The co-op

Privacy policy

TCC Privacy Policy

The Company Car's (TCC's) Privacy Policy outlines our commitment to respecting your personal information.  We endeavour to clearly communicate what information we will collect from you, the reasons for collecting information, the ways that the confidentiality of this information is protected, and finally, how clients can request a copy of what personal information about them is recorded.

TCC is an independent company, and client information is not automatically shared with other organizations that we are affiliated with – except the parent company staff and board – Co-operative Auto Network (CAN).  Clients (and potential Clients) can always choose not to provide TCC with some or all personal information; however, this decision may prevent TCC from determining eligibility in the program and/or the ability to provide Clients with full access to available or requested services.  We will not collect your personal information without your consent.

Privacy Officer

TCC is responsible for the personal information that is collected from our Clients.  TCC's Privacy Officer is Jamie Anfossi, our Call Centre Manager.

Jamie Anfossi
Co-operative Auto Network
205 – 470 Granville Street
Vancouver, BC  V6C 1V5
Phone:  604.685.1393
Email: 

Reasons for Collecting Personal Information

TCC collects personal information so that we can:

  1. determine eligibility in the program;
  2. communicate with Clients about their participation in TCC's car sharing program and/or other services requested by the Client – including but not limited to, follow-up about vehicle bookings and usage, invoices, newsletters, organizational announcements, etc.;
  3. improve our services through Client surveys and consultation conducted directly by TCC or by approved third parties; and
  4. comply with legal and insurance requirements.

What Kind of Information We Collect

As part of participation in a car-share program, TCC collects a variety of information about its Clients.

Typically, such information might include:

  1. contact information, including your home address, telephone number, fax number, and/or email address;
  2. insurance needs, including such items as driver's licence, driving records (listing traffic violations) and claims history (listing claims made on your insurance policies);
  3. credit information and history, including your credit report;
  4. payment information, including your banking information, a record of your payment, your credit card information if you choose to make payments by credit card, and other information that you provide so that we can collect payment;
  5. vehicle usage and Client history at TCC; and
  6. publicly available information.

How TCC Collects Information

For a majority of the time, TCC collects information directly from the Client through application forms, surveys, Client-initiated communications, and information that a Client directly requests a third party send to TCC.  In some appropriate circumstances, we obtain information from third-party sources.  For example, information is exchanged with affiliated car share organizations on TCC Clients requesting usage of their vehicles.  Driving records and credit information may be obtained from third-party sources such as other insurers or credit reporting agencies, as appropriate.

Client Consent

Client knowledge and consent are required for the collection, use or disclosure of your personal information, except as required or permitted by applicable law.  TCC only collects, uses or discloses personal information for purposes that are necessary to deliver car sharing services to you, or that we believe Clients would consider appropriate under the circumstances.  When a person becomes a Client of TCC, we will use his/her name and address for mailing and billing purposes, including sending account statements and newsletters.

Except as set out in this policy, or as required or permitted by applicable law, TCC does not sell or disclose any of your personal information to any other organization and TCC will not transmit personal information to third parties without first obtaining your consent to do so. TCC may, however, disclose information in the following cases:

  1. to our lawyers and auditors;
  2. to a police force as required by law;
  3. in emergency situations affecting the life, vital health or safety of an individual;
  4. to all other persons or government agencies authorized by law;
  5. to credit reporting agencies or to an agent retained by TCC in connection with the collection of your account if your account is in default, or if requested by you;
  6. to a person who, in the reasonable judgment of TCC, is seeking information as your agent; or
  7. to a third party or parties where you consent to such disclosure.

TCC will also occasionally share aggregated information about our Clients.  This information does not contain any personal information.

Limiting Collection

We only collect the information that we need in order to deliver services and information to you.

Limiting Use and Retention

We do not use or disclose your personal information for any purposes other than those for which it was collected, except with your consent or as required or permitted by law.

Your personal information is retained only as long as necessary for the fulfillment of the purposes for which it is to be used.  TCC does not keep your personal information if it is no longer needed for the purposes required or as required by law.

Accuracy

Your personal information is kept as accurate, complete and up-to-date as is necessary and reasonably practical for the purposes for which it is to be used.

Safeguards

We protect your personal information by using safeguards that are appropriate to the sensitivity of the information, in accordance with Part 9 of the Personal Privacy Act.

Our Employees' Responsibilities:  Each of our employees is responsible for maintaining the confidentiality of all personal information to which s/he has access.  We keep our employees informed about our policies and procedures for protecting personal information, and each employee and contractor signs a confidentiality agreement upon being engaged by The Car Co-op.  If The Car Co-op contracts with an outside agency or contractors, The Car Co-op will ensure that they will adhere to The Car Co-op's and TCC's Privacy Policy.

Openness

We will make our policies and practices relating to the management of your personal information readily available to you.

Client Access

Upon request in writing from you, you will be informed of the existence, use and disclosure of your personal information and you will be given access to that information.  We will assist any Client who informs us that they need assistance in preparing a request concerning personal information.  You may challenge the accuracy and completeness of the information and have it corrected as appropriate.

Accessing Your Personal Information

If you wish to review or verify the personal information that TCC holds about you, or find out to whom we have disclosed it, you can do so by writing to us.

TCC will normally respond within thirty (30) days to a request for access to your personal information.  TCC can refuse access in certain circumstances.

Accuracy of Your Personal Information

You can ask to correct any of your personal information.  The request for correction must be made by writing to us, either by mail, fax or email at the above-mentioned address.

Challenging Compliance

You can address any challenge concerning our compliance with this Policy to our Privacy Officer.  The Car Co-op has established an internal complaint resolution procedure for privacy and information matters.

Complaints are reviewed by the Privacy Officer, who will consult with the Executive Director, board members or other advisors, as appropriate.  A written response will be provided to the individual, usually within thirty (30) days.