HLH LLP Chartered Accountants (HLH LLP) respects the privacy rights of our clients, as well as our partners and employees and has always been committed to protecting all personal information in our possession or control. We have adopted this Privacy Policy to guide how we collect, use and disclose the personal information we require in the course of fulfilling our professional responsibilities and operating our business.

While HLH LLP has always taken the privacy and confidentiality of our clients and our partners and employees very seriously, we have developed this Privacy Policy to clearly define our ongoing commitment to protecting privacy rights. Certain of the practices discussed in the Policy reflect requirements set out in both federal and provincial privacy legislation. Our goal is to respond to the requirements of the law, and to be responsive to our clients, as well as partners and employees who expect us to demonstrate our commitment to respecting their privacy and protecting their personal information.

Principle 1 – Accountability
HLH LLP is accountable for all personal information in our possession or control. This includes any personal information that we receive directly, for example, from individual clients, partners and employees, as well as individuals’ personal information that we may receive indirectly, for example, through corporate and government clients. We have established policies and procedures aimed at protecting personal information. We have also educated our partners and employees about our Privacy Policy and their role in protecting your personal information. If you have questions about our privacy practices, you are free to contact our office at (780) 429-4403.

Principle 2 – Purpose
In most instances, HLH LLP will collect, use or disclose personal information only to provide professional services to you. Each engagement letter includes an explanation of why we require information, what use will be made of it and with whom it may be shared in order to provide our professional services.

Your personal information may be disclosed internally for the purpose of determining compliance with applicable professional standards, HLH LLP internal policies, or in the performance of quality reviews.

We also collect personal information from our partners and employees in order to pay them, comply with laws, provide them with benefits, and to improve on programs, policies and employee relations.

We also collect personal information from individuals seeking employment with HLH LLP.

When we collect personal information, we inform you of the reasons why we require such information, what use will be made of it and with whom it may be shared.

Principle 3 – Consent
The Terms and Conditions of every professional services engagement are documented in each Engagement Letter. These Terms and Conditions include a discussion about how HLH LLP may use and disclose your personal information. By signing the engagement letter, you will be providing your consent to the collection, use and disclosure described in the Terms and Conditions.

Forms and applications used to provide human resources-related services to partners and employees will describe the purposes for which personal information is required and with whom it will be shared, and will allow for you to consent to the collection, use and disclosure as described.

Employment candidates will also be advised of the purposes for which their personal information is being collected and you will be provided an opportunity to consent to the collection, use and disclosure as described.

You always have the option not to provide your consent to the collection, use and distribution of your personal information, or to withdraw your consent at a later stage. Where a client chooses not to provide us with permission to collect, use or disclose personal information, we may not have sufficient information to provide you with our services. Where a partner, employee or candidate for employment chooses not to provide us with permission to collect, use or disclose personal information we may not be able to employ you or to provide you with benefits.

Principle 4 – Limits On Collection
We will limit, where possible, the collection of client and employee personal information to that which is required to provide our services or operate our business.

Principle 5 – Limiting Use, Disclosure and Retention
If we intend to use your personal information for a purpose not previously identified to you, we will obtain your prior consent.

However, we may use personal information without consent where for the purpose of acting in respect of an emergency that threatens the life, health or security of an individual. We may also disclose personal information without consent: to comply with a subpoena, a warrant or an order made by a court or other body with appropriate jurisdiction or to comply with rules of conduct required by regulatory bodies to a government institution that has requested the information, identified its lawful authority, and indicates that disclosure is for the purpose of enforcing, carrying out an investigation, or gathering intelligence relating to any federal, provincial or foreign law; or suspects that the information relates to national security or the conduct of international affairs; or is for the purpose of administering any federal or provincial law to an investigative body or government institution on our initiative when we believe the information concerns a breach of an agreement, or a contravention of a federal, provincial, or foreign law, or we suspect the information relates to national security or the conduct of international affairs.

In compliance with professional standards, we keep a record of the work performed by us. This record, or “working papers” may include personal information. Working papers are safeguarded against inappropriate access, as discussed under Principle “7”. HLH LLP retains personal information about current and past partners and employees in accordance with employment laws and standards.

Personal information collected from individuals seeking employment with HLH LLP will be retained by HLH LLP indefinitely so that HLH LLP may contact you about other positions that may also be of interest to you.

Principle 6 – Accuracy
In order to provide you with a professional level of service and with appropriate benefits, the personal information that we collect about you must be accurate, complete and current. From time to time, you may be asked to update your personal information. You are encouraged to advise us of any changes to your personal information that may be relevant to the services we are providing to you.

Clients are encouraged to contact their engagement partner to update their personal information.

Employees and candidates should contact our office at (780) 429-4403 should they need to update their personal information.

Principle 7 – Safeguarding Personal Information
We protect your personal information by using physically secure facilities, industry standard security tools and practices, and clearly defined internal policies and practices. Security measures are in place to protect the loss, misuse and alteration of the information under our control. Personal information collected is stored in secure operating environments that are not available to the public (e.g., restricted access premises, locked rooms and filing cabinets). To prevent unauthorized electronic access to personal information, we maintain information collected in a secure environment.

Principle 8 – Openness
The most up-to-date version of our privacy policy is available by contacting our office at (780) 429-4403.

Principle 9 – Access
As a client, partner or employee, you have the right to review and obtain copies of your personal information on record by contacting our office. In most instances, you will receive a response to your request within 30 days. If you have any concerns about the access provided to you, you are encouraged to contact our office at (780) 429-4403.

Principle 10 – Challenging Compliance
HLH LLP will respond to individual complaints and questions relating to privacy. We will investigate and attempt to resolve all complaints.

To challenge compliance with this Policy, please forward your concerns in writing to our office. We will ensure that a complete investigation of your complaint has been undertaken and will report their findings to you in most instances within 30 days.

We know that protecting your privacy is important to you. That is why it is so important to us. If you have any questions or concerns about your privacy and our role in protecting it, please contact our office at (780) 429-4403.