Student Homestay Services Inc. (DBA as SHS), ensures your personal data is handled with the utmost care, while abiding by the Personal Information Protection and Electronic Documents Act (PIPEDA).
Accountability
The SHS network ensures all personal information submitted to the organization is protected, while analyzing all personal information handling practices, and training staff on privacy policy procedures. Such procedures cover the regular updating of personal information files, storage and retrieval practices, as well as retention and destruction of personal information.
Purpose
SHS's service offerings require personal information collection. SHS's ability to find solutions for guests relies specifically on an application review and approval process in order to identify required service needs.
In the event of a booking request, the applicant is matched with a home, during which time SHS will disclose information to all parties involved. In addition, third-party organization's may include, but are not limited to universities, colleges, and/or tour companies.
Consent
SHS outlines in our host packages the need to obtain consent for the use of personal information, in an effort to better match with potential guests. SHS records and files such paperwork, as well as confirms it in our computer database.
In the event that a host wishes to be removed from the SHS network, they may contact our office at any time to provide notice to withdraw their consent for use of personal information, and the process of digital and hard copy removal will begin.
Collection, Use, Disclosure and Retention
The SHS network limits the scope of personal information collected in an effort to only use what is necessary for our identified business development and service offering purposes.
SHS retains personal information as long as clients are “active” in our database with ongoing service requests, or as long as legally required. SHS uses and discloses personal information only for our identified business development and service offering purposes, and takes the utmost care when handling confidential information. This includes the destruction of personal files and/or rendering anonymous personal information that is no longer required for business or legal needs.
Updating Files
SHS has long established policies related to the updating of database records. In the event that a client has an immediate personal information adjustment, please contact our office about the following: name change, occupants living in the home, address, phone number, email, new pet, home renovations, background check, et al.
Safeguarding Methods
SHS employs safeguarding practices to protect personal information against unauthorized access, loss, theft, disclosure, use and modification. SHS business development and service offerings require staff to access the SHS network for task specific processes. As such, SHS takes the maintenance and security of confidential personal information very seriously.
SHS uses Secure Sockets Layer (SSL) protection for the transmission of all online applications. This is a protocol for web browsers and servers that allows for the authentication, encryption and decryption of data sent over the Internet. This information is then accessed by SHS staff for review and use in order to provide the desired services requested by the client.
Transparency
SHS ensures all clients have full access to their personal information at any time and may contact us to start the process of identity confirmation in order to obtain a request for personal information and/or correction of personal information. SHS staff will contact clients regarding the use of their personal information to further enhance relevant service offerings.
Staff Access
The SHS network receives various service requests. As such, staff are trained in sensitive information handling. Such personal information includes, but is not limited to, names, addresses, and more. Clients may correct any errors by contacting our office about the steps required for identity verification. Any disputes are documented in our database and/or files, as it may be relevant to third-party use, business development and service offerings, and/or Government requirements.
SHS does not share your personal information with anyone outside of the SHS network, as a general best practice. However, during the normal business operations of the SHS network, SHS may use trusted third parties that may include but are not limited to consultants, contractors, strategic partners, et al. These are vetted third parties that have agreed to continuing our proud record of confidentiality.
SHS always uses our best efforts to ensure your information is secure, and to use it for business development and service offering purposes consistent with our outlined processes.
For any other questions, please contact our office today, and we will be happy to provide assistance.
Telephone: 416-480-0678
Email: shs@homestayservices.ca