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4. Manner of Collection, Use and Disclosure of Personal Information

As noted above, we will only collect, use and disclose personal information for the purposes of providing services to our clients, and for purposes ancillary thereto, such as billing and collection of accounts in respect of which credit has been extended. We will collect personal information in personal interviews, from letters of instruction, from order forms, from financial institutions and from other business contacts or real estate agents. By providing us with such information, individuals are deemed to consent to its use for the purposes set out herein. When we require sensitive financial personal information, or other information of a particularly sensitive nature, we will seek to confirm that consent was given for the disclosure of such information prior to collecting, using or disclosing such information.
We will not use personal information for any other or secondary purpose. Specifically, we will not provide personal information, either by way of sale or other disclosure, to any marketing agency, mail house, data processing agency or any other promotional entity or third party without express written consent. We will not collect information that we do not require in the course of providing our services.

5. Retention and Disposal of Personal Information

We will not retain personal information longer than is necessary for the purposes of serving our clients hereunder and as otherwise required by legislation. Specifically, certain appraisals are made for mortgage lending purposes and for tax valuation purposes and accordingly, we retain such information and personal information forming the basis of such information for periods equal to the reassessment limitations periods imposed by tax legislation, to comply with our insurance requirements, and as otherwise required to comply with applicable laws. In general, we will retain client files and personal information therein for a period of 7 years, after which time we will no longer need to retain such information. When we no longer have any use for the personal information, we dispose of it by having it shredded or destroyed in the case of physical files and documents, and by erasing the files from our hard drive or other storage medium in the case of electronic data files.

6. Protection and Security of Personal Information

We have implemented policies and procedures to ensure that personal information is protected from unauthorized access, use, tampering, loss or disclosure. Firstly, only those who will be involved in the provision of the services will have access to personal information. Secondly, all personal information that is retained on our computers will be stored in secure folders and will not be available for general access in our organization. All computer and information systems with Internet access will be equipped with firewalls, antiviral software, and power source back up to ensure the security and integrity of your personal information.
In the event that we require the services of third parties and need to provide personal information to such third party for the purposes of providing our services, we will first confirm that consent has been provided to so disclose the information. Upon confirming the relevant individual’s consent, we will not provide such information until we receive reasonable assurances from any such third party that they have in place a privacy policy that is substantially similar to this policy.

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