Brampton
Real Estate Board
1. Objectives and
Scope of policy
The Brampton Real Estate Board
("BREB" or "the Board") is aware that its operations will
evolve in the event of changes to (1) the mandate of the organization, (2) the
technology it employs or (3) the business processes it uses. BREB has adopted
this policy to ensure that the Board remains compliant with federal and/or
provincial legislation as well as any requirements of the Canadian Real Estate Association,
the Ontario Real Estate Association or the Real Estate Council of Ontario
concerning personal information as it may or may not come to apply to BREB.
This Policy applies to all
BREB employees as a condition of their employment as well as to Members of
BREB's Board of Directors as a requirement for continued Board membership.
Using contractual or other arrangements, the Board shall ensure that agents,
contractors or third party service providers, who may receive Personal
Information in the course of providing services to BREB, act in a manner
consistent with this Policy.
The Executive Director is
responsible for ensuring compliance with this Policy.
A "privacy compliance review" means
that the Board will examine a proposed change by reviewing and applying the
questions found in the BREB Privacy Impact Assessment Report to determine if a
risk of non-compliance with privacy obligations may result from that proposed
change.
Generally, minor changes to the scope of a
service, business process or information handling practice will not trigger a
privacy compliance review. What constitutes a major or minor change is a
decision of the Board of Directors or the Executive Director. BREB will examine
the privacy implications of any major change of its operations when the Board:
Administration
Changes
□ Changes
any BREB policy that applies to the collection, use and/or disclosure of
personal information.
□ Changes
how it provides notice to individuals about their privacy rights under
applicable legislation.
□ Changes
the means by which an individual may validate the accuracy of personal
information held by, or challenge BREB's handling of, their personal
information.
□ Proposes
to create a new service offered to Members and/or the public.
□ Makes
significant
changes to an existing service or business process.
□ Moves
an existing service or business process from a paper to an electronic
format.
□ Modifies
computer systems in a way that affects the security policies and
procedures used to manage and control
access to personal information.
□ Changes
the way it collects personal information within an existing service or
business process, including making
changes to any of its standard forms.
□ Proposes
to collect personal information that it did not previously collect,
whether directly or through third
parties.
□ Makes
a change in the way BREB obtains the consent to collect, use and/or disclose
personal information. An example would be where the BREB used to collect such
consent directly but proposes to now do so indirectly (through a third party).
□ Adds
to or varies the purposes for which personal information was originally
collected.
□ Proposes
to share personal information with an organization, other than
those with which it shares information
now.
□ Changes
the way it shares personal information.
2. Change
Management Outcomes
BREB will make no change in its policies,
business processes or information handling practices that will adversely affect
the privacy rights of individuals with respect to such personal information it
may hold. In addition, any major changes in BREB's policies business processes
or information handling practices will be examined by the Board's Chief Privacy
Officer to determine whether it requires an amendment to the Board's Privacy
Policy.
3. Notice
If it is determined that a change in BREB’s
policies, business processes or information handling practices requires an
amendment to BREB’s Privacy Policy, such amendment will be made; notice of such
will be communicated as provided for in the Board’s Privacy Policy; and the
effect of the amendment will be as set out in the Board’s Privacy Policy. In the case of BREB employees, notice of any
change shall be directly and promptly communicated to them in a manner deemed
most appropriate by the Executive Director.