PRIVACY POLICY
On January 1st 2004, the Personal Information Protection and Electronic Documents Act (PIPEDA / BILL C-6) was
introduced to consumers and service providers across the country. This act establishes rules to govern the collection,
use and disclosure of ‘Personal Information’ in such a manner that recognizes an individual’s privacy and personal rights.
It is through this Privacy Policy that Ontario Motor Sales intends to provide you with a level of comfort and confidence
in how we collect and use your ‘Personal Information’, and how to contact us if you have any questions or concerns. This
policy we will help facilitate a trusting and long lasting relationship with you.
What is Personal Information?
Before we proceed let us clearly explain the term ‘Personal Information’. ‘Personal Information’ is defined within the
PIPEDA as any information about you except your name, business title, business address, business e-mail, business
telephone number or business fax number. Personal Information also does not include your home address and phone number
if it is listed in any public directory.
Who to contact with questions, concerns or comments?
Ontario Motor Sales has designated a Privacy Officer to ensure that your personal information is under control within our business. This officer is responsible for our compliance of the privacy legislation. If at any point throughout reading this policy you have any questions concerns or comments please contact our privacy officer.
Ontario Motor Sales Privacy Officer
Tony Willson
twillson@ontariomotorsales.com
905-725-6501
Contents
- What personal information do we collect?
- Why do we collect this ‘Personal Information’?
- Who do we share ‘Personal Information’ with?
- How long do we keep your ‘Personal Information’
- How do we protect you ‘Personal Information’ while in our possession?
What ‘Personal Information’ do we collect?
When a customer purchases or leases a new or used car or any other products or services through Ontario Motor Sales we may
collect some of the following information:
- Name, address, e-mail, telephone number and fax number
- Occupation
- Information about vehilce/driving habits and preferences such as size of car, color preferences, kilometers driven, family size etc.
- Information about vehicles owned in the past
- Drivers license number
- The name of your insurance company, your policy number and details about your insurance coverage
- Language preference
- Date of birth
- ** Social insurance number / Co-buyers social insurance number
- The principle amount of automobile loan, interest information and repayment terms
- Any health information pertaining to any health, accident, disability or life insurance and the amount of insurance purchased.
** Provision of your social insurance number is optional. However most Credit Reporting Agencies use the social insurance
number as a unique identifier to ensure proper identity when preparing credit reports. If your social insurance number
is not given then it may affect our ability to set up financing options.
When a vehicle is in for service or collision repair work we may collect some of the following information:
- Name, address, e-mail, telephone number and fax number
- Information about vehicles owned in the past and present (i.e. service history)
- The name of insurance company, policy number and some details about your insurance coverage
- Drivers license information
- Credit card information for payment
- Driving record / history
When purchasing parts from our parts department we may collect some of the following information:
- Name, address, e-mail, telephone number and fax number
- Credit card information for payment
Why do we require this information?
We require all of the above information to provide you with a level of service far beyond your expectations. Ontario Motor
Sales is a General Motors Dealership which provides the public with products and service from General Motors and other
companies. We require personal information to better serve you. Below is an explanation of why we collect certain
information.
Name and Contact Information
We need your name and information in order to contact you with regard to any matters pertaining your vehicle such as
campaigns, recalls, service appointments, credit application results.
Credit Information
We need to collect your drivers license, your social insurance number / your co-buyers social insurance number,
insurance information, occupation, income etc in order to provide you with financing options. After credit is approved
or not approved all information is destroyed using a paper shredder. Ontario Motor Sales protects this information
while in our possession for information regarding this see the below section entitled ‘How do we protect your information ‘.
We also collect information regarding your vehicle loan in order to keep you informed of maturity dates and opportunities
to purchase a new vehicle.
Previous Vehicle Information
We will sometimes collect information about the vehicle you have previously owned. We do this so that we can get a better
understanding of your needs and previous vehicle ownership.
Service History Information
Ontario Motor Sales collects your service history information to better understand your vehicle needs when at our location
for service work.
Who do we share ‘Personal Information’ with?
Ontario Motor Sales does not sell, trade, lend or share ‘Personal Information’ with anyone other than General Motors of
Canada Limited (GMCL) and their affiliates. Some ‘Personal Information’ is shared with GMCL in order to provide you with
information relating to our/their products and services. We also share some information with credit reporting agencies,
financial institutions and insurance companies. We also may have to share information where we are required by law to do so.
How long do we keep ‘Personal Information’?
Ontario Motor Sales keeps some ‘Personal Information’ for up to 7 years. Ontario Motor Vehicle Industry Council (OMVIC)
and Canada Customs and Revenue Agency (CCRA) requires that all automotive dealerships in Ontario keep sold vehicle files
for 7 years. General Motors of Canada Limited requires that we keep all warranty work orders for 2 years and keep the
information on computer for 7 years.
How do we protect you ‘Personal Information’ while in our possession?
Ontario Motor Sales keeps this information secure while in our possession; it is either locked in storage or password
protected in our computer systems. Ontario Motor Sales is constantly monitoring and updating its policies and procedures
to ensure that any information we collect from you is safe and secure while in our possession. The following steps have
been taken in order to be sure that your information is safe.
Audits
The Privacy Officer is to conduct regular audits on the effectiveness of the dealerships safeguards, key controls, systems
and procedures to ensure that all safeguards implemented by the Ontario Motor Sales Privacy Policy are effective in
controlling the risks involved with sharing ‘Personal Information’.
Training
All employees who deal directly with this ‘Personal Information’ will be trained on the importance of following the Ontario
Motor Sales Privacy Policy. All Department Managers, F & I Managers, Service Advisors and Information Technology Personnel
will undergo information sessions and training to ensure that all employees understand the importance of protecting your
‘Personal Information’.
Periodic Re-evaluation of the Entire Program
An annual re-evaluation of the program will take place. During this time Ontario Motor Sales will assess its current
policies and procedures to determine if there is a need for any updating, changing or refreshment. This evaluation will
only be completed by the ‘Privacy Officer’ and/or dealer.
Please note that if at any point you have any questions concerns or comments about the Ontario Motor Sales Privacy
Policy please contact our privacy officer. You have the right at any point to access the information we have about you
and request that this personal information be changed.
Ontario Motor Sales Privacy Officer
Tony Willson
twillson@ontariomotorsales.com
905-725-6501
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