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Privacy Policy

TEIBAS is retained by the Board of Trustees of the Local 353, IBEW Trust Funds (the “Trust Funds”) to administer the Trust Funds on a day-to-day basis. The Trust Funds consist of the Local 353, IBEW Pension Fund, the Local 353, Health & Welfare Fund, and the Local 353, IBDW Supplementary Unemployment Benefits Fund. TEIBAS collects, uses, and discloses personal information about the members and other beneficiaries of the Trust Funds for the purposes of administering the Trust Funds.

This Privacy Policy (“the Policy”) references relevant principles included in the Personal Information Protection and Electronic Documents Act (“PIPEDA”). These guiding principles ensure safeguards are in place when managing the collection, use, disclosure, retention, and ultimate disposal of Personal Information in the control of TEIBAS.

“Personal information” is information about an individual which is private and not readily available publicly. It includes a person’s name, social insurance number, date of birth, years of service information, marital status including date of marriage and any dependents, salary and employment history, union membership, home and email addresses, telephone numbers, beneficiary designations, and banking information. TEIBAS collects personal information either directly from the individual about whom it relates or indirectly from other sources including, but not limited to:

  • Employers
  • IBEW Local 353
  • Medical and dental practitioners
  • Insurance companies
  • Workplace Safety and Insurance Board
  • Automobile insurance administrators

TEIBAS believes that the confidentiality of personal information is important and is committed to protecting the confidentiality and privacy of the personal information that it collects about the members and other beneficiaries of the Trust Funds.

The TEIBAS Privacy Officer is Kim Macpherson. They can be reached by telephone at 416-637-8370 and by email at kim@teibas.com. Their mailing address is #705 – 110 Sheppard Avenue East, Toronto, Ontario M2N 6Y8. Any complaints may be made in writing to the Privacy Officer.

Purposes

TEIBAS collects, uses, and discloses personal information for the purposes of administering the Trust Funds in accordance with the relevant trust documents, legislative requirements, and other legal obligations.

Consent

Where applicable, TEIBAS obtains consent from members for the collection, use, and disclosure of Personal Information. When Personal Information is collected, used, or disclosed for a purpose other than the identified purpose, TEIBAS documents the new purpose and obtains the individual’s consent.

Employees at TEIBAS are trained to collect, use, and disclose Personal Information only as necessary to fulfill their duties, and in accordance with this Privacy Policy. Employees of TEIBAS do not disclose Personal Information related to member inquiries to anyone outside of TEIBAS either orally, electronically, by fax, or any other means, unless they have first obtained the specific written consent of the person to whom the information relates in accordance with TEIBAS’ rules and policies.

Limiting Collection

TEIBAS limits the collection of Personal Information to what is necessary for the purposes identified above. TEIBAS will only collect information that is necessary to administer the Trust Funds and provide benefits to members. 

Limiting Use, Disclosure, and Retention

Use and disclosure of Personal Information is restricted to the Trustees of the IBEW Local 353 Trust Funds, their professional advisers, TEIBAS staff, authorized staff of IBEW Local 353, and other authorized service providers. Any professional advisers or other authorized service partners who are in possession of personal information gathered by TEIBAS only use the information for the purposes identified below:

  • Allowing authorized personnel to properly identify members and beneficiaries of the Trust Funds,
  • Determining eligibility for benefits,
  • Administering the plans, calculating entitlements, and paying benefit claims,
  • Designing, pricing, and financial management of the Trust Funds, and
  • Communicating applicable plan information directly to beneficiaries.

Any professional advisers and authorized service partners assisting in the administration of the Trust Funds adhere to this privacy policy, the attached Service Partner Compliance Attestation and take reasonable steps to protect personal private information shared with them. Professional advisers and service partners are asked to confirm compliance with this policy on an annual basis.

Limited personal information may be shared with authorized staff of the IBEW Local 353 to allow members of the Trust Funds to obtain benefits and privileges provided by the IBEW Local 353, or the IBEW International Union.  Any personal information provided to these authorized individuals will be limited to non-identifying information concerning the number of dependents, and/or notification of death and confirmation of beneficiary for IBEW International Union communication purposes.

When required by law, information may also be disclosed to authorized agencies, including law enforcement agencies and the Canada Revenue Agency. Additionally, personal information may be disclosed to specific individuals as authorized and directed by you in writing. We have security procedures to safeguard and protect personal information against loss, theft, unauthorized disclosure, copying, and unauthorized use or modification. The most sensitive information receives the highest level of protection. We do not sell your personal information.

TEIBAS retains personal information only as long as it remains necessary or relevant for the identified purposes, or as required by law.

Accuracy/ Access Requests

Members must keep their personal information up-to-date with TEIBAS in order to ensure that TEIBAS and its service partners can properly administer their benefits. Members may view their information on file with TEIBAS at any time during regular business hours or online at myteibas.com. Members may request correction to their Personal Information in order to ensure its accuracy and completeness.  A request to correct Personal Information must be made in writing and provide sufficient detail to identify the Personal Information and the correction being sought.

Members have the right to request access to their personal information under the control of TEIBAS. Access requests must be made in writing to the Privacy Officer and will be responded to within 30 days.

Security Safeguards

TEIBAS protects personal information by security safeguards appropriate to the sensitivity of the information. TEIBAS has implemented various security measures to help prevent unauthorized processing or disclosure of personal information and to prevent accidental loss, destruction, or damage to personal information.

Personal information maintained electronically is password-protected and encrypted on a cloud-based which is monitored 24 hours a day, seven days a week by a cyber security monitoring provider. TEIBAS employs several cyber risk mitigation strategies, as well as ongoing staff training on cyber security issues and risks and controlled phishing exercises. Only authorized personnel can access our IT network.

All hardcopy files containing personal private information are maintained in locked filing cabinets or storage rooms to which only authorized personnel have access at any given time. Access to offices where personal information may be housed for a period of time is strictly monitored.

TEIBAS responds to any and all privacy breaches in accordance with legislative requirements including PIPEDA.