Privacy Policy
LAST UPDATED: July 24, 2023
At Proactive Supply Chain Group (hereinafter referred to as “Proactive” as operated in Canada the U.S.A. and Mexico), your privacy is of great importance to us. Proactive is committed to the protection of the personal information of all customers, prospects, website visitors and other individuals whose personal information is entrusted to Proactive.
Policy Contents:
1. Accountability for Your Privacy
2. Personal Information and How We Collect It
3. Using Your Information
4. Our Website Practices
5. Sharing Your Information
6. Keeping Your Information Safe
7. Children’s Privacy
8. How Long We Keep Your Information
9. Privacy Rights
10. Exercising your Rights and Choices
11. External Links and Social Media
12. Our Privacy Complaint and Breach Management Process
13. Changes to this Policy
14. Getting in Touch
1. Accountability for Your Privacy
Proactive takes full responsibility for the management and confidentiality of personal information. Personal information is collected, used, shared and stored in accordance with the privacy laws in which Proactive operates and only to facilitate and promote our warehousing, transportation and specialized logistics services. Proactive respects the privacy best practice principles contained in the Canadian Standards Association Model Code for the Protection of Personal Information, CAN/CSA-Q830-96, the OECD Privacy Principles and the Generally Accepted Privacy Principals recognized globally.
Proactive has appointed a Privacy Officer who oversees information-handling practices and Proactive’s privacy management program. The Privacy Officer’s duties include:
- Developing and, on a regular basis, reviewing the implementation of internal procedures to protect personal information;
- Ensuring all staff are trained on privacy best practices and are aware of the importance of safeguarding any personal information that they are privy to;
- Ensuring that all inquiries and complaints relating to privacy are appropriately handled; and
- Ensuring all third parties to whom Proactive provides access to personal information commit to protecting such information.
2. Personal Information and How We Collect It
‘Personal information’ is any factual or subjective information, recorded or not, about an identifiable individual. This can include your name, contact information, payment card information, credit history, references, and any identifiable on-line activity. Information entered in response to job postings, or information relating to a dispute or claim would also be considered personal information. Personal information does not include aggregate information that cannot be linked to a specific individual.
Personal information is collected by Proactive with your knowledge and consent in several ways, such as through account creation, as well as when records are provided by third parties. For example, with your authorization, Proactive may obtain a credit report on you to assess creditworthiness or process your payment through a secure payment gateway. We identify when information may be provided optionally and when it is necessary in order to service you. Your consent can be withdrawn at any time, subject to legal or contractual restrictions, by providing us with written notice. Upon receipt of a notice to withdraw consent, we will inform you of the consequences of withdrawing your consent, which may include the inability to remain a Proactive customer.
Any collections of personal information on this website, such as name, e-mail address and phone number on our contact pages, and any messages or resume uploads on our Careers page are done using secure forms, such that data is transmitted and stored encrypted.
Note however that there may be instances where the law permits the collection, use or disclosure of your personal information without your consent, for example for debt collection, fraud investigations, and where necessary to protect our legal interests or the safety of others.
3. Using Your Information
We collect and use personal information for the following specific purposes:
- To establish and maintain a business relationship with you, including to provide you with quotes and services;
- To verify your identity or contact you about our solutions;
- To process your application for an account, determine eligibility and suitability for certain solutions, and to provide on-going service;
- To assess your needs and enhance Proactive’s business efficiencies;
- To inform you about Proactive initiatives or solutions that may be of interest to you, and to provide you with important updates;
- For data analytics and to compile aggregate statistics for internal reporting purposes;
- To assess and manage risk, including detecting and preventing fraud or error; and
- To meet auditing, legal and regulatory processes and requirements.
