Privacy Policy

Axis Finance Group and its subsidiaries (hereinafter “Axis”, “we”, or “our”) are committed to protecting the personal information of its team members, customers, third-party service providers and users of our website. 

We respect your privacy and are committed to protecting your personal information in accordance with the fair information principles set out in Schedule 1 of the Personal Information Protection and Electronic Documents Act, 2000 (PIPEDA) and the Quebec Private Sector Act.

Accountability

Axis is responsible for personal information in our possession.

Accountability for our compliance with the privacy policy rests with our Privacy Committee and other team members within Axis who are responsible for the day-to-day collection and processing of personal information.

Our policy is supported by:

  • Comprehensive policies and procedures to protect personal information, including any information transferred to third party service providers. 
  • Privacy and information security awareness training for team members; and 
  • Procedures to receive and respond to complaints, inquiries, and requests to access personal information.

Identifying Purpose

We will identify the purpose of the collection of personal information at or before it is collected. The collection of personal information will be limited to that which is related to our business and for which a reasonable person would consider appropriate in the circumstances.

>We collect, use, and disclose personal information concerning our customers for the following reasons:

  • To confirm the identity, employment, income, and credit score 
  • To process invoices and collect payments owed to Axis
  • To report financial and accounting information to government agencies, where appropriate

If we plan to use personal information, we have collected for a purpose not previously identified, we will document and specify the identified purposes, orally or in writing, to the customer from whom the personal information is collected before use. We will state the identified purposes in such a manner that a customer can reasonably understand how the information will be used or disclosed.

Consent

Consent, including whether it is express or implied, may vary depending upon the sensitivity of the information and the reasonable expectations of the customer. 

Axis will only collect, use, or disclose personal information with the customer’s knowledge and consent, and only for expressed and legitimate purposes.

Axis may, however, be required or authorized by law to collect, use, or disclose personal information without the expressed knowledge and consent of the customer in certain circumstances such as:

  • To comply with a subpoena, warrant, or court order.
  • To comply with local, provincial, or federal regulations or an investigation legally authorized by a government agency.
  • To act in respect to an emergency that threatens the life, health, or security of an individual.
  • For debt collection.

Consent may be withdrawn at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent to the collection, use and disclosure of personal information by the customer is subject to certain contractual and legal restrictions.  We will inform customers of any limitations or restrictions of our service in the event their consent is withdrawn. 

Collection Limitation

We will collect only the personal information needed to fulfill the purposes for which consent was obtained, and by fair and lawful means.

Limiting Use, Disclosure and Retention

Axis will only use or disclose personal information for the identified purposes for which it was collected, unless doing so is required by law or the customer provides consent for the new purpose(s).

For the identified purposes, we may need to share personal information with third parties to serve the needs of our customers. These third parties commonly include our affiliated companies, insurance brokers, and service providers. We will use contractual agreements and other means to control the use and disclosure of personal information by third parties.

Axis will limit the sharing or disclosure of personal information only for the purposes for which it was collected and with third parties involved in the decision-making and portfolio management process. Personal information may be shared with service providers located outside Quebec as part of the adjudication and client file management process.

Personal information may be transferred to third parties in the event of a transfer of ownership of assets by Axis or in the event of bankruptcy or other insolvency proceedings of Aixs.  Although Axis ensures that third parties act within the rules prescribed by the Act, Axis assumes no responsibility for the privacy practices of any service provider or merchant in the processing of personal information collected.

We will retain personal information for as long as necessary to achieve the purposes for which it is to be used. If a customer withdraws their consent to the processing of personal information or at the end of a contractual agreement, Axis will stop using and disclosing personal information and reserve the right to retain personal information for the purpose of enforcing our rights under the Act and protecting our services from fraud or other illegal activity.

Accuracy

We will use our best efforts to ensure that personal information is accurate, complete, and up to date as is necessary for the purposes for which it is to be used. Axis will take reasonable steps to ensure that personal information that is used on an ongoing basis, including information that is disclosed to third parties, and information that is used to make a decision are accurate, complete, and up to date to fulfill the purposes for which the information was collected.

