Our Commitment to Privacy
It is important to us that your privacy is protected and the personal information
you provide us is collected, used and disclosed only for the purposes of that which
you have authorized us. The information provided to us in your application is collected,
used and disclosed solely for the purpose of requesting the documents which you
require from the respective government agencies. Your personal information will
only be submitted to the agency to which you directly authorize us to do so at the
time your application is submitted. All information submitted is strictly confidential
and will not be passed on in any other form for any commercial purpose.
Protection and Electronic Documents Act, herein referred to as PIPEDA. PIPEDA sets
out rules for how organizations such as ours can collect, use and disclose your
personal information. Read the full Act at the following link:http://laws-lois.justice.gc.ca/PDF/P-8.6.pdf
use, and disclosure of your personal information for the purposes set out below.
We do not collect, use or disclose your personal information for any other purpose
than those identified below, except with your consent or as required by law.
What is personal information and what personal information do we collect?
Personal information is recorded information about an identifiable individual. Personal
information that Civil Processing Bureau collects, uses and discloses is only for
the purpose of obtaining birth, marriage, and death certificates. The information
we collect is based on the guidelines set out by the Vital Statistics agencies across
Canada. Other information such as payment and additional contact information is
collected strictly for the purpose of carrying out the requested services. Below
is an exhaustive list of the personal information that Civil Processing Bureau may
collect, use, and/or disclose. Not all of the following information will be collected
with every application but only as is required:
Why we collect and use personal information
Civil Processing Bureau collects, uses and discloses personal information only for
the purposes of providing the requested services of ordering birth, marriage and
death certificates from the various Registrar Offices or Vital Statistics Agencies
across Canada. Our role is to submit applications for birth, marriage and death
certificates on your behalf, provided you meet the requirements of the issuing government
agency. We are not a government agency.
Limits on collection, use, and disclosure
Civil Processing Bureau will only collect, use and disclose personal information
that is necessary to fulfill the requested services and in a manner that is in accordance
with PIPEDA. We will not collect, use or disclose personal information except for
the identified purposes unless Civil Processing Bureau has received further consent
from the individual, or as required by law.
How we disclose personal information
For the purpose of our services, the information that we collect is submitted to
the corresponding Registrar Offices or Vital Statistics Agencies for obtaining birth,
marriage and death certificates. Civil Processing Bureau is not a government agency
and as such does not hold or have access to any vital records. All certificates
received are processed, printed and mailed from Registrar Offices or Vital Statistics
Agencies directly to our clients. Civil Processing Bureau collects personal information
with the intention of submitting it to the corresponding Registrar Offices or Vital
Statistics Agencies to assist in the application process of requesting birth, marriage
or death certificates. Civil Processing Bureau will not submit your application
to Registrar Offices or Vital Statistic Agencies without your written authorization.
How we obtain consent to collect, use, and disclose personal information
Where personal information is voluntarily submitted to Civil Processing Bureau for
the obvious purpose of requesting birth, marriage or death certificates, we will
consider consent to collect, use, and disclose personal information to be implied
in order to complete this service.
How long we retain personal information
Civil Processing Bureau will retain personal information for a minimum of one year
as is required by PIPEDA. Subject to the above mentioned one year minimum, Civil
Processing Bureau will retain some information such as account and payment information
for longer as is necessary to fulfill our business and legal requirements, to a
maximum of seven years.
How we keep personal information secure
Civil Processing Bureau has security measures in place to prevent against risks
such as unauthorized access, collection, use, disclosure, copying modification and
disposal of personal information. These security measures include appropriate physical,
electronic, and management procedures to ensure the safety and protection of your
How we ensure that personal information is accurate
Civil Processing Bureau is committed to ensuring that the personal information we
collect, use and/or disclose is accurate and complete. Whenever possible, Civil
Processing Bureau obtains information directly from our clients and not from other
sources such as public resources available online. Civil Processing Bureau cannot
be held accountable for inaccurate or incomplete information that has been provided
to us directly by our clients.
How we provide individuals with access to their personal information under our control
At any time individuals have the right to access their personal information that
Civil Processing Bureau has under its control and custody. All requests for access
must be made in writing along with a photocopy of a piece of government issued photo
identification. Civil Processing Bureau will only release information to the individual
it pertains to.
At a request for information, Civil Processing Bureau will provide individuals a
copy of their personal information we hold, information about the ways in which
their information has been used, and the names of the organizations to which their
personal information has been disclosed. Civil Processing Bureau will respond to
all requests for information within 30 days after it has been requested. Civil Processing
Bureau will only refuse access to personal information where authorized or required
to by PIPEDA or where required by law. If Civil Processing Bureau refuses an access
request, you will be notified in writing stating the reasons for the refusal and
provide you with any further steps that are available to you.
Contacting us and/or Challenging Compliance
Civil Processing Bureau
will inform individuals who make enquiries or lodge complaints about its
enquiry or complaint procedures, as applicable. If a complaint is found
to be justified, we will take appropriate
measures, including, if necessary, amending our policies and practices.
Of course, this Policy is subject to PIPEDA and/or any other applicable privacy laws and Civil Processing Bureau's right to change it at any time.
If a customer is not satisfied with the Civil Processing Bureau's response to their Privacy complaint they may file a written complaint with the Commissioner.
Office of the Privacy Commissioner of Canada
30 Victoria Street