5 New Year’s Resolutions for Better Online Security

With the new year approaching, you are probably thinking of making some new year’s resolutions for yourself. Eat better, be more generous, spend more time with family etc… The new year is the perfect time to get a fresh start on everything from your health to your finances. At renwick, we love New Year’s resolutions and so we’ve thought of 5 good ones you should use to keep yourself protected online in 2016.

1. Use stronger passwords. As tempting as it is to use your birthday, name, or “password123” so it’s easy to remember, it is important to use strong and secure passwords. Use a unique password for each application, unrelated to your personal information. You should make it a combo of numbers, capital and lowercase letters, and symbols. You can also use a password manager if you have a hard time remembering all of these passwords!
2. Don’t overshare. Social media is a powerful thing. With millions of people using social media every day, and 65% of the adult american population using at least one type of social media, it’s no wonder it’s a popular setting for scam artists. If you want to share a photo of your sandwich go for it! But when it comes to personally identifying information such as banking institutions, birthdays, addresses, and when you’ll be on vacation: less is more.
3. Keep your devices secure. This means a few things. Have a lock on your mobile devices like tablets and cell phones. It is also a good idea to install a security software on your computers. Also be wary of “shoulder surfing”, which is when someone stands behind you to look at your screen for passwords or other confidential information.
4. Keep a closer eye on your finances. The sooner your report any discrepancies in your bank account, the better. Use online banking and check back often through your transaction history and ask about any purchases or withdrawals you don’t remember making. If you wait until your statement comes in, you might be too late.
5. Shop smarter. When shopping online, only buy from stores you are familiar with. If a deal seems too good to be true, it probably is! Don’t give away more information than needed to make a purchase.. and follow our online shopping guide:

We hope you find these resolutions useful in the New Year! Happy Holidays!

The Renwick Group has experience working with many different types of businesses and organizations providing skip-tracing, fraud investigations, WSIB support, legal team assistance, evidence gathering, employee background checks, and more. We also work with individuals who need help with personal matters. Call us at 1 (888) 722-9807 or visit our website for information

Corporate Surveillance and PIPEDA

Understanding employee privacy rights during corporate surveillance will help you avoid breach of privacy accusations and litigation.

The Renwick Group provides corporate surveillance services and has a thorough understanding of Canadian privacy legislation. We have implemented a strict privacy policy to ensure we follow all legislative requirements and suggest all businesses do the same.

When building your privacy policy, be sure to have a comprehensive understanding of privacy legislation such as the Privacy Act and PIPEDA. The Personal Information Protection and Electronic Documents Act (PIPEDA), enacted in 2000, has set rules for how private sector organizations may collect, use or disclose personal information in the course of commercial activities (Visit the Privacy Commission of Canada for more information).

Express or Implied Consent?

The basis of PIPEDA is built on the idea of “consent.” Whether express or implied, consent must always be present in respect of any collection, use or disclosure of personal information, though there are some exceptions.

Express consent is difficult to obtain in a litigation context and may be an exception to consent laws. Express consent should still be obtained when seeking disclosure of personal information from a non-party to litigation.

Implied consent is the most prevalent form of consent, especially in the litigation context. Most organizations rely on this type of consent for collection, use and disclosure of personal information in a wide range of litigation activities, including settlement negotiations. Implied consent is limited to what a reasonable person would deem appropriate and does not authorize unlimited or inappropriate collection, use or disclosure of an individual’s personal information.

Exceptions to Consent

Section 7 of PIPEDA is relevant in litigation as it applies to exceptions from implied and express consent. The Privacy Commission of Canada lists the following as relevant sections of PIPEDA in a litigation context:

•  Collection without consent is permitted under paragraph 7(1)(b) where it is reasonable to expect that: 
• the collection with the knowledge and consent of the individual would compromise the availability or accuracy of the information; and 
• the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province, including the common law. 
• Use without consent is permitted under paragraph 7(2)(d) where the information was collected under paragraph 7(1)(b) above; and 
• Disclosure without consent is permitted by one of the exceptions listed under subsection 7(3), including the following: 
• for the purpose of collecting a debt owed by the individual,
• where required to comply with a subpoena, warrant or order, or to comply with rules of court relating to the production of records, or,
• when made to an investigative body on reasonable grounds to believe that the personal information relates to a breach of an agreement or a contravention of the laws of Canada or of a province or a foreign jurisdiction. 

Understanding legislative requirements and clearly outlining your privacy policy is an important step in preventing accusations of unlawful use or collection of personal information.

The Renwick Group has experience working with many different types of businesses and organizations providing skip-tracing, fraud investigations, WSIB support, legal team assistance, evidence gathering, employee background checks, and more. We also work with individuals who need help with personal matters. Call us at 1 (888) 722-9807 or visit our website for information.

Workplace Privacy Fact Sheet

Here's an interesting overview of Privacy in the Workplace, the illustration and fact sheet are from The Office of the Privacy Commissioner of Canada.

