As you are aware, the Federal Government Enacted the Personal Information Protection and Electronic Document Act (“PIPEDA”). The purpose of PIPEDA, generally, is to regulate the private sector’s collection, use and disclosure of personal information.

As of January 1, 2004 PIPEDA applies to HYNDMAN TRANSPORT (1972) Ltd and HYNDMAN EQUIPMENT.

What is Personal Information?

“Personal Information” is virtually any information about an identifiable individual, but does not include the name, or business contact information of an employee of an organization. However, certain information readily available in published directories such as the telephone book excludes that information from being constituted as Personal Information.

Hyndman Transport (1972) Ltd and Hyndman Equipment is responsible for protecting your personal information in its custody or under its control, including personal information that has been transferred to, or received from a third party. To this end, we have designated a privacy officer Luke Simpson, and his assistant Linda Pollard, who are responsible for our compliance with this policy and the privacy legislation. If you have any questions or concerns, you can contact Luke or Linda by any following methods:

By phone (519) 335-3575
By fax (519) 335-3633
By mail R.R. #1 Wroxeter Ontario N0G 2X0
By email lpollard@hyndman.ca

The Privacy Officer will review and monitor all complaints, as and when required.

Collection and Use of Personal Information

1. Hyndman Transport (1972) and Hyndman Equipment (hereafter know as The Company), has determined that personal information is collected in the ordinary course of business from various sources, namely: employees, customers and shareholders.

   The company has documented the purpose or the use of this personal information and will collect only that information necessary for the purpose identified. In order to give effect to this requirement and others within this policy, Hyndman Transport (1972) and Hyndman Equipment have developed Guidelines and Restrictions as to the use, protection, disclosure and accessibility of personal information collected. These guidelines include, amongst other things, minimum and maximum retention periods.

2. If the personal information collected by the Company will be used for a new purpose, it will also be Documented and consent of the individual will be obtained before the information can be used for that purpose. Collection of the information will normally be done in writing; however, it may be done verbally.

3. The Company will not collect personal information indiscriminately. Both the amount and the type of information collected will be limited to that which is necessary to fulfill the purpose identified.

Obtaining Consent

The Company will make a reasonable effort to ensure that the individual is advised of the purpose for which the information will be used.

The Company will not, as a condition of the supply of a product or service, require an individual to consent to the collection, use or disclosure of information beyond that required to fulfill the explicitly specified, and legitimate purposes.

Consent will not be obtained through deception.

Consent may also be given by an authorized representative (such as a legal guardian or a person having power of attorney).

An individual may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. The Company will inform the individual of the implications of such withdrawal.

Accuracy of Personal Information

Information will be sufficiently accurate, complete, and up-to-date to minimize the possibility that inappropriate information may be used to make a decision about the individual.

The Company will not routinely update personal information, unless such a process is necessary to fulfill the purpose for which the information was collected.

Personal information that is used on an on going basis, including information that is disclosed to third parties, will generally be accurate and up-to-date, unless limits to the requirements for accuracy are clearly set out.

Protection of Personal Information

The Company will protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification by implementing the following safeguards and security measures.

Access to personal information is restricted to those employees who require the information to perform their duties.

Personal information that is stored in databases and computer systems is protected by the use of passwords, encryption files and firewalls.

Personal information in paper form retained in cabinets and desk drawers is locked-up.

Where personal information is transferred to external sources for processing, the company has entered into contractual relationships where third parties are involved, in order that such personal information is protected and safeguarded.

Retention of Personal Information

Hyndman Transport (1972) and Hyndman Equipment has developed guide lines.

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