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Privacy and Security Policy

PRIVACY STATEMENT:

NEBS Payroll Service Limited provides a hosted payroll service to small businesses across Canada. We maintain a firm commitment to your privacy. In that effort, we respect and protect the privacy of those who use our Website, products, and services.

This Privacy Policy, effective June 30, 2006, applies to all customer-identifiable information we obtain when a customer visits this Website. We have a long history of recognizing and protecting the privacy of our customers’ information. We strive to protect your privacy and utilize technology that gives you the safest and most powerful online experience available. We want to assure you that when we ask for customer information, our goal is to improve our customer relationships.

Guiding Principles of Privacy

The type of information we gather about you depends entirely on how you choose to use our services. We ask only for the information necessary to serve you best; for example:

  • Accuracy: A commitment to use reasonable procedures to ensure that information collected, used, and exchanged will be accurate and complete.
  • Security: A commitment to use appropriate security measures for protecting information from unauthorized access, use, and disclosure.
  • Compliance: A commitment to collect, use, and exchange data in accordance with applicable laws, and contractual obligations.
  • Confidentiality: A commitment to collect, use, and exchange information in accordance with appropriate confidentiality standards.
  • Privacy: A commitment to self-regulation in recognition of expectations of privacy, our policy, and in accordance with leading industry standards.
  • Responsiveness: A commitment to respond to privacy-related inquiries in a timely and accurate manner.
  • Employee Education: A commitment to educate employees regarding information practices and the proper handling and use of information.
  • Self-Auditing: A commitment to periodic auditing of internal activities to ensure adherence to established information practices, policies, and procedures.

The following statements will help you understand how we collect, use, and safeguard the information you provide through our Website.

Personal Information

At NEBS Payroll Service Limited, we intend to give you as much control as possible over your personal information. In general, you can visit our Website without telling us who you are or revealing any information about yourself. There are times, however, when we may need information from you as outlined below. If you tell us that you do not wish to have this information used as a basis for further contact with you, we will respect your wishes. We do keep track of the domains from which people visit us. We analyze this data for trends and statistics, and then we discard it.

At NEBS Payroll Service Limited, we maintain a firm commitment to your privacy. Privacy refers to the information we gather about you and how that information may be used. We also have a Security Statement that describes how sensitive information is kept safe and secure.

Information that is gathered about you on our Website

The type of information we gather about you depends entirely on how you choose to use our services. We ask only for the information necessary to serve you best; for example: For Purchases, your name, address, phone number or e-mail, and credit card information are necessary for efficient purchasing, accurate delivery and to contact you if necessary.

For Catalogue or Product Sample Requests, we need a name and address for mailing purposes, plus a contact name, phone number or e-mail address in case we need to verify or update the address. For E-mail Communications, all we need is your e-mail address.

From time to time, we may conduct optional Surveys or run Contests survey and contest forms may ask for contact, demographic and purchase preference information. If you choose to register with us, the registration form requires only purchase information. Although other questions are asked (line of business and accounting software used), responding to these questions is your decision.

About Business Relationships

NEBS Payroll Service Limited’s Website contains links to and from other Websites. NEBS Payroll Service Limited is not responsible for the privacy practices or the content of such Websites.

About Surveys and Contests

On occasion, NEBS Payroll Service Limited may conduct a survey or offer a contest. It will always be your decision whether or not to participate. We use the information gathered through these methods to help us develop new and improved products and market them to you. In addition, the information may help us tailor your experience on our site, showing products and services that would be helpful to your business.

Access to your Personal Information

As a valued customer of NEBS Payroll Service Limited, you have the right to access your personal information and request changes to inaccuracies if required. It is your right to not provide us with some or all of your personal Information, or to deny us the use or disclosure of your information for certain purposes. Should you exercise this right, it may impede our ability to deliver requested products and/or services.

Enforcement

Periodically, our operations and business practices are reviewed for compliance with corporate policies and procedures governing the confidentiality of information. These reviews are conducted by internal staff, internal auditors who report directly to our parent company Board of Directors, external auditing and accounting firms, and government regulators. Included in these self-assessments and examinations are reviews of the controls and safeguards related to consumer privacy described in our Privacy Policy.

Your Acceptance of These Terms

By using this Website you consent to our posted Privacy Policy. If you do not agree with this Privacy Policy, please do not use this Website. We reserve the right, at our discretion, to change, modify, add, or remove portions of this policy at any time. Your continued use of this Website following the posting of changes to these terms means that you accept these changes.

Privacy Policy Changes

We may change our privacy policy at any time. Any changes to the privacy and security policy will be posted on this Website so that you are aware of the information we collect, how we use it, as well as the latest update on how we maintain the secure portions of our Website.

How to Register a Privacy Complaint

You may register a privacy-related complaint by contacting NEBS Payroll Service Limited’s Chief Privacy Officer by using one of the following methods:

  • Call 1-800-465-2888 ext. 2700
  • Fax 1-800-461-3325 Attn: Chief Privacy Officer
  • E-mail: canadaprivacyofficer@nebs.com
  • Postal Mail:

    NEBS Payroll Service Limited
    420 Sheldon Drive, Unit 102
    Cambridge, Ontario N1T 2H9
    Attention: Chief Privacy Officer

Communications and Your Options

On the registration form, you may choose to receive various communications from us. If at any time, you would like to discontinue communications (e-mails, phone calls, faxes, newsletters or advertising from our partners), you may let us know on the registration form. You may also choose to discontinue these communications as well as catalogues and flyers, by using one of the following methods:

  • Call 1-800-465-2888 ext. 2384
  • Fax 1-800-461-3325
  • E-mail: listmgmt@nebs.com
  • Postal Mail:

    NEBS Payroll Service Limited
    330 Cranston Crescent
    Midland, Ontario L4R 4V9
    Attention: List Management Department

Finally, as a part of doing business, we occasionally exchange your business name and address with our affiliated companies. If you do not want to have your company name and address exchanged with our affiliated companies, please contact us by using one of the above methods.

SECURITY STATEMENT:

Protecting Your Transactions

At NEBS Payroll Service Limited, we use the latest technology to be sure all transactions are secure. Here are just a few of the ways we protect you and the data you submit to us.

SSL Technology Protects Your Transactions

We use technology called Secure Sockets Layer (SSL) that “encrypts” any data transmitted between you and NEBS as long as the Web Browser you’re using also supports SSL. All the most popular Browsers support SSL in recent versions. Encrypted data is much harder to decode than regular data, making it much less attractive to a hacker. Before you actually submit your information to NEBS, your Browser encrypts the data. It remains encrypted during the transmission and then it is decoded by our Web Server when it is received. In order to use SSL, we had to apply for the privilege to conduct Electronic Commerce and go through a strict approval process to obtain a digital certificate. Our digital certificate was issued by an authorized security service after we proved we were a legitimate business. The digital certificate was then installed on our Web Server so that from now on, we can offer you the security of SSL.

Other Security Measures on the Internet

Here are some of the other ways you can tell if you’re engaged in a secure transaction. For example:

  • Most reputable Websites advertise their security features prominently.
  • A secure URL will begin with https://etc.etc.etc., while a URL of a non-secure Web transaction will begin with http://etc.etc.etc.
  • Many Browsers have visual indicators to let you know that an SSL transaction is in progress. Look for an icon of a whole lock or a key (unlocked locks or broken keys indicate a non-secure environment).
  • Some Browsers use a dialog box to alert you to the fact that you are accessing a secure Web server.