4. Our Website Practices
When you visit Proactive’s websites, we automatically receive and record information in our server logs from your browser or mobile platform, including the date and time of your visit, your IP address, unique device identifier, browser type and other device information (such as your operating system version and mobile network provider). The usage data we collect when you visit Proactive’s website helps us analyze and improve the performance of our digital services. By setting cookies, Proactive is also able to enhance a user’s on-line experience. Visit our Cookie Policy for more information. You can disable cookies through your website browser, but this may affect your user experience.
Proactive also uses third party advertising partners to provide on-line visitors with relevant ads across the Internet. Pixel tracking also allows us offer targeted advertising. Dynamic search ads used by Proactive match ads to a user’s searches. Other ad types, such as responsive search ads and geofencing ads target users based on their interests, previous searches and location. You may opt out of interest-based advertising by visiting the opt-out tool made available by the Digital Advertising Alliance of Canada at https://youradchoices.ca/choices/
5. Sharing Your Information
Proactive takes all reasonable steps to protect the interest of individuals when disclosing personal information. We do not disclose personal information for purposes other than those for which it was collected, unless you have provided consent to do so or we are required/permitted by law to disclose the information.
We may also share your personal information with business partners, affiliates and service providers such as IT support professionals, financial auditors and marketing partners. We take reasonable steps to ensure that any such third parties who we entrust with your personal information are reputable, and have safeguards in place to protect this information. In working with third parties, your personal information may be transferred to a foreign jurisdiction to be processed or stored. Such information may be provided to law enforcement or national security authorities of that jurisdiction upon request, in order to comply with foreign laws.
Proactive requires its service providers who we entrust with customer data to commit to the continued protection of such data. If at any time in the future we plan to share personal information with additional third parties to deliver Proactive services, we will ensure that they too maintain a high standard of care for your information.
6. Keeping Your Information Safe
Proactive has implemented critical physical, organizational and technical measures to guard against unauthorized or unlawful access to the personal information we manage and store. We have also taken steps to avoid accidental loss or destruction of, or damage to, your personal information. While no system is completely secure, the measures implemented by Proactive significantly reduce the likelihood of a data security breach.
Here are some examples of the security controls we have in place:
- Secure office and warehouse premises;
- Locked filing cabinets and a secure shredding practice for sensitive paper records;
- The use of encryption, availability of secure portals for document transfers and tokenization for payment card information;
- Robust authentication processes, including complex passwords for access to electronic records;
- Limited access to personal information by employees who need the information to perform their work-related duties; and
- The use of sophisticated cloud providers and data centers with effective physical and logical data security controls.
In addition, we recommend that you do your part in protecting yourself from unauthorized access to your personal information. Proactive is not liable for any unauthorized access to your personal information that is beyond our reasonable control. Let us know right away if your contact information changes or you find any errors in your account statements or invoices. If you have reason to believe that the security of your account or payment methods has been compromised, you must immediately notify Proactive so we can assist you to the best of our ability and avoid further harm.
7. Children’s Privacy
We do not knowingly collect personal information online from children under the age of 13.
If you’re a parent or guardian and you believe we have collected your child’s information, please contact us at privacy@proactivegroup.ca
8. How Long We Keep Your Information
Proactive retains personal information for as long as necessary to fulfill legal or business purposes and in accordance with our retention schedules. Once your information is no longer required by Proactive to meet business, legal or regulatory requirements, it is securely destroyed, erased or made anonymous. Keep in mind however that information may be retained for a lengthier period of time due to an on-going investigation or legal proceeding, and that residual information may remain in back-ups for a period of time after its destruction date.
9. Privacy Rights
You may have certain rights identified below under applicable laws of where you reside with respect to your personal information. We have full discretion in choosing to voluntarily provide you with additional rights regardless of the province or state in which you reside. Depending upon the applicable law, access to your rights may be denied, such as: (a) when denial is required or permitted by law; (b) when granting access would have a negative impact on another’s privacy; or (c) to protect Proactive’s business and data processing rights.
