Privacy Act – March 1, 2004 - Sutton Group Realty Systems Inc.
Office Policies and Procedures on Privacy and Compliance
Compliance Officer’s Name – Seeta Seepersaud
Protection of Personal Information of Clients and Customer under: PIPED
(The Personal Information Protection and Electronic Documents Act)
The Compliance Officer extend privacy protection to Clients and Customer and oversee the collection, use and disclose of their personal information:
Personal Information and Deal Files
Personal Information is stored in a private office that is secured by locks both at reception and Cabinet. The Office doors are password protected and monitored is monitored by security camera and an alarm system.
Unused Information is shredded on a regular basis
Privacy Brochures
Brochures and Information about Privacy are readily available within the office and is Mandatory that the agents explain and provide their clients and Customers with a copy.
Consent has to be granted from individuals at Open Houses, and from clients at Listing Presentation, Offer Presentation and on Promotional and Advertising materials.
Information must be regularly backed up on the Office computer hard drive and stored away along with the deal files and documentations
Education
Memos and updates of current events are e-mailed to the agents on a regular basis. This information is also posted on the Company’s websites so it is easily accessibly for the agents
Seminar on Money Laundering and Terrorist Activities is offered to the agents annually. The seminar is conducted by a guest speaker and the broker of record
Anti-terrorism Act
List of Terrorist’s name is circulated within the office – Printed from the Office of the Superintendent of Financial Institutions (OFSI).
The list is available for agents and staff to review and compared with the Names on their personal Data Base
Detailed information and materials for the following are provided to all staff and agents. Copies are also e-mailed to everyone.
- Large Cash Transaction
- Terrorist Property
- Suspicious Transactions
- Large sum of Electronic Funds Transfers
Forms for Reporting the following to FINTRAC can be obtained through the Office:
- Large Cash Transaction
- Terrorist Property
- Suspicious Transactions
- Large Sum of Electronic Funds Transfers
Seeta Seepersaud
Compliance Officer |