Legal Information

Information provided in the BGRS Web site is intended to provide general information on matters of interest only. The user accepts full responsibility for the use of this page or for the use of any information provided on this page.

The information is believed to be accurate, complete and current when posted, but BGRS cannot guarantee that it will remain accurate or complete or that it will be current at all times. The information in this web site does not constitute accounting, consulting, investment, legal, tax or any other type of professional advice, and should be used only in conjunction with the services of a BGRS Advisor and any other appropriate professional advisors who have full knowledge of the user's situation.

Certain links in this web site connect to Web sites maintained by third parties over which BGRS has no control. BGRS makes no representations as to the accuracy or any other aspect of the information contained in such Web sites.

BGRS is not responsible for direct, indirect, special or consequential damages, regardless of the cause, arising out the use of this web site.

The information on the BGRS web site may not be used or copied for commercial use. Personal and non-commercial use of the information on this web site is accepted. BGRS reserves the right to change, delete or add information at any time.

Privacy Policy

At BGRS, we respect the privacy of our customers and we are committed to keeping your personal information accurate, confidential, secure and private. We have adopted the following Privacy Policy to ensure that BGRS continues to meet its commitment to your privacy.

The following sections, read as a whole, comprise the BGRS Privacy Policy:

Introduction
The Ten Principles of Privacy
Application of the Ten Principles

The kind of information we collect.
How we use your personal information.
When we disclose your personal information.
With whom we share your personal information.
How we safeguard your personal information.
Web site security.
Accessing and amending your personal information.
Opting – out.
Cookies.

Questions, Concerns and Complaints About the BGRS Privacy Policy

1. Introduction

BGRS provides a variety of relocation services to the public, including, but not limited to: property valuation and appraisal review, home sale or home sale assistance, financial assistance, equity advances and expense coordination, property management, lease cancellation, interim living arrangements, furniture moving and storage coordination, orientation, home finding, home purchase or rental assistance, guidance regarding mortgages and taxation, home and neighbourhood information, education and elder care connections.

In the course of providing these products and services, BGRS may collect, with their consent, certain personal information about its customers.

"Personal Information" means information about an identifiable individual customer. This may include without limitation, the individual's name, address, age, gender, income, employment status, credit history, debts and liabilities, income, personal preferences and other information about his or her family.

The BGRS Privacy Policy is based on, and complies with, Canada's Personal Information Protection and Electronic Documents Act ("PIPEDA"), which includes the Ten Privacy Principles outlined in the Canadian Standards Association Model Code for the Protection of Personal Privacy. For more information about this legislation, please visit the official web site of the Privacy Commission of Canada at http://www.privcom.gc.ca.

This Privacy Policy describes the ten principles that BGRS follows to ensure that we protect our customers' personal information when we collect, use or disclose it in the course of carrying on commercial activities in Canada. All of our employees who have access to personal information must adhere to the BGRS Privacy Policy and related procedures. To this end, BGRS has appointed a Privacy Officer to ensure compliance by all BGRS employees.

2. The Ten Principles of Privacy

The following ten principles govern our actions as they relate to the use of customer information:

Principle 1 – Accountability
Principle 2 – Identifying Purposes
Principle 3 – Consent
Principle 4 – Limiting Collection
Principle 5 – Limiting Use, Disclosure and Retention
Principle 6 – Accuracy
Principle 7 – Safeguarding Personal Information
Principle 8 – Openness
Principle 9 – Customer Access
Principle 10 – Addressing Customer Complaints

Principle 1 – Accountability

BGRS is accountable for all personal information in its possession or custody, including personal information disclosed to third parties for processing.

Principle 2 – Identifying Purposes

BGRS will inform its customers of the purposes for which it is collecting any personal information, before or at the time the information is collected.

Principle 3 – Consent

BGRS will obtain consent from its customers before or when it collects or uses the personal information.

A customer's consent can be express or implied. A customer can withdraw consent at any time (with certain exceptions). BGRS, however, may collect, use or disclose personal information without the customer's knowledge or consent in exceptional circumstances where such collection, use or disclosure is permitted or required by law.

Principle 4 – Limiting Collection

The information collected from the customer will be limited to those details necessary for the purposes it has identified to the customer. Information will be collected by fair and lawful means.

