Trooper Pet™ Veterinary Nursing Privacy Policy

Trooper Pet™ Veterinary Nursing (including the Trooper Pet Shop) have established this Privacy Policy to explain how it protects and manages the personal information that it collects from you (the client) online and offline. This privacy policy may be updated at any time, and a copy of the updated policy will be posted on the Trooper Pet™ website.

Privacy Officer

The privacy officer of Trooper Pet™ Veterinary Nursing is the owner, Rebecca Bartley. The responsibility of the privacy officer is to respond to inquiries and complaints; establish and maintain directory listings for clients; assist in updating information that is published on the website; understand the legislation; and apply pertinent changes to the Trooper Pet™ Veterinary Nursing and Trooper Pet™ Shop Privacy Policy. Contact information is: phone: 705-242-5402 or email: becky@trooperpet.com.

Why is this Personal Information Collected (Business Purposes)?

Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop collects and uses personal information for the following Identified Purposes:

• To understand and fulfill client needs or requests for Trooper Pet™ Veterinary Nursing and orders for the Trooper Pet™ Shop.
• To develop private client accounts for our clients, provide access to our website and to maintain the integrity of the website;
• To provide services and products for our clients, including booking online or in person appointments, or delivering of products purchased.
• To confirm the Identity of specific clients (to avoid breaching the privacy of other clients)
• To communicate with clients and site visitors, when necessary, and to inform clients of upgrades, as well as marketing offers for other products and services available from Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop , its affiliates and third parties;
• To bill accounts and maintain payment records; and to collect payment, or unpaid accounts if necessary;
• To comply with any applicable law, regulation, legal process or government request; or to bring legal action if the company is threatened.
• To respond to a legitimate claim, or to address our reasonable belief, that you are violating the rights of any third party or any of the agreements or policies that govern your use of the Trooper Pet™ Veterinary Nursing or the Trooper Pet™ Shop site or any product or service;
• To protect the services, products or rights of Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop, including but not limited to the security or integrity of the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop sites; and
• To identify and resolve technical problems concerning Trooper Pet Veterinary Nursing™ and the Trooper Pet™ Shop site, products and services.
• Our website servers and analytics log data from website visitors for operational, marketing and promotional purposes = to analyse client activity in aggregate form (i.e., not individually attributable to you). This allows us to understand visitor and client preferences via cookies or pixels for the website and/or social media, for its business analysis (including visitors’ (IP) addresses and potentially the following visitor data: information about your browser type and version; geolocation information; your device type; your operating system; date and time of visits; and pages viewed.

When you visit the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop web sites, a cookie may be placed on your computer, or the cookie may be read if you have visited the Trooper Pet™ Veterinary Nursing and Trooper Pet™ Shop sites previously. If you choose to not have your browser accept cookies or pixels from the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop web sites, or social media sites, you may not be able to view all the text on the screens, or to experience a personalised visit, or to subscribe to certain service and product offerings on the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop sites.

Consent for Collection, Use and Disclosure of Information

Your use of the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop sites and/or your registration for products and services constitute your consent to the terms of this Privacy Policy. If you do not agree to the terms of this Privacy Policy, please do not use the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop sites or Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop products and services.

Consent is obtained when appointments are scheduled and confirmed or by sharing your personal details to set up of your client account; when a requested consent form may be presented (for certain service); when a product is purchased or ordered. If a new use of client data is contemplated, Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop will seek approval for that use.

Further updates to client information are the responsibility of the client, and they are recommended to inform Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop about changes to their personal information by email or phone to receive assistance in managing the updating process. When made aware of these requests, we commit to using the new or updated personal information received.

Consent may be withdrawn by advising the Privacy Officer that the client is withdrawing consent (e.g. by unsubscribing from lists or requesting that information be unpublished).

Limiting the Collection of Personal Information

Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop limit their collection of personal information to only that information which is necessary for the Identified Purposes. Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop do not direct their sites to, nor knowingly collect any personal information from children under the age of thirteen.

What kind of information does Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop collect?

