Privacy policy

Privacy Policy
At EP Products, we are committed to providing our customers with exceptional service. As providing this service involves the collection, use, and disclosure of some personal information about our customers, protecting their personal information is one of our highest priorities.

While we have always respected our customer’s privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of British Columbia’s Personal Information Protection Act (PIPA). PIPA, which came into effect on January 1, 2004, sets out the ground rules for how B.C. businesses and not-for-profit organizations may collect, use, and disclose personal information.

We will inform our customers of why and how we collect, use, and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.

This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices we follow in protecting customer personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our customer’s personal information and allowing our customers to request access to, and correction of, their personal information.

DEFINITIONS

Personal Information: Information about an identifiable individual. Personal information does not include contact information (described below).

Contact Information: Information that enables an individual to be contacted at a place of business and includes name, position title, business phone number, business address, business email, or business fax number. Contact information is not covered by this policy or PIPA.

Privacy Officer: The individual designated to ensure EP Products Canada complies with this policy and PIPA.

Policy 1: Collecting Personal Information

1.1 – Unless the purposes for collecting personal information are obvious and the customer voluntarily provides their personal information, we will communicate the purposes, either orally or in writing, before or at the time of collection.

1.2 – We will only collect personal information necessary to fulfill the following purposes:

  • To verify identity;

  • To verify creditworthiness;

  • To open and manage an account;

  • To deliver requested products and services;

  • To send out business communications;

  • To meet regulatory requirements.

Policy 2: Consent

2.1 – We will obtain customer consent to collect, use, or disclose personal information (except in certain permitted situations outlined below).

2.2 – Consent may be oral, written, electronic, through an authorized representative, or implied where the purpose is obvious and the customer voluntarily provides the information.

2.3 – Consent may be implied where a customer is notified and given a reasonable opportunity to opt out of marketing or promotional uses and does not opt out.

2.4 – Customers may withhold or withdraw consent, subject to legal or contractual restrictions. This may affect our ability to provide certain services or products.

2.5 – We may collect, use, or disclose personal information without the customer’s knowledge or consent in limited circumstances, such as:

  • When permitted or required by law;

  • When publicly available (e.g., directory listings);

  • When obtaining legal advice;

  • To collect a debt;

  • To protect against fraud;

  • To investigate a breach of agreement or law.

Policy 3: Using and Disclosing Personal Information

3.1 – We will only use or disclose personal information to fulfill the purposes identified at the time of collection or for a purpose reasonably related to those purposes, such as:

  • To conduct customer satisfaction surveys;

  • To provide updates on products and services.

3.2 – We will not use or disclose personal information for new purposes without obtaining consent.

3.3 – We will not sell customer lists or personal information to third parties.

Policy 4: Retaining Personal Information

4.1 – If personal information is used to make a decision affecting a customer, we will retain it for at least one year.

4.2 – We will retain personal information only as long as necessary to fulfill the purposes or legal/business obligations.

Policy 5: Ensuring Accuracy of Personal Information

5.1 – We will make reasonable efforts to ensure personal information is accurate and complete.

5.2 – Customers may request corrections to their information in writing, specifying what needs correction.

5.3 – If corrected, we will inform any third parties who received the incorrect information in the previous year. If not corrected, we will note the request.

Policy 6: Securing Personal Information

6.1 – We are committed to protecting personal information from unauthorized access or misuse.

6.2 – Security measures include:

  • Locked filing systems;

  • Restricted access to sensitive data;

  • User IDs, passwords, encryption, firewalls.

6.3 – Personal information will be destroyed securely when no longer needed (e.g., shredding documents).

6.4 – Security policies are reviewed regularly as technology evolves.

Policy 7: Providing Access to Personal Information

7.1 – Customers have the right to access their personal information, subject to limited exceptions.

7.2 – Requests must be made in writing with sufficient detail.

7.3 – Upon request, we will inform customers how their information is used and who it has been disclosed to.

7.4 – We will respond within 30 business days or provide written notice of a delay.

7.5 – A minimal fee may apply. Customers will be notified before we proceed.

7.6 – If access is denied, we will provide written reasons and recourse options.

Policy 8: Questions and Complaints – The Role of the Privacy Officer

8.1 – The Privacy Officer is responsible for EP Products Canada's compliance with this policy and PIPA.

8.2 – Customers should direct complaints, concerns, or questions in writing to our Privacy Officer. If unresolved, customers may contact the Information and Privacy Commissioner of British Columbia.

Contact Information for EP Products Privacy Officer:
📧 info@epproductscanada.com