Macadamian Usability Privacy Policy

Macadamian Usability is dedicated to maintaining high standards of confidentiality with respect to personal information of clients, employees, contractors and other individuals that we interact with in the course of conducting business. This policy statement affirms our commitment to maintaining the privacy of our clients and others and to inform you of our practices concerning the collection, use and disclosure of information provided to Macadamian Usability.

This policy is based on the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and describes how Macadamian Usability subscribes to the key principles of the act.

Policy and Procedures

Macadamian Usability has structured our privacy policy according to the 10 privacy principles outlined in PIPEDA to ensure that our policies are clear and consistent with the federal privacy law.

1. Accountability

Macadamian Usability is accountable for all personal information in its possession or custody, including any personal information disclosed to third parties for research or administration purposes. Dr. Melanie Rodney is the firm's Chief Privacy Officer (CPO). Melanie is the prime contact for any queries or complaints regarding privacy matters. All employees of Macadamian Usability are responsible for following the policies and procedures to ensure confidentiality of personal information.

Macadamian Usability has developed a privacy policy and procedures to ensure the protection of personal information. Our privacy policy is publicly available on our website at: www.maskery.ca.

2. Identifying Purposes

Macadamian Usability collects and uses personal information for the following purposes:

Individuals who are interested in participating in research projects are asked for their verbal consent to be called for future projects. If they do not consent to be involved their names are removed from the database.

All research participants are informed at the beginning of the session that any data collected will be used for the research only and that their individual responses will not be identifiable. Most responses will be presented as aggregated data only.

Macadamian Usability strives to protect the personal information of individuals which may be provided to us through a third party. From time to time clients may provide customer lists so that we may conduct research on their behalf. Our privacy practices strive to protect that information according to all of the principles set out in this policy statement.

3. Consent

Because participating in research is voluntary, consent is obtained when the person chooses to participate. As well, research participants are asked for express consent to audiotape or videotape the session prior to the start of the test or interview session.

Macadamian Usability does not disclose research participant personal information to our clients without the express written consent of the participant. Likewise, in keeping with the Marketing Research and Intelligence Association (MRIA), Macadamian Usability does not disclose the identity of the client to the participant without the client's prior consent.

4. Limiting Collection

Macadamian Usability limits the amount and type of information gathered to what is necessary for the identified purpose of collecting that information. Personal data collected for research purposes are aggregated for reporting to ensure the privacy of the participating individuals.

Personal information collected on Macadamian Usability employees is used for the purpose of providing benefits and employee services as well as performance review for salary increases and bonuses.

5. Limiting Use, Disclosure and Retention

Macadamian Usability uses and discloses personal information only for the purpose or purposes for which it was collected, unless the individual consents to its use or disclosure for other purposes.

Personal information is kept only as long as necessary to satisfy the original purpose of its collection. In keeping with the Marketing Research and Intelligence Association (MRIA), all hard copies of questionnaires are stored for 12 months after the close of field for that project. Electronic records are stored for 24 months after the close of field.

Employee files are destroyed 3 years after the employee ceases to be an employee of Macadamian Usability, in keeping with Ontario Labour Law (ESA, 2000).

6. Accuracy

Macadamian Usability strives to ensure that all personal data held by the organization is accurate, complete and relevant, based on the most recent information available. Databases used to identify potential candidates for research purposes are updated periodically and individuals are removed from the database upon their request to no longer participate.

7. Safeguarding Personal Information

Macadamian Usability strives to protect personal information, both on-line and offline, at all times. Macadamian Usability has implemented generally accepted technological and operational security systems to protect personally identifiable information from loss, theft, misuse, alteration or destruction. All Macadamian Usability employees and sub-contractors are instructed about this policy and required to adhere to our security policy.

All hard copies of personally identifiable information from research projects are kept in locked cabinets and Macadamian Usability employees have access to this information on a 'needs to know' basis only. All electronic copies of personally identifiable information are stored on a central server with electronic and operational security controls including limited access only to employees or sub-contractors working on the project.

Any data files associated with research projects that are transferred to clients will exclude any personal identifiers. When there is the danger of "residual" identification through other variables that could point to a specific individual, that information is removed or the client is refused access to the file.

