The 3M Canada Privacy Code is a formal statement of the principles and guidelines concerning the requirements for the protection of personal information provided to 3M Canada by its customers and employees. 3M Canada strives to provide its customers with the best service possible. This means handling your personal information fairly and honestly.
The purpose of the 3M Canada Code is to provide responsible and transparent practices in its management of personal information in keeping with applicable legislation. It tells you how we protect your privacy and the confidentiality of your personal information.
What is Personal Information?
Personal Information is any piece of information, either factual or subjective, about an identifiable individual. Personal Information does not include the name, title, business address or telephone number of an employee of an organization.
The 10 Principles of Privacy
The following principles, developed by the Canadian Standards Association, form the basis of 3M Canada’s fair information practices and outline 3M Canada’s commitment to protecting your privacy.
Every 3M Canada employee is responsible for maintaining the confidentiality of all information to which they have access. Our employees are informed about the importance of privacy and receive ongoing updates on privacy related policies.
In addition to establishing the Privacy Code, we have appointed a Chief Privacy Officer who is responsible for overseeing the personal information handling practices at 3M Canada and ensuring we are in compliance with our Privacy Code and related policies.
2. Identifying Purposes: Why we collect information
Should we need to collect personal information from you, we will identify the purpose for the collection at or before the time we collect it. We will only collect the information needed to fulfill the purpose we have identified and for no other purpose. If we wish to use your information for any other purpose we will obtain your consent.
We ask for your personal information in order to meet your service and product needs, as well as to establish a lasting relationship with you as your quality 3M Canada service and product provider.
The information we ask for depends on which services you require from 3M Canada. For example, we may request your personal information to:
- send you products or information that you have requested,
- provide you with a specified service,
- better understand your needs,
- provide you with information and offers on our products and services,
- comply with law.
3M Canada seeks your consent to collect, use or disclose your personal information at the time of collection or in advance. We have taken steps to ensure that our language is clear and understandable so that you know why we are collecting your information and how we will use it. Please note that under certain legal and medical circumstances it may be impossible or impractical to obtain an individual’s consent.
Consent may be expressed in writing or it may be implied in the circumstances. In addition to writing, your consent may also be expressed verbally or electronically.
In deciding what form of consent is appropriate, we will consider the type of personal information we need, its use, any necessary disclosures, the type of customer contact that is involved and applicable legislation.
In general, you can choose not to provide us with some or all of your personal information at any time. However, should you make this choice we may not be able to provide you with the product, service or information that you requested or that could be offered to you. Upon request we will explain your options of refusing or withdrawing consent to the collection, use, and disclosure of your personal information.
4. Limiting Collection
3M Canada does not collect personal information indiscriminately. Rather, we limit our collection of personal information to only what is necessary for the purpose we have identified. We employ fair and lawful means in the collection of personal information.
5. Limiting Use, Disclosure and Retention
3M will use or disclose your personal information for the purpose for which it was collected, except with the consent of the individual or as required by law.
There are some instances in which we may be required to disclose your personal information as part of 3M Canada conducting its business in the ordinary course; this includes, for example, suppliers and distributors. When we hire other organizations to provide support services, we will require them to conform to our privacy standards.
We will retain personal information only for as long as required to fulfil the identified purpose. Once your personal information is no longer required, it will be destroyed or made anonymous.
At 3M Canada, we endeavour to keep our personal information holdings complete, up-to-date and accurate. While we do our best to ensure our information is accurate, we do rely on individuals to inform us of any relevant changes in their personal information.
Should you discover, upon review of your personal information, that amendments are required, please advise us. If the requested change is accepted, the personal information will be modified in accordance with your request as soon as possible and you will receive a copy of the amended portion of the record.
When a correction or amendment has been made to a personal record, 3M will, where appropriate, send a copy of the correction to any persons or organizations that have access to the information in question.
If the requested change is not accepted, you will be notified in writing that the change will not be made. You will be given an opportunity to submit a statement concerning the dispute which will be maintained along with the disputed information for as long as we retain that information. Where appropriate, third parties who have received the disputed information will also receive a copy of the statement of dispute.
7. Safeguards: Protecting your information
We employ appropriate safeguards to make certain that your personal information is protected from loss or theft as well as from unauthorized access or disclosure.
The information we collect is retained on 3M Canada premises, other than where you have consented to its release or such release is required by law. 3M Canada may employ other companies to provide services to you on our behalf, such as data processing or records retention. When this occurs, we have contracts in place to ensure your personal information is protected by the same high standards that govern 3M Canada’s information handling practices.
The nature of the safeguards and level of protection will depend on the sensitivity of the information in question and incorporates physical security measures (locked doors and file cabinets), organizational controls (visitor sign in and employee identification cards), and technological tools (computer passwords and encryption).
3M Canada audits its security measures to ensure our practices conform with our Code and related privacy policies.
8. Openness: Keeping you informed
We have prepared this Privacy Code to keep you informed of our commitment to protecting your personal information. It is available to the public in paper form at the address set out below and in electronic form at firstname.lastname@example.org.
If you have any privacy related questions or concerns not addressed in the Privacy Code, please contact our Chief Privacy Officer at 1-800-265-1840 extension 2 or by mail at 1840 Oxford St. E., London, Ontario N5V 3R6. We will respond to all inquiries to the best of our ability.
9. Providing Access
3M Canada will provide you with access to the information it retains about you upon receipt of a written request and satisfactory identification.
We may charge you a nominal fee and if so, we will give you notice in advance of costs for processing your request.
Upon written request and satisfactory identification, we will also correct or amend any personal information if its accuracy and completeness is found to be deficient.
There are some instances where 3M will not be able to provide an individual with the requested information. Some of these instances include where the information:
- consists of references to other persons that cannot be otherwise severed,
- is subject to solicitor–client privilege,
- contains confidential 3M proprietary information,
- has already been destroyed due to legal requirements or because it was no longer needed for the identified purpose.
If 3M is unable to provide you with the information you have requested, the reason for the refusal will be explained in writing.
10. Providing Recourse
If you have any questions or concerns about the privacy of your personal information or our Privacy Code, please contact your Customer Service Representative or our Customer Contact Centre at 1-800-364-3577. In most cases, an issue may be resolved informally by telling us your concern and discussing it with us.
Should you still have questions, you can also reach us by contacting Ali Haidar, Chief Privacy Officer by phone at 1-800-265-1840 extension 2343, by e-mail at email@example.com or by mail at 1840 Oxford St. E., London, Ontario N5V 3R6.
You may at any time initiate a formal privacy inquiry by contacting any of the above personnel and providing the necessary information to complete our Request for Information Form. The information you provide to us on this form will be collected, used or disclosed solely for the purpose of resolving your question or concern.
Once your written request form is received, our Chief Privacy Officer will promptly initiate an investigation and respond to your concern in writing.
If the issue is still not satisfactorily resolved, we will provide information on other complaint procedures that may be available to you.