Safeguards

We continuously monitor and update our safeguard measures as required in response to new technologies and risks. Our safeguard measures protect personal information against loss or theft, unauthorized access, disclosure, copying, use or modification, regardless of the format in which the information is held. We ensure our team members are aware of the importance of maintaining the confidentiality of personal information, and we exercise care in the disposal or destruction of personal information to prevent unauthorized parties from gaining access to the information.

Our methods of protection include physical measures such as locked filing cabinets and restricted access to offices; organizational measures such as security clearances and limit access on a “need-to-know” basis; and technological measures such as the use of passwords and encryption.

Transparency and Individual Access

Axis is committed to providing clear, understandable information about its privacy practices. Upon written request, we may require sufficient or specific information to be produced to confirm the existence, use, and disclosure of personal information. We will respond to written requests within a reasonable time (generally within 30 days), and we will assist any customer who informs us that they need assistance in preparing a request. Requested information will be provided or made available in a form that is generally understandable. Where possible, we will indicate the source of the information.

The information we will make available will include how to gain access to personal information; the type of personal information held by us, including a general account of its use; general information concerning our policies and procedures; what personal information is made available to related third parties; and how to contact our Privacy Committee.

If a customer successfully demonstrates the inaccuracy or incompleteness of personal information, we will amend the information as required. If the inaccuracy or incompleteness of personal information is not resolved to the satisfaction of the customer, we will record the matter of the unresolved challenge. Where appropriate the amended information or the existence of the unresolved challenge will be transmitted to third parties having access to the information in question.

In certain situations, we may refuse a request to provide access to all the personal information we hold. Exceptions will be limited and specific, as permitted or required by law. Exceptions may include information that contains references to other customers or contains confidential proprietary information, where such information cannot be severed from the record; information collected while investigating a breach of an agreement or during a formal dispute resolution process; and information that is subject to solicitor-client privilege. Axis has the right to refuse to respond to repetitive or vexatious requests.

Challenging Compliance

A written complaint or inquiry about our policies and practices relating to the handling of personal information may be made to the Privacy Committee. The Committee will investigate all written complaints. If the Committee finds a complaint to be justified, they will take all appropriate measures, including, if necessary, amending our policies and practices.

Web Privacy Notice

Axis acknowledges the importance of protecting the privacy of our users. The information we collect is used to improve the services we offer, to improve the website’s content, and to communicate with our users.

Certain areas of our website require registration or a password to enter and use the application. Information obtained through those sites may also be used for the purposes stated above, and cookies may be used in accordance with agreements governing access to and use of those areas.

Information that is provided voluntarily through our website, email or through direct contact will only be used for the purpose of responding to an inquiry. Axis may contact customers through mail, text, or email to verify identity; provide links to request funding; follow up on payment transactions; or to provide information about our services and solutions. In addition, telephone conversations with Axis team members may be recorded for quality control, training, and record maintenance.  Customers may “opt out” at any time.

Website Data Collection, Use and Disclosure

Axis operates data networks secured by a standard firewall with password protected system access. Regular updates are made to protect the integrity and confidentiality of its servers and personal information.  Access to personal information is only provided to authorized team members and authorized service providers, who need to access personal information to meet business requirements.

All Axis websites use cookies. Cookies enable us to track and target the interests of our users to enhance the experience on our site. This information is not personally identifiable and is only used for aggregate website traffic, trend analysis and to compile statistics about the use of the site and visitor preferences.

Unless the user specifically provides their identity, the information linked to the cookies is anonymous and does not disclose the identity of the user. The user can disable cookies by going to the settings of their internet browser.

Updates to Web Privacy Policy

Axis reserves the right to change its Privacy Policy at any time, without notice, and the customer will be bound by such changes. However, any amendment will not be intended to grant Axis rights beyond those prescribed by applicable laws, but rather to reflect applicable laws and regulations and changes to our policy. Axis will post on its website any changes to its policy. The customer should therefore periodically consult the update on the website to be informed of the changes.

Contact Information

For more information about our privacy practices, to make a complaint or to request access to your personal information, please contact our Privacy Committee in writing:

Attn: Privacy Committee
Axis Finance Group
165 Galaxy Blvd, 2nd Floor
Etobicoke, Ontario
M9W 0C8

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