privacy legislation") is set out below:
Accountability - We are responsible to keep the information of our clients that we have in our possession safe and secure. We have established internal controls and, where appropriate, put in place contractual agreements with external suppliers and service providers, to ensure the personal information that we collect, use or disclose is secure and is used only for the business purposes we have identified or as required by law. Within our office we have designated a Privacy Compliance Officer to whom requests may be made for more information on our policies and procedures or inquiries may be made regarding our complaints procedure. Identifying Purposes - The collection and use of our clients' personal information is fundamental to our day-to-day business operations and the services we provide. However we only collect the information we need from our clients for business purposes which we identify to our clients before or at the time of collection.
When you, as an individual, invest in our products, your investment representative provides us with your non-public personal information. The information collected about you is retained in your "client record". We collect and use this information to service your accounts and respond to your requests. The non-public personal information we collect falls into the following three categories:
Information we receive from you on applications, whether we receive the form in writing or electronically. For example, this information may include your name, address, social insurance number, beneficiary information, employment information and possibly your personal bank account information if you are signing up for certain account options that involve the transmission of money between your bank account and your mutual fund account. Information about your transactions and account history with SaskWorks Venture Fund. This category also includes your communications to us concerning your investment/account. Other general information that we may obtain about you such as demographic information.
We may use your personal information for the following purposes:
- To identify you;
- To ensure our records are accurate;
- To establish and administer your account;
- To execute your transactions;
- To maintain, store, record and determine your account holdings and transaction records;
- To verify previously given information when necessary;
- To provide you and your representatives with account statements/information;
- To provide you with financial statements, tax receipts, proxy mailings, transaction confirmations and other information that may be requested or needed to service your account;
- To provide you with quality customer service and support on your investment needs;
- To meet legal and regulatory requirements
Consent - Before we collect, use or disclose any personal information about our clients we advise them and obtain their consent, with the only exception being where the collection, use or disclosure is for legal or security reasons.
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Limiting Collection - We collect our clients' personal client information by fair and lawful means and only as necessary to provide the services we offer. We do not collect more information about our clients than is needed for the purposes which we identify to our clients. Limiting Use, Disclosure and Retention - Our clients' personal information is not used, disclosed or retained for any purpose other than those for which it was collected as identified to our clients or as required by law. We keep our clients information only as long as necessary for the fulfillment of those purposes and as is necessary for legal, regulatory and limitation of action purposes.
Only authorized individuals are provided with your information. Your information is used exclusively for our identified purposes, we disclose the information only where it is necessary to provide our services.
On occasion, we may disclose your information to your investment representative. Whenever we share your information, we ensure that your privacy is maintained. Only pertinent information may be disclosed to the following agents and organizations:
- Financial advisors or dealers;
- Canadian and Saskatchewan governments and government agencies;
- Canada Post;
- Our backoffice
- Our lawyers and accountants; and
- Account statement preparation and mailing companies, courier companies, and document storage companies.
Accuracy - We keep our clients' personal information as accurate, complete and up-to-date as possible as necessary for the purposes for which it was collected and is to be used. We update client information as necessary to ensure accuracy and encourage our clients to keep us informed of any updates to the personal information which they have provided to us. Safeguards - Personal information which we have collected about our clients is protected by security safeguards appropriate to the sensitivity of the information. These safeguards include internal controls such as physical, technological and organizational measures all designed to limit access to the personal information of our clients on a need-to-know and properly authorized basis only. Our employees are educated on our commitment to clients' privacy and are properly instructed to ensure client information is only accessed and used for the business purposes we have identified and only disclosed to properly parties who are also bound by confidentiality requirements. Openness - We will make available additional information regarding our policies and practices relating to the management of our clients' personal information, upon request. Access to Information - Upon request, our clients will be informed of the existence, use and disclosure of their personal information and will be provided access to that information. We encourage our clients to update their personal information that we have collected and, upon request, they may verify the accuracy and completeness of any personal information we may hold. There may be limited times when we cannot disclose or provide access to certain personal information for legal, security or commercial proprietary reasons and in that case we will advise our clients of the reasons why information cannot be accessed by them. Challenging Compliance - We encourage our clients to tell us of any concerns they may have regarding our compliance with these ten principles of privacy described in this policy and to ask us any questions about the manner in which we safeguard personal information. Inquiries may be directed to our Privacy and Compliance Officer at the following address:
Privacy Officer
SaskWorks Venture Fund Inc.
2nd Floor, The Assiniboia Club Building
1925 Victoria Avenue
Regina, Saskatchewan
S4P 0R3
Phone: (306) 791-4833
Fax: (306) 791-4848
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