Dicta Court Reporting Inc. ("Dicta", "we", or "our") respects and upholds the right of individuals to privacy in respect of their personal information. We take steps intended to meet privacy principles and requirements with respect to personal information in accordance applicable privacy legislation.
The purpose of this Privacy Statement (the "Statement") is to inform our customers and other individuals we deal with ("you" or "your") about how we collect, use, disclose, retain and protect your personal information.
2. Definition of Personal Information
"Personal information" is any information about an identifiable individual, including, but not limited to, an individual's name, address, phone number, email address, age, sex, marital status and financial information. However, personal information does not generally include an individual's name, business title, business address, business email address, business telephone number or business fax number where such information is used in relation to the individual's business responsibilities and for no other purpose.
3. Personal Information We Collect
We collect personal information in a number of circumstances in the course of our business. Such information includes:
contact and identification information, such as your name, address, telephone number, and e-mail address;
product and service-related information concerning the products and services that we provide to you;
credit and financial information such as your payment methods and preferences, credit card, banking information, and your billing and credit history with Dicta;
business relationship information, including information related to your agreements with Dicta, preferences, advisors and decision-makers;
customer relationship information such as customer service requests and feed-back, and information requested by or provided to you; and
such other information as we may collect with your consent or as permitted or required by applicable privacy legislation.
We agree to limit the collection of your personal information to the extent that is reasonable for meeting the purposes of our collection.
4. Our Use and Disclosure of Personal Information
We use and disclose personal information to enable us to manage, maintain, and develop our business and operations. Your personal information may be used and disclosed by us:
to establish, maintain and manage our relationship with you so that we may provide you with the products and services that have been requested (for example, we will use your personal information to establish your identity and location so that we can deliver and bill requested products and services, or deliver information relevant to a product or service you have purchased), and administer the delivery of products and services to you;
to review the products and services that we provide to you so that we may understand your requirements for our products and services and work to improve our products and services;
to comply with your requests (for example, if you prefer to be contacted at a business or residential telephone number and advise us of your preference, we will use this information to contact you at that number);
to provide feedback to inquiries and complaints;
to process, service, analyze and audit your relationship with us, including collecting any money you owe us;
to verify your identity, and to protect us against error, fraud, theft and damage to our goods and property;
to enable us to comply with applicable law and/or regulatory requirements; and
for any other reason with consent or as permitted or required by applicable privacy legislation.
We collect, use and disclose personal information only for the purposes for which the information was collected, except as authorized by law. We will notify and, if required, obtain consent for use and disclosure of personal information which falls outside the purposes for which the information was originally collected.
5. Service Providers
We may transfer personal information to outside service providers that perform services on our behalf (e.g. bookkeeping, billing, and other similar services related to our business) or to otherwise collect, use, disclose, store or process personal information on our behalf for the purposes described in this Statement.
Some of these service providers may be located outside of Canada, including the United States, and your personal information may be collected, used, disclosed, stored and processed in the United States or elsewhere outside of Canada for the purposes described in this Statement. We take reasonable contractual or other measures to protect your personal information while it is processed or handled by these service providers. However, please note that while your personal information is located outside Canada, it will be subject to legal requirements in those foreign countries applicable to the service providers, for example, lawful requirements to disclose personal information to government authorities in those countries.
6. Business Transactions
Personal information may be used by Dicta and disclosed to parties connected with the proposed or actual financing, securitization, insuring, sale, assignment or other disposal of all or part of Dicta or our business or assets for the purposes of evaluating and/or completing the proposed transaction. These purposes may include, as examples:
permitting those parties to determine whether to proceed or continue with the transaction; or
fulfilling reporting, inspection or audit requirements or obligations to those parties.
Assignees or successors of Dicta or our business or assets may use and disclose your personal information for similar purposes as those described in this Statement.
7. Our Website
When using our website (www.dictacourtreporting.com), we may collect the Internet Protocol ("IP") address of your computer, the IP address of your Internet service provider, the date and time you access our website, the Internet address of the website from which you linked directly to our website, the operating system you are using, the sections of the website you visit and the website pages read and images viewed. This information is used for website and system administration purposes and to improve the website’s functionality.
We may also use "cookies" on our website. Cookies are a technology that installs a small amount of information on a user's computer to permit the website to recognize future visits using that computer. Cookies enhance the convenience and use of the website. For example, the information provided through cookies is used to recognize you as a previous user of the website, to track your activity at the website, to respond to your needs, and to otherwise facilitate your website experience. You may choose to decline cookies if your browser permits but doing so may affect your ability to access or use certain aspects of our website.
8. Your Consent
Dicta collects, uses and discloses your personal information with your consent, except as permitted or required by applicable privacy legislation. Generally, by providing us with your personal information, we will assume, in accordance with applicable privacy legislation, that you consent to our collection, use and disclosure of such information for the purposes identified or described in this Statement or otherwise at the time of collection.
You may change or withdraw your consent to our collection, use and disclosure of personal information at any time by contacting us, subject to legal obligations. In some circumstances, if you change or withdraw consent to certain uses of your personal information, we may no longer be able to provide certain of our products or services.
9. Security and Storage
We understand the importance of using security safeguards to protect personal information against loss, theft or unauthorized access or disclosure. We make all reasonable efforts to ensure that your personal information is protected against such risks. We use physical, administrative and technological measures to protect personal information regardless of the format in which it is held in accordance with the sensitivity of the information. We also limit access to personal information to only those individuals that are authorized to have it for the purposes described in this Statement.
Personal information is retained for only as long as needed to reasonably fulfill the purposes for which it was intended and for legal or business purposes. Personal information that is no longer required is destroyed using secure means, including shredding paper records and permanently deleting electronic records.
10. Updates to Personal Information
Dicta makes reasonable efforts to ensure that the personal information in our custody or control is accurate and complete. We rely on you to notify us if there is a change to your personal information that may affect your relationship with Dicta. If you are aware of an error in your personal information, please notify us of the error in writing and we will amend the information as required.
11. Access to Personal Information
You also have the right to access the personal information in our custody or control. Access requests should be made to us via email at firstname.lastname@example.org. We will assist all individuals with their access requests. When making an access request, we may require specific information from you to confirm your identity.
In certain exceptional situations, we may not be able to provide you with access to your personal information. If access cannot be provided, we will notify you of the reason for the refusal.
Where access has been provided and where the information is demonstrated to be inaccurate or incomplete, we will amend the information as required. Where appropriate, we will transmit the amended information to third parties having access to the information in question.
12. Contacting Us
If you have any questions about this Statement or about the collection, use, disclosure or transfer of your personal information in our custody or control, please contact us via email at email@example.com.
This Statement may be revised from time to time to reflect changes in technology, legal or regulatory obligations or the manner in which we deal with personal information. We urge you to request and review this Statement frequently to obtain the current version.
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This Privacy Statement is effective as of April 1, 2016, and updated as of December 1, 2019.