"Whether or not privacy is protected by law or contract, respecting privacy in the workplace makes good business sense.
People expect to have some privacy at work, even if they are on their employer's premises and using the employer's equipment. At the same time, it's normal that working for someone will mean giving up some privacy. Employers need basic information about their employees for things like pay and benefits, and they have to be able to ensure that work is being done efficiently and safely.

But the possibilities for infringing on privacy are greater than ever before. Psychological tests, web-browsing records, video surveillance, keystroke monitoring, genetic testing: the information an employer can have about employees is limitless.

Employers can balance their "need to know" with their employees' right to privacy, if they ensure that they collect, use, and disclose personal information about their employees for appropriate purposes only.

Employers have legitimate requirements for personal information about their employees. They need to know who they're hiring. They need to address performance issues and ensure the physical security of their workplace. And they may see electronic monitoring and other surveillance as necessary to ensure productivity, stop leaks of confidential information, and prevent workplace harassment." [read full article]

Employers need to know about workplace Privacy, and if the expertise in not in-house they should contact a professional. Call The Renwick Group if your business is in need of Corporate Surveillance or Pre-Employment Screening or you have questions about workplace Privacy. We have the experience and knowledge to handle these important services.

Video Surveillance: The Privacy Implications and PIPEDA

In our blog today I want to draw to everyone's attention the privacy implications of video surveillance.
 

Understandably, the general public is becoming increasingly concerned about the use of video surveillance for the collection of personal information.

 

The Renwick Group is very familiar that privacy and surveillance has a high potential for infringing upon an individual’s right to privacy.

 

Therefore we follow all the government regulations and guidelines and keep well within the law and industry standards. 

 

We weigh all the factors of every surveillance carefully to determine whether its use is appropriate.

 

The Information and Privacy Commissioner/Ontario (IPC) is a complaints body and regulator who can make sure the collection, retention, use, and disclosure of the video-recorded information was in accordance with the Freedom of Information and Protection of Privacy Act and the Municipal Freedom of Information and Protection of Privacy Act (the Acts).

 

The Personal Information Protection and Electronic Documents Act (PIPEDA), is intended to outline the privacy obligations and responsibilities of private sector organizations contemplating and engaging in covert video surveillance and again we watch all the regulations very carefully and this has become the basis of a Best Practices approach to surveillance of all types.

 

According to the The Office of the Privacy Commissioner of Canada, "PIPEDA governs the collection, use and disclosure of personal information in the course of a commercial activity and in the employment context of federally regulated employers. The capturing of images of identifiable individuals through covert video surveillance is considered to be a collection of personal information. Organizations that are contemplating the use of covert video surveillance should be aware of the criteria they must satisfy in order to collect, use and disclose video surveillance images in compliance with PIPEDA. These criteria are outlined below and address the purpose of the covert video surveillance, consent issues, and the limits placed on collecting personal information through covert video surveillance."
 

Video Surveillance - Best practices for using private investigation firms

Many organizations hire private investigation firms to conduct covert video surveillance on their behalf. It is the responsibility of both the hiring organization and the private investigation firm to ensure that all collection, use and disclosure of personal information is done in accordance with privacy legislation. We strongly encourage the parties to enter into a service agreement that incorporates the following:

• confirmation that the private investigation firm constitutes an “investigative body” as described in PIPEDA “Regulations Specifying Investigative Bodies”;
• an acknowledgement by the hiring organization that it has authority under PIPEDA to collect from and disclose to the private investigation firm the personal information of the individual under investigation;
• a clear description of the purpose of the surveillance and the type of personal information the hiring organization is requesting;
• the requirement that the collection of personal information be limited to the purpose of the surveillance;
• the requirement that the collection of third party information be avoided unless the collection of information about the third party is relevant to the purpose for collecting information about the subject;
• a statement that any unnecessary personal information of third parties collected during the surveillance should not be used or disclosed and that it should be deleted or depersonalized as soon as is practicable;
• confirmation by the private investigation firm that it will collect personal information in a manner consistent with all applicable legislation, including PIPEDA;
• confirmation that the private investigation firm provides adequate training to its investigators on the obligation to protect individuals’ privacy rights and the appropriate use of the technical equipment used in surveillance;
• the requirement that the personal information collected through surveillance is appropriately safeguarded by both the hiring organization and the private investigation firm;
• the requirement that all instructions from the hiring company be documented;
• a provision prohibiting the use of a subcontractor unless previously agreed to in writing, and unless the subcontractor agrees to all service agreement requirements;
• a designated retention period and secure destruction instructions for the personal information;
• a provision allowing the hiring company to conduct an audit.

Source: http://www.priv.gc.ca/information/pub/gd_cvs_20090527_e.asp

This article was written by The Renwick Group with information drawn from http://www.priv.gc.ca/information/pub/gd_cvs_20090527_e.asp