CAPS South-Western Ontario Chapter




Helping Leaders Attract, Hire and Keep Top Performers

Bill Gilbert, Professional Speaker.
Privacy Policy

W.A. Gilbert & Associates

Privacy Policy
Revised October 1, 2004

Summary Statement

In the course of our work, we and our suppliers collect personal information from our prospects, our clients, current and prospective employees of clients, our suppliers, our prospective and current employees and our associates. This personal information may include contact information such as name, address, phone/e-mail/fax, etc. that could be used to identify you and confidential information about you, your views, your ideas and your opinions and financial information.

This information is collected to help us conduct business operations in the sale and delivery of employee assessments, coaching and training services and products, as well as in the purchase of supplies and services and the production of financial records.

At no time will contact or confidential information be sold, rented or shared with third parties for the purposes of marketing the products or services of those third parties. It will be treated with respect and securely stored and disposed so that no unauthorized person will have access to it.

We believe it is important for you to know why we collect this information, how we use it, how it is stored and secured and how and when it is disposed. More specific detail is available below or by visiting our web site, www.gilbertassociates.ca.

If You Are Involved in Our Sales Process

In our sales process we may collect both contact and confidential information in order to establish a business relationship and to identify a possible need for our products and services by you or an organization you represent. This may be collected from secondary sources (e.g. directories, internet research, referrals); through requests from you by phone, mail, in person or via the internet; or from surveys/interviews with you and/or other staff in your organization.

This information may later be used in the preparation or presentation of workshops, seminars, keynotes, and reports to you and your organization.

Contact information may be used to communicate directly to you concerning matters we feel may be of interest to you. This might include, but is not limited to, a newsletter, promotional communications and research surveys. In all cases, you may "opt out" of these communications.

If You Become a Client/Customer

If you become a customer of ours we may retain the information collected during the sales process and may also collect additional personal information necessary to develop a business relationship including financial data (including banking and billing information), identification numbers (Vendor number, BIN, credit card numbers, etc.), employment information, other client information, and records of our working relationship.

Client billing information may contain contact and confidential information including details of contractual financial arrangements for the payment of products and services. It may be used for the billing and collection of financial commitments.

This information is collected and compiled to facilitate the operations of W.A. Gilbert & Associates and its' present or future affiliated companies. It may also be shared with government regulatory bodies as required by law. It may also be reviewed by lenders, creditors, investors, suppliers and prospective purchasers to help them evaluate the financial viability and potential of W.A. Gilbert & Associates and its affiliated companies.

If You Are Completing an Employee Assessment(s)

Candidates for various employee assessments (clients, prospective or existing employees or clients of our clients) that we set up and administer will be asked for contact information. For those candidates who complete a written assessment which we are to process, we will read and transcribe both contact and confidential information into a manual or digital data base of W.A. Gilbert & Associates or one of our contracted suppliers. Those candidates who complete an assessment via the internet are submitting it directly to the data base of our contract suppliers.

That data may be stored, analysed and processed into various reports for client and candidate use. It may also be used for statistical purposes and/or other research.

If You Are Receiving Coaching or Training Services

During the preparation and delivery of individual coaching and group training sessions we may collect both contact and confidential information about a participant's work and personal life experiences to help analyse problems, discuss options and set up specific plans of action for participants and/or their organization.. This information will be shared voluntarily by the participant(s) and may be in written, audio recorded, video recorded and digital form.

We may share this information with our employees, subcontractors, suppliers and consultants to ensure quality service to you. These parties are bound by our policy statement.

Some of the information may also be shared, in detailed or summarized form, with senior management in your organization.

We may be required to share the information with government departments and agencies to comply with legal or regulatory requirements.

If You Are a Prospective or Current Supplier/Employee/Contractor

In order to conduct business we may chose to deal with various suppliers including but not limited to other companies, individuals, contractors, subcontractors and employees. From these suppliers we may collect contact and other confidential information as we deem necessary to establish, develop and carry out a business relationship.

This information may include financial data, identification numbers (SIN, Vendor, BIN, etc.), employment information, other client information, and records of our working relationship.

This information is collected and compiled to facilitate the operations of W.A. Gilbert & Associates and its' present or future affiliated companies. It may also be shared with government regulatory bodies as required by law. It may also be reviewed by lenders, creditors, investors, suppliers and prospective purchasers to help them evaluate the financial viability and potential of W.A. Gilbert & Associates and its affiliated companies.

Miscellaneous Services

Contact and confidential information collected during the sales process, employee assessments and coaching and training processes may be used to contact you directly concerning matters we feel may be of interest to you. This might include, but is not limited to, a newsletter, promotional communications, research surveys, etc. In most cases after January 1, 2004 you will be asked to "opt in" to this service. In all cases you will be able to "opt out" of the service at any time.

Web Site Visitation

When you visit our web site, we track site visits, page hits, files downloaded and type of browser used. No individual identifying information is recorded just by visiting our site.

Our web site(s) may contain links to other sites. Although we strive to provide links to sites that have similar privacy policies and practices that respect user privacy, we are not responsible for the practices or the content of those sites.

You may request follow-up for a variety of information and/or purchase products and services on line using a web site e-mail form (opt in). You may provide contact and confidential information on a form or via e-mail which then will be forwarded to us for action. That information will then be treated like information in the sales, contracting, coaching and/or training processes.

Security of Data

Personal information may be stored digitally (in computer data bases and files on hard drives), on storage devises (e.g. floppy disks, CD's, DVD's, etc.) and in paper copy at premises of W.A. Gilbert & Associates or its suppliers. For example, employee assessment data may be kept in the computers of our assessment suppliers in various locations throughout the world.

Where we have possession of your information we will take reasonable precautions to ensure the information is stored securely and that only authorized personnel are allowed access to it. Depending upon the nature of data this may include locked doors, locked files, password protection, firewalls, etc.

Where third parties have possession of your information we will request that they also take similar precautions to ensure the security of your data and that you have access to their privacy policies prior to making any decisions to share personal information. However we are not responsible for the privacy practices of those organizations.

Information you or we transmit electronically or using other delivery services is by the nature less secure and out of our control. We will select the method of transmission that provides appropriate security but cannot assume responsibility for these third party vehicles.

Information in our possession will be maintained as long as is required by law or until we deem it is no longer required for the purpose for which it was given. Financial and contractual information including related documentation will be maintained for a minimum of seven years as is required by government agencies. Other confidential information will be kept a minimum of two years after its last use.

All personal information will be shredded, deleted or otherwise disposed of in a secure manner when it is no longer required to be maintained.

Policy Revisions

This Policy may be revised from time to time in response to developments related to privacy legislation, to clarify language, or as a result of changes in the operations of W.A. Gilbert & Associates. Notification of any changes to this Privacy Policy will be posted on the web site(s) of W.A. Gilbert & Associates and it's related companies. Any revisions will apply to personal information collected from the date of the posting. Please visit www.gilbertassociates.ca from time to time or when submitting new information to review the policy details currently in effect.

Privacy Officer

Should you have any questions about this policy please contact us. If you wish to review the personal information we hold on you, you may request it in writing by contacting the Privacy Officer. Proof of identity will be required before researching personal information in our possession.

Privacy Officer
W.A. Gilbert & Associates
856 Westbury Crescent
London, Ontario
N6J 3C9

Phone: (519) 680-0262

E-mail: privacy@gilbertassociates.ca

A division of: W.A. Gilbert & Associates
519.680.1252 Toll Free 1.800.788.1226