TERMS AND CONDITIONS

Personal Information Protection Policy

At Canco Petroleum Ltd., we are committed to providing our customers and donors with exceptional service. As part of our services, we offer a customer loyalty program and facilitate donations through our charity, Canco Cares. Protecting personal information is one of our highest priorities.

We comply with BC and Alberta’s Personal Information Protection Act (PIPA) and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), which set out the ground rules for how businesses may collect, use, and disclose personal information in the provinces we operate, including BC, Alberta, Saskatchewan, and Ontario.

We will inform our customers and donors of why and how we collect, use, and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.

This Personal Information Protection Policy outlines the principles and practices we will follow in protecting personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of personal information and allowing individuals to request access to, and correction of, their personal information.

Scope of this Policy

This Personal Information Protection Policy applies to Canco as well as to any service providers collecting, using, or disclosing personal information on behalf of Canco.

Definitions

Personal Information: Information about an identifiable individual including name, home address, phone number, email address, and date of birth. Personal information does not include contact information.
Contact Information: Information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email, or business fax number. Contact information is not covered by this policy or PIPA/PIPEDA.
Privacy Officer: The individual designated responsibility for ensuring that Canco complies with this policy and PIPA/PIPEDA.

Policy 1 – Collecting Personal Information

1.1 Unless the purposes for collecting personal information are obvious and the individual voluntarily provides their personal information for those purposes, we will communicate the purposes for which personal information is being collected, in writing, before or at the time of collection.

1.2 We will only collect personal information that is necessary to fulfill the following purposes:

To enroll the customer in a loyalty program;
To verify identity;
To send out membership information;
To provide promotional information;
To provide information to companies that provide support services to us (such as our loyalty program vendor, Ackroo Canada Inc.) and that help us communicate with you. These companies may use information about you to perform their functions on our behalf. Customers can review Ackroo’s Personal Information Privacy Policy here;

Details about your internet service provider, your operating system, browser type, domain name, internet protocol (IP) address, the website that referred you to us, the web pages you request, and the date and time of those requests;

Our collection of website usage information may involve the use of cookies.

Policy 2 – Consent

2.1 We will obtain consent to collect, use, or disclose personal information (except where, as noted below, we are authorized to do so without consent).

2.2 Consent can be provided in writing, electronically, through an authorized representative, or it can be implied where the purpose for collecting, using, or disclosing the personal information would be considered obvious and the individual voluntarily provides personal information for that purpose.

2.3 Consent may also be implied where an individual is given notice and a reasonable opportunity to opt-out of their personal information being used for the marketing of new services or products, and the individual does not opt-out.

2.4 Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), individuals can withhold or withdraw their consent for Canco to use their personal information in certain ways. A decision to withhold or withdraw consent may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the individual in making the decision.

2.5 We may collect, use, or disclose personal information without the individual’s knowledge or consent in the following limited circumstances: When the collection, use, or disclosure of personal information is permitted or required by law.

Policy 3 – Using and Disclosing Personal Information

3.1 We will only use or disclose personal information where necessary to fulfill the purposes identified at the time of collection or for a purpose reasonably related to those purposes such as:

In the event of a merger, acquisition, financing, or sale of assets or any other situation involving the transfer of some or all of our business assets, Canco may disclose personal information to those involved in the negotiation or transfer;
To share aggregated or anonymized information that does not directly identify you for third-party support services purposes;
To provide information to companies that provide support services to us (such as our loyalty program vendor, Ackroo Canada Inc.) and that help us communicate with you. These companies may use information about you to perform their functions on our behalf. Customers can review Ackroo’s Personal Information Privacy Policy here.

3.2 Cookies – When an individual visitor accesses our website to sign up for our membership program, we may use a browser feature called a ‘cookie’ to collect information such as the type of internet browser and operating system the visitor uses, the domain name of the website from which the visitor came, date and duration of the visit, number of visits, average time spent on our website, pages viewed, and number of cookies accumulated. A cookie is a small text file containing a unique identification number that identifies the visitor’s browser, but not necessarily the visitor, to our computers each time our website is visited. Unless a visitor specifically informs us, we will not know who the individual visitors are. In addition to the identified purposes described in this policy, we may use this website information and share it with other organizations with whom we have a commercial relationship to measure the use of our website, to improve the functionality and content of the website, and to facilitate usage by a visitor. Visitors can reset their browsers either to notify them when they have received a cookie or refuse to accept cookies. However, if a visitor refuses to accept cookies, they may not be able to use some of the features available on our website.

3.3 We will not use or disclose personal information for any additional purpose unless we obtain consent to do so.

3.4 We will not sell customer lists or personal information to other parties.

Policy 4 – Retaining Personal Information

4.1 If we use personal information to make a decision that directly affects the individual, we will retain that personal information for at least one year so that the individual has a reasonable opportunity to request access to it. 4.2 Subject to policy

4.1, we will retain personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.

Policy 5 – Access to Personal Information

5.1 We will make reasonable efforts to ensure that personal information is accurate and complete where it may be used to make a decision about the individual or disclosed to another organization.

5.2 Individuals may request correction to their personal information to ensure its accuracy and completeness. A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought. A request to correct personal information should be forwarded to the Privacy Officer.

5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year. If the correction is not made, we will note the individual’s correction request in the file.

Policy 6 – Securing Personal Information

6.1 We are committed to ensuring the security of personal information to protect it from unauthorized access, collection, use, disclosure, copying, modification, or disposal or similar risks.

6.2 The following security measures will be followed to ensure that personal information is appropriately protected:

Physically securing offices where personal information is held;
The use of user IDs, passwords, encryption, firewalls;
Restricting employee access to personal information as appropriate (i.e., only those that need to know will have access); and
Contractually requiring any service providers to provide comparable security measures.

6.3 We will use appropriate security measures when destroying personal information such as:
Shredding documents; and
Deleting electronically stored information.

6.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.

Policy 7 – Providing Individuals Access to Personal Information

7.1 Individuals have a right to access their personal information, subject to limited exceptions.

7.2 A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought. A request to access personal information should be forwarded to the Privacy Officer.

7.3 Upon request, we will also tell individuals how we use their personal information and to whom it has been disclosed if applicable.

7.4 We will make the requested information available within 30 business days or provide written notice of an extension where additional time is required to fulfill the request.

7.5 A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the individual of the cost and request further direction on whether or not we should proceed with the request.

7.6 If a request is refused in full or in part, we will notify the individual in writing, providing the reasons for refusal and the recourse available to the individual.

Policy 8 – Questions and Complaints: The Role of the Privacy Officer or Designated Individual

8.1 The Privacy Officer is responsible for ensuring Canco’s compliance with this policy and the applicable privacy acts.

8.2 Individuals should direct any complaints, concerns, or questions regarding Canco’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the individual may also write to the provincial or federal Information and Privacy Commissioners.

Policy 9 – Donations

9.1 We will collect, use, and disclose personal information related to donations in accordance with this policy.

9.2 Donors’ personal information will be used to process donations, issue tax receipts, and communicate with donors about Canco Cares activities and updates.

9.3 We will not sell or trade donors’ personal information to other parties.

9.4 Donors have the right to access their personal information and request corrections as outlined in Policy 5.

9.5 We will retain donation records for the period required by law and as necessary to fulfill the identified purposes.

Policy 10 – Website and Online Donations

10.1 When individuals visit our website to make a donation, we may use cookies to enhance their experience and collect information as described in Policy

3.2 10.2 Online donations will be processed through a secure payment gateway to ensure the protection of personal and financial information.

10.3 We will take reasonable steps to ensure the security of personal information collected through our website, including encryption and secure access protocols.