Principle 5 – Limiting Use, Disclosure and Retention

Personal information will only be used or disclosed for the purpose for which it was collected unless the customer has otherwise consented, or when it is required or permitted by law. Personal information may only be retained for the amount of time needed to fulfil the purpose for which it was collected.

In certain exceptional circumstances, BGRS may have a legal duty or right to disclose personal information without customer knowledge or consent with respect to matters that concern the company's or the public's interest.

Principle 6 – Accuracy

BGRS will keep personal information as accurate, complete and current as necessary to fulfil the identified purposes for which it was collected. Customers may have this information amended where it is found to be inaccurate or incomplete.

Principle 7 – Safeguarding Personal Information

Personal information is safeguarded using measures appropriate to the sensitivity of the information.

Principle 8 – Openness

BGRS will make information available to its customers about the policies and procedures BGRS uses to manage personal information. Customers have access to this information through our web site, or through alternate means if requested.

Principle 9 – Customer Access

Upon written request, a customer will be informed of the existence, use and disclosure of their personal information, and will be given access to it. BGRS will respond to such requests as efficiently as possible. If BGRS is prohibited from providing such access they will explain the reasons for the lack of access, except where prohibited by law.

Principle 10 – Addressing Customer Complaints and Suggestions

Customers may challenge the BGRS compliance with its Privacy Policy. BGRS has procedures to receive, investigate and respond to customers' complaints and questions. Customers may contact the BGRS Privacy Officer to express any concerns or to request access to their personal information. The contact information for this individual is provided below.

3. Application of the Ten Privacy Principles – how we treat your personal information:

The kind of information we collect

BGRS gathers and uses personal information in order to provide you with the relocation services you have requested (through your employer) or to offer additional products or services you may be interested in. Providing us with your personal information is your choice, however, we may not be able to provide you with certain products or services if you do not provide us with certain information. For example, we cannot provide you with relocation services if we do not know where you live.

The nature of your request will determine the kind of personal information we might ask for.

Information that is typically required to provide you with relocation services:

Name
Address
Phone number(s)
Mortgage information
Information relating to the condition of your property
Family information
Special requirements relating to your needs at your point of destination
Bank account and other financial information
If there are tax implications related to your financial activities, the federal government requires that we ask for your Social Insurance Number for tax reporting purposes pursuant to the Income Tax Act.

BGRS may keep a file with your contact history to be used for customer inquiry purposes so that we may ensure that your are satisfied with the relocation services which we have provided to you.

If you visit an BGRS web site, we do not collect personally identifiable information about you unless you provide it. All information that you do provide us with is securely maintained and kept strictly confidential.

How we use your personal information

At BGRS we use personal information for two general purposes:

To communicate with you during the course of your relocation and to provide you with our products and services. Some services may be provided by other service providers (such as movers or consultants) to better serve your relocation needs.
Transactional information to monitor our level of service and report back to you to ensure your satisfaction with the provision of such services.

We will only use personal information for the purpose that we have disclosed to you. If we want to use your information for a different purpose, we will notify you and ask for your consent first.

When we disclose your personal information

BGRS is obliged to keep your personal information confidential except under the following circumstances:

When authorized by you
When required by law
When permitted by law

(i) When authorized by you

Many of the services offered by BGRS require us to obtain personal information about you in order to perform the services we have been engaged to provide. We will use this information to tailor programs to meet your needs and objectives. We will always obtain consent from you first, and we will never use the information for purposes other than those we have told you about.

For example, if we are providing you with orientation services in your new community, we may need to know information about your family that will help us tailor an orientation program. This might include information about your children's educational requirements or information about your health care needs. Or we may reimburse you for mileage or other incidentals that would require you to provide us with your receipts. We will always obtain your consent before we collect, use or disclose this information. You may also withdraw your consent at any time, subject to any legal implications (which we will inform you about). For example you cannot withdraw your consent with respect to a promissory note you have signed.

(ii) When required by law

The type of information we are legally required to disclose usually relates to government tax reporting requirements. However, in some cases, such as under a court order, we may be required to disclose certain information to authorities. We will only provide the specific information requested and only upon being satisfied that the authorities have legitimate grounds to request the information.

(iii) When permitted by law

The legislation has provided certain situations where BGRS is legally permitted to disclose personal information without your consent. Examples include, but are not limited to, situations involving the collection of debt in arrears, medical emergencies, or suspicion of illegal activities.