For clients: Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop collects information to fulfill the business purposes outlined above, at the time of your registration or appointment request, certain “personal information” (information that personally identifies you) including but not limited to the following:

• Contact information (home information including address, email addresses, and phone numbers for calls and texts)
• Pet Information (birthdays, medical history, breed, sex, species)
• For general visitors to the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop or social media, computer hardware or software information through cookies or pixels (e.g., IP address, operating system, browser type, domain name, URL, access times, and referring web site addresses).
• Information may be made available to the following third parties, all of which have privacy policies in place. They include:
• The Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop sites accountant and bookkeeper (financial information for the purposes of tax planning and reimbursement)
• Square App Billing (POS system) (online)
• Collection agencies (in the case of delinquent accounts)
• Email Marketing services (currently SQUARE APP, WEAVE, Digitail, Gmail and Google)
• Virtual Assistants (from time to time to monitor announcements, send referral letters, past due collections, and miscellaneous administrative activities, including managing social media and learning platforms)
• 3^rd party backup software to ensure the security of Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop

Limiting Use, Disclosure and Retention

Clients and non-clients who sign-on to receive email communications (without necessarily becoming clients of Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop), provide their name and email address. This information is stored in our CRM account and the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop websites.

How will this information be processed and stored?

Your information may be stored and processed in Canada or the United States, or in any other country in which Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop or its affiliates, subsidiaries, suppliers or agents maintain facilities. By using this web site, you consent to any such possible transfer of information outside of your country.

• Electronic files and information is primarily managed internally and is stored on computers belonging to Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop employees or contractors.
• When consent is obtained from each client, their email is added to our email list, a membership profile is added for each client and a web profile is established on the DIGITAIL CRM, and EXCEL.
• If Trooper Pet™ hires other companies to provide some products or services on our behalf, we will only provide those companies or individuals the personal information they need for the Identified Purposes within their scope of work, and we will limit their rights to use and further disclose your personal information as appropriate in the course of their work for us.
• Information that Trooper Pet™ gathers is retained in web-based software associated with the Trooper Pet™ website, in a DIGITAIL CRM account, in SQUARE APP that provides a POS and billing system, and in an excel-based database or reports.

Will this information be disclosed?

Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop does not sell or rent your personal information to anyone. Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop do not disclose your personal information to anyone who falls outside the umbrella of the Identified purposes, except in limited situations (e.g. in accordance with subsection 8 (2) of the Privacy Act), for example in the following cases:

• To someone you have designated to act as your agent, for one or more of the Identified Purposes (listed above);
• To Trooper Pet™ employees, independent contractors, subsidiaries, affiliates, consultants, business associates, service providers, suppliers and agents, who provide services to Trooper Pet™;
• Someone our clients have designated to act as their agent, for one or more of the Identified Purposes
• If Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop has reason to believe that disclosure is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference (either intentionally or unintentionally) with Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop rights or property, other users of the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop web sites, products or services, or anyone else that could be harmed by such activities; and
• To respond to judicial process and provide information to law enforcement agencies or in connection with an investigation on matters related to public safety, as permitted by law, or otherwise as required by law.
• In addition, as Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop continue to develop its business, we or our affiliates or partners may sell or buy other businesses or entities, or we may merge with another company. In such transactions, personal information may be one of the transferred business assets.

How long will the information be retained?

Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop member information will be used in relation to the identified purposes below. After your account becomes inactive (that is, if you request to be removed from our database), Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop sites will keep your personal information in its private archives. Your information will then be used only as necessary for tax reasons or to prove that Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop is compliant with any applicable law.

• When a member has unsubscribed from the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop email list, their email address is maintained in our 3^rd party database under the unsubscribed category (and in our website database as an unsubscribed email address) to ensure adherence to legal statutes.
• Products or services may be removed from a client as a result of an account that is not in good standing (and until payment is made and according to CRA guidelines).
• Financial records are retained according to CRA guidelines.

How will information be disposed of?

• Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop account records are maintained to satisfy CRA requirements, and then will be shredded.
• Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop databases will be archived and stored in a secure location.

