VICO Personal Information Protection Policy

Overview and Commitment

At Vico, we are committed to safeguarding the privacy and confidentiality of the personal information entrusted to us by our clients, employees, and partners. We comply with British Columbia’s Personal Information Protection Act (PIPA), which sets out the standards for the collection, use, and disclosure of personal information by private-sector organizations in B.C.

We believe that protecting personal information is an essential part of maintaining trust. This policy explains how Vico collects, uses, stores, and protects personal information, and how individuals can access or correct their data.

Definitions

Personal Information — means information about an identifiable individual, such as name, address, age, phone number, identification numbers, financial details, employment history, or health information.
Contact Information — refers to information that allows a person to be contacted at their place of business, such as business phone number or email. This is not covered by PIPA or this policy.
Privacy Officer — means the designated individual responsible for ensuring that Vico complies with this policy and PIPA.

1. Collection of Personal Information

Vico collects personal information only for clear and reasonable purposes, such as:

  • Verifying identity;
  • Providing requested products or services;
  • Managing client and employee relationships;
  • Meeting regulatory and legal obligations;
  • Improving service quality and communication.

We will always inform individuals of the purpose of data collection at or before the time of collection, unless it is self-evident.

2. Consent

We collect, use, and disclose personal information only with consent — which may be express, written, electronic, or implied — except where permitted by law.
Consent may be withdrawn at any time, although doing so may affect our ability to provide certain services.
Vico may collect or use information without consent only in limited circumstances, such as legal requirements, emergencies, or fraud prevention.

3. Use and Disclosure of Personal Information

Personal information will only be used or disclosed for the purposes it was collected, or for closely related purposes such as service improvement or customer feedback.
Vico does not sell or trade personal information to any third party.

4. Retention

Personal information is retained only as long as necessary to fulfill its purpose or as required by law. If personal data is used to make a decision that affects an individual, it will be kept for at least one year to allow access if requested.

5. Accuracy

We strive to keep all personal information accurate and up to date.
Individuals may request corrections to their data in writing. Verified updates will be shared with any third parties who received the original information within the past year.

6. Security of Personal Information

Vico protects personal information with appropriate safeguards, including:

  • Restricted access to authorized personnel;
  • Secure servers, encryption, and firewalls;
  • Physical protection for records (locked cabinets, secure facilities);
  • Proper disposal of records through shredding or secure deletion.

Security measures are regularly reviewed and updated as technology evolves.

7. Access to Personal Information

Individuals have the right to access their personal information, subject to limited exceptions under PIPA.
Requests must be made in writing and directed to Vico’s Privacy Officer.
We will respond within 30 business days and may charge a minimal fee for access requests.

8. Questions or Complaints

All inquiries, concerns, or complaints regarding Vico’s privacy practices should be directed to our Privacy Officer.
If a concern is not resolved internally, individuals may contact the Information and Privacy Commissioner for British Columbia