With whom we share your personal information

(i) BGRS employees

In the course of daily operations, access to sensitive personal information is limited to those employees and professional advisors (such as BGRS lawyers, auditors, etc.) with a legitimate reason for accessing it. As a condition of their employment, all BGRS employees are required to follow all applicable laws and regulations, including the Privacy Policy we have established. Where required, BGRS employees will hold and maintain appropriate security clearance.

Unauthorized use, disclosure of confidential client information by an employee of BGRS is prohibited and may result in disciplinary measures inclusive of dismissal.

(ii) BGRS affiliates (This paragraph applies only to Corporate Relocations)

To ensure that all your relocation needs are met, and where we have your permission, we may share some of your personal information with our affiliates (unless we are contractually prohibited from doing so). We will only do this with your express consent and you may withdraw this consent at any time. The procedure for withdrawing consent is outlined below under the section "Opting Out".

(iii) BGRS service providers

As you may know, we often engage and coordinate other service providers to deliver to you the vast array of relocation services offered through BGRS. For example, we maintain a network of lawyers, movers and consultants who assist families in purchasing, moving and settling in to their new homes.

Such service providers are only given the information that is needed to provide the specific service for which they are engaged to provide. Our network of Service Providers are also bound by strict contractual means to protect the confidentiality of your information, and they are prohibited from doing anything with this information that we have not authorized them to do They are required to treat your personal information in a manner consistent with the BGRS Privacy Policy.

How we safeguard your personal information

BGRS have extensive controls in place to maintain the security of their information and information systems. Client files are stored according to their sensitivity. Appropriate controls (such as restricted access) are placed over our computer systems and data processing procedures. Physical access to areas where personal information is gathered, processed or stored, is limited to authorized employees. Where requested by your employer, your file will be returned to your employer after your file has closed.

When you telephone or meet with an BGRS employee to speak about your file, you may be asked for some personally identifying information. This kind of safeguard is designed to ensure that only you, or someone authorized by you, has access to your file.

Web site security

In order to serve you better, BGRS offers customers access to certain information through its secure web sites. BGRS is committed to your privacy and will ensure that any information you access or provide through this site remains secure. To safeguard against unauthorized access to your account, you are required to "sign-on" using an encrypted password to gain access. If you are unable to provide the correct password, you will not be able to access your account.

Accessing and amending your personal information

As a customer, you have the right to access the personal information we keep in your file and you have the right to verify or amend the information if it is shown to be inaccurate. If you would like to view the personal information held in your file, please make a written request to the Privacy Officer, at the address listed below, under "Questions, Concerns and Complaints". We will respond to your request as efficiently as possible.

To make a change, please make a similar request in writing to the Privacy Officer.

Opting – out (This paragraph applies only to Corporate Relocations)

In order to provide you with relocation services and products, BGRS will, with your consent, share your personal information with other BGRS affiliates (unless we are contractually prohibited from doing so). Should you not want to receive promotional materials from, or have your personal information shared with, these companies, please:

Anonymous information and "cookies"

BGRS may collect non-personal information about you. This means that the information collected cannot be traced back to a specific person. For example, our web servers record certain information automatically when you visit BGRS web sites. This information is collected using "cookies" - a small text file that contains a unique identification number identifying your web browser (but not you) to our computers every time you visit one of our web sites that uses cookies. They may indicate pages you visited, your IP (Internet Protocol) address and other site usage statistics. They help BGRS to improve the functionality of the site and to enhance the navigation and security of your session. This information may also be used for research and analytical purposes only (like evaluating how many visitors our web sites receive). It does not reveal any personal information about you, the user. This aggregate data may be disclosed to third parties, but never with personally identifying information.

You may configure your browser to notify you when you receive a cookie, and you may refuse to accept them entirely. However, if you refuse to accept cookies, you may limit the functionality that we can provide to you when you visit our site. For example, the www.relodialogue.com web site requires cookies to recognize clients with valid access to the database. If your browser does not accept cookies, the site will not grant you access via the login and password.

Questions, Concerns and Complaints

If you have any questions, concerns or complaints about your personal information, or about the BGRS Privacy Policy, please call please contact our Chief Privacy Officer using the contact information provide below:

Contact Information:

privacy@bgrs.ca
BGRS
80 Aberdeen St
Ottawa, Ontario
K1S 3J5