- What Qualifies as Personal Information?
- Collection, Use and Disclosure of Personal Information
- How do we Collect Personal Information?
- Protection of Personal Information
- Maintaining Privacy Standards
All policies and procedures that comply with the January 1, 2004 enforcement of the Personal/ Information Protection and Electronic Documents Act (PIPEDA) are in place and are strictly adhered to.
What Qualifies as Personal Information?
Personal information consists of any identifiable information about an individual, and may include one or more of the following items/documents:
- Annual Benefit Statement
- Birth Certificate
- Death Certificate
- Detailed Employment Work History Report
- Service Canada Record of Earnings Report
- Initial Payment Letter
- Marriage Breakdown Documentation
- Member's Address
- Pension Estimates
- Option Election Documentation
- Pension Application Documentation
- Self-Payment Contribution Form
- Social Insurance Number
- Voluntary Election to Terminate Membership in the Plan
- Termination Application Documentation
- Workplace Safety & Insurance Board (WSIB)
- Other Specified Documents
Collection, Use and Disclosure of Personal Information
The LPF may collect, use and disclose personal information for the purpose of effective administration of the LPF and for payment of pension benefits from the LPF. The Trustees and Administrator of the LPF may collect, use and disclose personal information as required to permit them to carry out their fiduciary duties.
Employees of the LPF may collect, use and disclose personal information as it pertains to the administration of the LPF and payment of pension benefits. Professional Advisors, including Actuaries, Legal Counsel, Auditors, Investment Consultants and Investment Managers may also collect, use and disclose personal information as it permits them to execute their professional function. The collection of personal information shall be limited to only what is needed.
Personal information will not be disclosed either orally, electronically, by fax or any other means, unless authorization is granted by the member. Requesters outside of the LPF, including Local Unions, Employers and insurance carriers may seek to obtain personal information, at which time a Privacy Authorization and Release Form is administered to the member. Without a signed authorization form, a member's personal information cannot be released.
How do we Collect Personal Information?
When LPF receives a request in writing from a spouse, former spouse, common-law spouse, child, Local Union or insurance carrier, LPF must follow 5 steps outlined below:
- Notify the member in writing about the request for his/her personal information and provide him/her with a Privacy Authorization and Release Form.
- Request that the member sign the Privacy Authorization and Release Form and return it to the LPF Office - if he/she has consented to the disclosure of information to the requester. The member must indicate the time period for which their authorization will be valid.
- For this request only
- Until I withdraw the consent or cease to be a member/Beneficiary of the LPF, whichever comes first
- Disclose personal information only if the Requester makes the request in writing and if the member signs the consent form.
- After disclosing the personal information to the Requester, record the disclosure in the member's file, including the member's name, the name of the Requester, the date of the disclosure and a description of the personal information.
- For all subsequent requests made by the same Requester, the LPF must ensure that they have a current, valid consent from the member/Beneficiary to the disclosure that applies to the personal information requested. If the Requester does not make their request in writing, the LPF is not authorized to disclose a member's personal information.
All requests for access to personal information about a member of the LPF from a Local Union must be made by a specifically named individual who has been designated by the Local Union.
Protection of Personal Information
Personal information is only disclosed to the individual(s) who have been granted authorization by the member or beneficiary personally. Only the personal information specified may be disclosed, and only for the time period indicated. If the authorized time period expires, the personal information will no longer be made available to the individual who requested it.
The LPF keeps your personal information in the strictest of confidence and uses it only for the purpose for which it was collected.
Personal information is maintained electronically and manually. All electronic information is password protected on a network mainframe which is monitored daily by the IT Department. Only authorized IT personnel within the LPF can access our IT network at any given time.
All hardcopy files are maintained in locked filing cabinets, storage rooms and or locked offices which only authorized personnel have access to at any given time.
Access to the Administrator's and other managerial offices where personal information may be housed for a period of time is strictly monitored.
Maintaining Privacy Standards
The LPF has appointed a Privacy Officer to oversee all privacy related activities as well as tend to questions or issues that may arise as a result of the newly enforced legislation. The Privacy Officer is responsible for ensuring that privacy laws are being adhered to and PIPEDA standards are being met.