Beware! Loose lips can violate privacy act

R elated Stories PIPEDA primer: How new privacy act affects advisors SROs issue warning on privacy legislation Putting privacy into practice: A sample consent document Eye on privacy (from the Mid-January edition of Advisor’s Edge) But shortcuts taken in the office for the sake of convenience can mean an advisor is breaking the new privacy […]

By Steven Lamb | May 12, 2004 | Last updated on May 12, 2004
3 min read
  • PIPEDA primer: How new privacy act affects advisors
  • SROs issue warning on privacy legislation
  • Putting privacy into practice: A sample consent document
  • Eye on privacy (from the Mid-January edition of Advisor’s Edge)

    But shortcuts taken in the office for the sake of convenience can mean an advisor is breaking the new privacy rules. Givlin says it’s great to put files away in a locking cabinet when they aren’t needed, but they aren’t really secure if the key is left in the lock. Leaving open mail lying on the desk can be another common breach of security.

    To be on the safe side, advisors should make sure the office door is closed when discussing a client’s information. Technically, an open door with other clients sitting in reception can lead to a PIPEDA breach.

    By demonstrating the processes in place to maintain privacy, the advisor adds value in the eyes of the client — simply by complying with the law.

    Givlin also warns that the advisor might accidentally give away too much information, not only about a client, but to a client.

    Because the law provides the client with access to the information gathered, it is important to keep your files not only accurate, but clean. Givlin warns that it is easy to include comments reflecting the advisor’s personal opinion on a difficult client. Are your personal opinions really something you want to share with your clients?

    “If the client wanted access to all their information, which they are entitled to have, they might be surprised to find they were not as well received by the customer service advisor as they initially thought,” she warns.

    Filed by Steven Lamb, Advisor.ca, steven.lamb@advisor.rogers.com

    (05/12/04)

    Steven Lamb

    • R elated Stories
  • PIPEDA primer: How new privacy act affects advisors
  • SROs issue warning on privacy legislation
  • Putting privacy into practice: A sample consent document
  • Eye on privacy (from the Mid-January edition of Advisor’s Edge)

    • But shortcuts taken in the office for the sake of convenience can mean an advisor is breaking the new privacy rules. Givlin says it’s great to put files away in a locking cabinet when they aren’t needed, but they aren’t really secure if the key is left in the lock. Leaving open mail lying on the desk can be another common breach of security.

    To be on the safe side, advisors should make sure the office door is closed when discussing a client’s information. Technically, an open door with other clients sitting in reception can lead to a PIPEDA breach.

    By demonstrating the processes in place to maintain privacy, the advisor adds value in the eyes of the client — simply by complying with the law.

    Givlin also warns that the advisor might accidentally give away too much information, not only about a client, but to a client.

    Because the law provides the client with access to the information gathered, it is important to keep your files not only accurate, but clean. Givlin warns that it is easy to include comments reflecting the advisor’s personal opinion on a difficult client. Are your personal opinions really something you want to share with your clients?

    “If the client wanted access to all their information, which they are entitled to have, they might be surprised to find they were not as well received by the customer service advisor as they initially thought,” she warns.

    Filed by Steven Lamb, Advisor.ca, steven.lamb@advisor.rogers.com

    (05/12/04)