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Privacy Policy

A legal disclaimer

Fermata Workplace Solutions (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of personal information entrusted to us in the course of our workplace investigation and dispute resolution services. This Privacy Policy outlines how we collect, use, disclose, and protect personal information in accordance with applicable privacy laws in Ontario, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

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1. What Is Personal Information?

“Personal Information” means any information about an identifiable individual. This may include, but is not limited to, names, contact information, employment history, opinions or statements made by or about individuals, and other details collected in the course of an investigation or assessment.

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2. Our Privacy Principles

We follow the Ten Fair Information Principles under PIPEDA:

  1. Accountability

  2. Identifying Purposes

  3. Consent

  4. Limiting Collection

  5. Limiting Use, Disclosure, and Retention

  6. Accuracy

  7. Safeguards

  8. Openness

  9. Individual Access

  10. Challenging Compliance

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3. What Information We Collect

We collect personal information necessary to fulfill the purposes of our services, which may include:

  • Contact information (e.g., name, email, phone)

  • Employment and HR records

  • Witness statements or evidence

  • Investigation notes, recordings, and transcripts

  • Outcome reports and recommendations

We may collect this information directly from individuals, employers, legal counsel, or other third parties involved in a workplace matter.

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4. Purposes for Collection

We collect, use, and disclose personal information to:

  • Conduct independent workplace investigations

  • Provide dispute resolution, assessment, and coaching services

  • Communicate with parties involved

  • Prepare reports and recommendations

  • Comply with legal and professional obligations

  • Improve service quality and administration

We limit our collection and use to what is reasonably necessary for these purposes.

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5. Consent

We obtain consent to collect, use, or disclose personal information, except where authorized or required by law. Consent may be implied in the context of workplace investigations where individuals voluntarily participate or are informed by their employer.

In some cases, obtaining consent may compromise the integrity of an investigation. In such situations, we rely on legal authority to proceed without consent.

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6. Disclosure and Retention

We only disclose personal information to:

  • The employer or organization that engaged our services

  • Legal counsel (where authorized)

  • Courts, tribunals, or regulators (where required by law)

We retain personal information for a period necessary to fulfill our contractual and legal obligations, typically no more than seven (7) years, unless otherwise agreed or required.

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7. Safeguards

We take appropriate technical, organizational, and physical measures to protect personal information, including:

  • Encrypted file storage and communications

  • Secure access controls and passwords

  • Confidentiality agreements with contractors or staff

  • Regular review of privacy and security practices

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8. Access and Correction

Individuals may request access to their personal information in our custody, subject to legal limitations or exemptions (e.g., solicitor-client privilege, risk to another individual). Requests for access or correction can be made in writing to our Privacy Officer.

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9. Website and Communications

Our website may collect limited technical information (e.g., IP address, browser type) for functionality or analytics. If you contact us through email or web forms, we collect only the information you choose to provide. We do not use cookies for tracking or marketing purposes unless explicitly disclosed.

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10. Contact Us

If you have any questions, concerns, or requests about this Privacy Policy or your personal information, please contact:

Privacy Officer
Fermata Workplace Solutions
Email: info@fermata.work

 

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website and can be provided upon request. Your continued engagement with our services constitutes acceptance of any changes.

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