Our Commitment to Privacy

Fenestra Purchasing Co-operative Ltd. (the “Co-op”) respects that you care how information about you is used and shared. Our commitment is to safeguarding the accuracy, confidentiality and privacy of your personal information. This commitment includes controls on our collection, use and disclosure of personal information within our organization, its systems and the websites referred to in this Policy (“Websites”).

What This Policy Describes

This Privacy Policy describes the commitments of the Co-op and the rights of our Member- Owners and visitors of our Websites (“Visitors”) regarding personal information. It is intended with the privacy legislation in the jurisdiction in which we operate and with Canada’s federal privacy laws.

What This Policy Covers

This Privacy Policy applies to the Co-op. Any time you do business with the Co-op you are protected by the rights and safeguards contained in this Privacy Policy. In addition to this Privacy Policy, the Co-op may also be subject to the requirements of applicable legislation, tariffs and regulations and the orders of any court or other lawful authority.

Employees and Agents

This Privacy Policy also governs the behaviour of our employees and agents acting on our behalf. All of our employees who have access to personal information receive training on collecting, using and protecting that information. All of our employees and agents are bound by confidentiality and other agreements requiring them to protect any personal information they may access as part of their job.

What is Personal Information?

For the purposes of this Privacy Policy, personal information is information about an identifiable individual, other than the person’s business title or business contact information when used or disclosed for business purposes, and publicly available information (such as a public directory listing of your name, address, telephone number, email or other electronic address).

Why We Collect and Use Personal Information

At the Co-op, the personal information collected is used and disclosed for our business purposes, including:

  • to establish and maintain responsible commercial relations with you and provide you with ongoing service.
  • to understand your needs and/or qualify you for products & services.
  • to recommend particular products and/or services to meet your needs.
  • to develop, enhance, market and/or provide products and services.
  • to manage and develop the Co-op’s business and operations, including personnel
    and employment matters and managing our relationship with you.
  • to respond to your request for further information or follow-up contact.
  • to meet legal and regulatory requirements.

We may collect, use or disclose your personal information without your knowledge or consent where we are permitted or required by applicable law or regulatory requirements to do so.

Using Personal Information

We will identify the purposes for which personal information is collected at or before the time that the personal information is gathered from you. Your personal information will not be used for any other purpose without your consent.

Gathering Personal information

There are several ways that the Co-op may collect personal information:

Information you give us: At the Co-op’s request or on your own, you may complete a form (electronic or other formats) that includes personal information. Examples of these forms include a registration form for an event, a feedback survey or a subscription to an electronic newsletter. Please note that electronic forms may not be encrypted.

Information that is collected automatically: The Co-op may automatically collect certain personal information when you interact with our Websites in a web browser. For example, log files record basic/system information, and we may collect specific information using “cookies”. There are tools available that will allow you to visit our Websites anonymously; however, we take care to use cookies only for specific functions and without them, you may not be able to receive all of our services or request specific information or feedback from us.

Sample automatic information includes: The Internet protocol (IP) address used to connect your computer to the Internet, login information, email addresses, passwords, computer and connection information such as browser type and version, operating system and platform, the full Uniform Resource Locators (URL) clickstream to, through, and from one of our Websites, including date and time, or cookie number.

Email: For some of your requests or for direct or indirect communications from the Co-op, we contact you through email. To ensure that we are providing appropriate service, we sometimes receive confirmation when you open an email.

Information from other sources: In your interactions with other service providers and websites, you may authorize third parties to collect your personal information and share it with the Co-op. In these situations, we update our records to improve our communications with you.

What Are Cookies and How are They Used?

Cookies are unique identifiers or tokens of agreement from a web server that are saved in a small text file on your computer when you access the Co-op’s Website through a browser. We can use this information to track visits to web pages (which ones, how many times, etc.) or to personalize web page content. Most major websites use cookies and most browsers are set up to accept them. If you wish, you can reset your browser to refuse to accept cookies or to notify you when a cookie is being sent – see “Help” in your browser. You do not need cookies to visit our Websites. However, if you do not accept cookies, you may not be able to use or access some of the features on the Websites.

What About Links to Other Websites?

Our Websites may contain links to other websites that may be subject to less stringent privacy standards. We cannot assume responsibility for the privacy practices, policies or actions of the third parties that operate these websites. The Co-op is not responsible for how such third parties collect, use or disclose your personal information. You should review the privacy policies of these websites before providing them with personal information.

Sharing Information to Meet Your Needs

While our general policy is not to provide personal information to any party outside the Co- op, there are certain limited circumstances, outlined below, in which it is necessary or we are legally permitted or required to do so. When we do provide personal information to third parties, we provide only that information that is required in the circumstances. Information provided to third parties is used only for the purpose stipulated and is subject to strict terms of confidentiality. Employees of these third party companies to whom we may provide information must adhere to our privacy standards. Third parties include:

  • An agent acting on behalf of the Co-op to perform services, such as a company hired to perform installation or maintenance on our behalf.
  • Another network service or logistics solution provider to offer to you efficient and effective logistics products and network services.
  • A collection agency, for the express purpose of the collection of any of your past due accounts.
  • Law enforcement agencies, in emergencies, for internal security matters, or where required by court order or search warrant.
  • Emergency services, in emergency situations.

Our Commitment to Privacy

We take all of the necessary precautions to ensure the physical, technical and procedural safeguarding of your personal information, whether it is stored electronically or in paper format. In all cases, information is retained in secure facilities, protected from unauthorized access and kept only as long as is reasonably required. For example, our electronic files are backed up for redundancy, password protected and accessible only by authorized employees, on a need-to-know basis. Personal information is retained only as long as necessary for the fulfillment of the above-specified purposes and we do not engage in the sale of personal information. You may access some content via passwords and logins. To ensure that these areas and your personal information used in these areas remain secure, it is important that you protect yourself against other parties accessing your password and your computer. We encourage you to log off each time you complete a secure session and each time that you complete a session on a shared computer.

Unfortunately, no data transmission over the Internet can be guarantee 100% secure. As a result, while this Website strives to protect your personal information, we cannot warrant the security of any information you transmit to us, and you do so at your own risk. Once this Website receives your transmission, we make commercially reasonable efforts to ensure its security on our systems.

Can I Access my Personal or Account Information?

Upon request by you, the Co-op will inform you of the existence, use and disclosure of your personal information and will give you access to that information. You may challenge the accuracy and completeness of the information. You may also request to have it corrected, amended or updated, as appropriate. Please note that any such request must be in writing.

If your personal information changes, we ask that you keep us informed of such changes to that the information contained in our records is both accurate and current.

Contact Us

If you have questions or concerns about your privacy or this Privacy Policy, you can contact us at info@fenestra.coop. The Co-op’s Terms of Use posted at www.fenestra.coop are incorporated into this Privacy Policy by this reference. This Privacy Policy may be amended at the sole discretion of the Co-op from time to time, and such amendments shall be effective upon their posting at: www.fenestra.coop.

Interpretation of this Privacy Policy

This Privacy Policy does not create or confer upon any individual any rights or impose upon the Co-op any obligations outside of, or in addition to, any rights or obligations imposed by Canada’s federal or provincial privacy laws, as applicable. Should there be, in a specific case, any inconsistency between this Privacy Policy and Canada’s federal and provincial privacy laws, as applicable, this Privacy Policy shall be interpreted, in respect of that case, to give effect to, and comply with, such privacy laws.