Purpose

Mosaic Forest Management Corporation, timberland manager for TimberWest Forest Corp., Island Timberlands LP, and their related companies (collectively, “Mosaic Group”) values the personal privacy of its contractors, customers, suppliers, vendors and others with whom Mosaic Group has a business relationship.

This Privacy Policy explains the personal information gathering and handling practices of Mosaic Group.

Mosaic Group may amend this Privacy Policy by posting a revised version at www.mosaicforests.com. Any questions regarding this Privacy Policy should be directed to Mosaic Group’s Privacy Officer using the contact information provided below.

Scope

This policy applies to personal information about individuals held or in the control of Mosaic Group. This policy does not apply to the information collected, used or disclosed with respect to corporate or commercial entities, and does not impose any limits on Mosaic Group’s collection, use or disclosure of the information exempted under applicable privacy legislation, including business contact information and certain publicly available information.

Collection and Use of Personal Information

Mosaic Group collects, uses and discloses personal information about individuals as is reasonably required to conduct business with, and to otherwise fulfill its obligations to, its customers and suppliers, including for the purposes described below. Other specific purposes may be identified at the time information is collected, or in contracts, forms or other documents relating to Mosaic Group’s business relationship with you.

The types of personal information Mosaic Group collects may include bank account information, home telephone numbers, addresses, and other personal information.

When collecting personal information, Mosaic Group will state the purpose of collection and will provide, on request, contact information for the Privacy Officer who can answer questions about the collection.

Mosaic Group may collect various information from you, including your name, address, phone number, e-mail address, photograph, credit card details, preferred means of communication, your interaction with Mosaic Group’s website, social media sites and mobile applications (including information such as IP addresses, browser type, language, access times, referring website, etc.), and other information you provide to us.

Mosaic Group collects, uses and discloses your personal information for the following purposes:

  • to administer Mosaic Group’s provision of, and your payment for, products or services you request from Mosaic Group;
  • to authenticate your identity;
  • to operate, customize and improve Mosaic Group’s website, social media sites, mobile applications, advertisements, products and services;
  • to monitor your compliance with any of your agreements with Mosaic Group;
  • to provide newsletters, electronic messages and information you request from Mosaic Group;
  • to provide other information to you regarding Mosaic Group’s products and services or third party products and services, unless you opt out of receiving that information;
  • to manage or transfer Mosaic Group’s assets or liabilities, for example in the case of an acquisition, disposition or merger;
  • to protect Mosaic Group, yourself and others from fraud and error and to safeguard Mosaic Group’s business interests;
  • to collect debts owed to Mosaic Group;
  • to comply with legal and regulatory requirements; and
  • for other purposes Mosaic Group may inform you about from time-to-time.

Mosaic Group may use cookies to collect your personal information. Cookies are unique identifiers which are used to customize your website, mobile application or social media site experience. Most web browsers automatically accept cookies, but you can usually change your browser to prevent or notify you whenever you are sent a cookie. This gives you the chance to decide whether or not to accept the cookie. Mosaic Group uses the information in cookies to help Mosaic Group improve its websites, mobile application, social media sites and services, and to provide Mosaic Group’s visitors with a better visit. If you don’t accept a cookie you can still access many of the features on the site, but there may be limitations on your use of some site functions.

Disclosure of Information to Third Parties

Mosaic Group may disclose personal information about individuals on a selective basis to third parties as required or permitted by law or as consented to from time to time by the individual. These organizations to which Mosaic Group may disclose personal information include, but are not limited to:

  • Government agencies such as the Canada Customs and Revenue Agency
  • Insurance companies
  • Banks and other financial institutions
  • Professionals working on behalf of Mosaic Group such as lawyers, actuaries and benefit consultants
  • Affiliates and business associates of Mosaic Group as reasonably required in connection with the operations of Mosaic Group
  • A purchaser (or prospective purchaser) of all or part of the business of Mosaic Group

Although Mosaic Group takes appropriate steps to protect and to limit the use of personal information that is disclosed to third parties, Mosaic Group is not responsible for the subsequent uses or disclosures of the subject personal information by the third party data recipient.