Personal information we collect is stored in password-controlled servers with limited access, and we use a variety of technologies and procedures to help protect this information from loss or misuse, and from unauthorized access, disclosure, alteration, or destruction.

8. Openness

Macadamian Usability takes personal privacy very seriously. We are committed to providing a transparent and coordinated approach to managing interactions with our clients, employees and research participants.

The Macadamian Usability privacy policy covers all modes of interaction, including: in-person, over the telephone, over the Internet, directly and indirectly when we collect personal information.

To find out more about our privacy policy go to our website www.maskery.ca.

9. Accessing and updating your personal information

You have the right to access, verify, and amend your personal information collected by Macadamian Usability. To help us keep your personal information current contact the Macadamian Usability Privacy Officer at privacy@macadamian.com or +1 (613) 820-2179.

When an individual makes a request in writing, Macadamian Usability will give them access to their personal information - what it is being used for and if it has been disclosed to a 3rd party. In certain situations Macadamian Usability may not be able to give customers access to all of their personal information. If this is the case, Macadamian Usability will explain the reasons for this lack of access and any recourse the individual may have, except where prohibited by law.

Macadamian Usability will update or correct any personal information that is shown to be inaccurate and will advise any 3rd parties (if applicable) of these changes.

10. Handling Complaints and Questions

Individuals may challenge Macadamian Usability' compliance with PIPEDA. We have developed policies and procedures to receive, investigate and respond to complaints and questions. We will inform any client or other individual for whom we have personal information of our policies and procedures. The complaint resolution process and the contact person for complaints or questions are part of this process.

Any complaint or request for personal information should be forwarded to the Privacy Officer (Melanie Rodney). A privacy query form will be completed to collect detailed information regarding the query. Based on details in this form Macadamian Usability records will be reviewed and a response formulated. If necessary, Macadamian Usability will take appropriate measures, including changing our policies and procedures to ensure that other, like individuals do not experience the same problem.

If the individual is not satisfied with Macadamian Usability' response to the complaint or question or is not satisfied that Macadamian Usability is operating in compliance with PIPEDA they may file a written complaint with the Privacy Commissioner at:

Federal Privacy Commissioner
112 Kent Street
Ottawa, Ontario
K1A 1H3
Tel: +1 (613) 995-8210
Toll free: +1 (800) 282-1376
Fax: +1 (613) 947-6850
Internet: www.privcom.gc.ca

Additional Privacy Considerations

Macadamian Usability Website

A visitor to the Macadamian Usability web site is not required to reveal any individually identifiable information, such as name, address, or telephone number. Nor is such information collected passively by electronic means. We do offer visitors the opportunity to subscribe to our newsletter from the website and to register for training courses.

Our web server tracks general information about visitors such as their domain name and time of visit. Our web site also collects and aggregates information regarding which pages are being accessed as well as information volunteered by visitors through online surveys. This information is used internally, only in aggregate form, to better serve visitors by helping us to:

Following its use, the information collected is not retained but, rather, is discarded in a secure manner.

Any other information provided to us via the Macadamian Usability web site is subject to the general rule described above. Questions about the collection of personal information via the Macadamian Usability web site should be addressed to privacy@macadamian.com.

Subscriptions

A subscription to our newsletter is placed by sending a message to newsletter@maskery.ca or by registering online at www.maskery.ca.

If a visitor has subscribed to our newsletter and they no longer wish to receive it, they may simply send a message to newsletter@maskery.ca with the title "unsubscribe Macadamian Usability newsletter" in order to be removed from the distribution list.

Cookies

In browsing the Internet, you will encounter a technology called "cookies" which can be used to provide you with specific information from a web site. A "cookie" is an element of data that a web site can send to your browser, which may then store it on your system. You can set your browser to notify you when you receive a cookie, giving you the chance to decide whether to accept it. You can also set your browser to block all cookies. Macadamian Usability web site www.maskery.ca currently does not use cookies.

Evolving Practices

This statement is in effect as of December 2002. Macadamian Usability will from time to time review and revise its privacy practices and this Policy Statement. In the event of any amendment, an appropriate notice will be posted on www.maskery.ca. Policy changes will apply to the information and data collected from the date of posting and will not be applied to existing information held by Macadamian Usability without the consent of the person or organization concerned.