Ensure the Accuracy of Personal Information

The Chief Privacy Officer is responsible to ensure the information collected is as accurate as can be at the time of collection. Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop ensure the accuracy of personal information by asking their clients to fill in and complete their own profile information and registration forms. Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop will use reasonable efforts to keep client personal information accurate for the Identified Purposes, and to minimize the possibility of making inappropriate client decisions based on such information.

Clients are responsible for informing Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop about changes to their personal information. They can do this by sending an email to becky@trooperpet.com, info@trooperpet.com, calling 705-242-5402 or using the contact form on the website. Trooper Pet™ will use new or updated personal information it receives from clients to update its own records.

 

How will the information be safeguarded?

Electronic databases, servers and individual computers are password protected. All computer hardware has firewall and virus protection in place and data is backed up using an external hard drive.

 

The filing cabinet housing personal information in the Trooper Pet™ office is locked when not in

use. Access is only granted on a need-to-know basis to those individuals who are under contract to Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop to provide specific services. No unauthorized parties are able to access this information.

We respect the privacy of your children and encourage all parents to supervise their children’s computer usage. We do not knowingly collect or retain personal information from children under the age of thirteen. We advise all visitors to our Website under the age of 13 not to dispose or provide any personally identifiable information on our Website.

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Openness, and Individual Access

Requests for access, updating or withdrawal of information

Trooper Pet™ will afford clients and vendors a reasonable opportunity to review the personal information in their file. Please direct any requests for access to your information to Rebecca Bartley, becky@trooperpet.com, 705-242-5402.

Please allow 14 days for a response to your request.

• Your information will be provided to you as quickly as possible (but no later than 30 days from the date of your request), as long as that information may be legally copied to the person making the inquiry.
• If Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop are not able to provide access to some aspect of a client’s personal information, it will provide reasons for denying access such as (see legal restrictions and examples below):
  • That the information relates to a breach of an agreement or a contravention of law
  • Its disclosure could reasonably be expected to threaten the life or security of another individual.

      In terms of mandatory exceptions, organizations must refuse an individual access to personal information:

• If it would reveal personal information about another individual unless there is consent or a life-threatening situation. This is unlikely since records are usually individual but could be required in the event of involvement in a law suit; or
• If an individual requests that he or she be informed of information disclosed to a government institution in certain specified cases, or for access to the information itself, and the government institution objects to the institution complying with the access request. In such cases, Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop must refuse the request and notify the Privacy Commissioner of Canada. As well, Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop cannot inform the individual of the disclosure to the government institution, that the institution was notified of the request, or that the Privacy Commissioner of Canada was notified of the refusal.

In terms of discretionary exceptions, Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop may refuse access to personal information if the information:

• Is protected by solicitor-client privilege
• Would reveal confidential commercial information, although if this information can be redacted, Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop will release the remaining information
• Would reasonably be expected to harm an individual’s life or security; although if this information can be redacted, Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop will release the remaining information.
• Was collected without the individual’s knowledge or consent to ensure its availability and accuracy, and the collection was required to investigate a breach of an agreement or violation of a federal or provincial law (the Privacy Commissioner of Canada must be notified)
• Was generated in the course of a formal dispute resolution process, or
• Was created for the purpose of making a disclosure under the Public Servants Disclosure Protection Actor a related investigation.

 

Challenging Compliance: Recourse

Complaints about the organization

• Please direct any complaints about Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop organization in writing to Rebecca Bartley, Owner at becky@trooperpet.com. Please allow 14 days for a response to your request.
• To find resolution to a complaint, first approach the Trooper Pet™ Veterinary Nursing and the Trooper Pet™ Shop privacy officer. Should that prove unsatisfactory, individuals can contact the Privacy Commissioner of Canada:

Daniel Therrien, 112 Kent St., Ottawa, ON K1A 1H3.

1-800-282-1376

1-613-947-6850  Fax

www.privcom.gc.ca

Clients have the right to request that information is removed that is no longer accurate or complete and information be amended as appropriate, by contacting Rebecca Bartley as described above, who will promptly correct such personal information.

Any challenges an individual wishes to make to the organization’s compliance with the above principles in this policy should be addressed to Rebecca Bartley, the Chief Privacy Officer at the above contacts, in writing.