Service Providers

Mosaic Group may work with other companies to provide services on Mosaic Group’s behalf, such as website hosting services, payment processing services and product delivery services. Those service providers will be permitted to obtain only the personal information they need to deliver the service in question, and they will be required to maintain the confidentiality of that information.

Cross-Border Transfers

Mosaic Group may transfer your personal information across provincial or national borders to fulfill any of the above purposes, including to service providers located in the United States and other jurisdictions outside of Canada who may be subject to applicable disclosure laws in those jurisdictions. You may contact Mosaic Group’s Privacy Officer (whose contact information is provided below) to obtain information about Mosaic Group’s policies and practices regarding Mosaic Group’s use of service providers outside of Canada, or to ask questions about the collection, use, disclosure or storage of personal information by Mosaic Group’s foreign service providers.

Consent

Consent requirements vary depending upon circumstances and upon the type of personal information that is collected, used or disclosed. In determining whether consent is required and, if so, what type of consent is required, Mosaic Group will take into account the purposes for which it intends to use the information and the sensitivity of the personal information at issue. Consent may be express, implied, or deemed by law.

Mosaic Group must collect, use and disclose certain personal information in order to manage its business and operations. Individuals may opt out of certain uses of their personal information by notifying our Privacy Officer as described below. Individuals may at any time, subject to legal restrictions, withdraw a previously given consent. If the refusal or withdrawal of consent has negative implications (e.g., Mosaic Group’s inability to provide a certain product or service or to continue the business relationship), Mosaic Group will advise of such implications.

Security

Mosaic Group takes appropriate steps to ensure the security of personally identifiable information that is in its custody or control and limits access to those persons who legitimately require the information. For example, highly sensitive information is typically stored in locked cabinets and electronic files are protected by the use of passwords, appropriate levels of security and encryption of files.

Accuracy

Mosaic Group will endeavor to ensure that personal information is as accurate, complete and up-to-date as is necessary for the purposes for which it is to be used, but you are responsible for providing up-to-date information to Mosaic Group. If you demonstrate the inaccuracy or incompleteness of your personal information, Mosaic Group will amend the information as required. If appropriate, Mosaic Group will send the amended information to third parties to whom the information has been disclosed.

Right of Access

If you wish to access your personal information that is in the custody of Mosaic Group, please contact the Privacy Officer (whose contact information is provided below). Upon written request and authentication of identity, Mosaic Group will provide you with your other personal information under Mosaic Group’s control, information about the ways in which that information is being used and a description of the individuals and organizations to whom that information has been disclosed. Mosaic Group will make the information available within 30 days or provide written notice where additional time is required to fulfill the request.

In some situations Mosaic Group may not be able to provide access to certain personal information. This may be the case where, for example, disclosure would reveal personal information about another individual, the personal information is protected by solicitor/client privilege, the information was collected for the purpose of an investigation or where disclosure of the information would reveal confidential commercial information that, if disclosed, could harm Mosaic Group’s competitive position. Mosaic Group may also be prevented by law from providing access to certain personal information.

If your access request is refused, Mosaic Group will notify you in writing, document the reasons for refusal and outline further steps which are available to you.

Document Retention

Personal information is retained and destroyed by Mosaic Group in accordance with the applicable laws and its document and data retention practices.

Challenging Compliance

In the event that you wish to enquire or complain about Mosaic Group’s personal information management practices or its compliance with this Privacy Policy, a written enquiry or complaint should be sent to the attention of the Privacy Officer (whose contact information is provided below), who will respond to all written enquiries and investigate all complaints.

When a challenge regarding the accuracy of your personal information is not resolved to your satisfaction, Mosaic Group will annotate the personal information under its control with a note that the correction was requested but not made.

Privacy Officer

Any questions or concerns regarding the application of this policy should be directed immediately to the Privacy Officer, Mosaic Forest Management, Suite 2000, 1055 W. Hastings Street, Vancouver, BC V6E 2E9, email: privacy@mosaicforests.com