The privacy rights you may have include the following:
- Right to know and access your personal information. You may have the right to know what personal information we collect about you, including the categories of personal information, the sources from and purposes for which we collect it, and the types of recipients we disclose it to, and to request a copy of the specific pieces of personal information that we maintain about you. If you need assistance in preparing your request, please contact us and we would be pleased to help you. Proactive responds to access requests within 30 days, unless an extension of time is required. However, there may be contexts where access is refused or only partial information is provided, for example, in the context of an on-going investigation.
- Right to correct your personal information. Right to correct inaccurate personal information that we maintain about you.
- Right to delete your personal information. You may request the deletion of their personal information that we have collected about you, subject to certain exceptions.
- Right to opt out of “sales” or “sharing” for cross-context behavioral advertising or targeted advertising. You may request to opt-out of our sale of your personal information and sharing of their personal information for cross context behavioral advertising or targeted advertising. We share your personal information with third parties (such as marketing and advertising networks and social platforms) for behavioral advertising or disclose your personal information to other third-party partners in accordance with your privacy settings and/or consent. These types of disclosures of your personal information may be deemed a “sale” or “sharing” of your personal information under applicable privacy laws.
- Right to non-discrimination. You have the right not to be subject to discriminatory treatment for exercising your rights under certain laws.
10. Exercising your Rights and Choices
You may submit privacy rights requests by contacting us at privacy@proactivegroup.ca.
You may request to access your personal information (both the categories of data we collect and specific pieces of information), obtain an electronic copy of your personal information, correct your personal information if it is incomplete or inaccurate, or delete or restrict sharing of your personal information in certain circumstances, as provided by applicable law.
- Non-Discrimination. We will not discriminate against you for making these requests. If you request to delete your account, you can create a new account at any time.
- Verification. We will verify your request either through a message sent to the email address associated with your account (so you must have access to this email account) or by asking you to provide information matching what we have for you within our systems. We will process your request based upon the personal information in our records that is linked to the information provided in your request, and based on your location. In some cases, we may request additional information to verify your request or where necessary to process your request. If we are unable to adequately verify a request, we will notify the requestor.
11. External Links and Social Media
We may offer links from our website to the sites of third parties, such as affiliated organizations, that may be of interest to you. Proactive makes no representations as to such third parties’ privacy practices and we recommend that you review their privacy policies before providing your personal information to any such third parties.
Proactive’s use of social media serves as an extension of our presence on the Internet and help us build a positive brand image as well as provide useful information to the public. Social media account(s), such as Proactive’s Facebook and Twitter accounts, are not hosted on Proactive’s servers. Users who choose to interact with Proactive via social media should read the terms of service and privacy policies of these services/platforms.
12. Our Privacy Complaint and Breach Management Process
Proactive takes privacy complaints very seriously and has a procedure in place for escalating and managing any privacy related concerns to ensure that they are responded to in a timely and effective manner. Proactive’s Privacy Officer oversees the containment, investigation and corrective actions for all privacy breach situations.
As required by law, privacy breaches may be reported by Proactive or its business partners to the regulators of the relevant countries in which affected individuals reside.
13. Changes to this Policy
We may change this Privacy Policy from time to time in order to better reflect our current personal information handling practices. Thus, we encourage you to review this document frequently! The “Last Updated” date at the top of this Privacy Policy indicates when changes to this policy were published and are thus in force. Your continued use of Proactive’s solutions and and services following the posting of any changes to this Privacy Policy means you accept such changes.
14. Getting in Touch
Any inquires, concerns or complaints regarding privacy should be directed to Proactive’s Privacy Officer at:
Privacy Officer
Proactive Supply Chain Group
300 Gibraltar Rd.
Vaughan, ON
L4H 4W7, CANADA
416-798-3303
privacy@proactivegroup.ca
Your concerns will receive prompt attention. Our Privacy Officer can also provide you with more detailed information about Proactive’s policies and practices. Keep in mind however that e-mail or text messaging are not secure forms of communication, so never send confidential personal information to us this way.
Thank you for continued trust in Proactive Supply Chain Group.