The Provincial Archives of Saskatchewan is committed to maintaining the accuracy, confidentiality and security of your personal information. The Archives’ privacy procedures are based on the Saskatchewan Freedom of Information and Protection of Privacy Act (FOIPPA) and its associated regulations. Personal information means information in any form about an identifiable individual as defined by FOIPPA, section 24. Privacy protection involves safeguarding personal information from unauthorized disclosure and use when the information is collected, utilized, stored and disposed of.
Information Collected and Use of Information
The information collected through the enquiry management system on this site is limited to those details necessary to process research enquiries or reproduction orders. This includes personal information such as researcher name, email address, mailing address and information about a research enquiry or reproduction order. The information collected is used for the sole purposes of:
- identifying and contacting researchers in order to reply to and process enquiries and reproduction orders;
- providing ongoing reference services.
The Provincial Archives of Saskatchewan does not gather any personal information while you browse our website. We do not share, sell, rent or transmit personal information to other organizations for any purpose.
By providing information via this inquiry system, you are consenting to the use and disclosure of the information collected as described in this privacy statement.
Disclosure of Information
The Provincial Archives of Saskatchewan will not disclose personal information unless authorized by you, or unless it is required or permitted by law.
The type of information we are legally required to disclose may relate to criminal investigations or government tax reporting requirements. In some instances such as a legal proceeding or court order, we may also be required to disclose certain information to authorities. Only the information specifically requested is disclosed and we take precautions to reasonably assure that the authorities that are making the request have legitimate grounds to do so.
Location of Data Storage
The information collected in our enquiry management system is stored and managed in a secure digital storage environment by a service provider located in the USA. The personal information managed by the service provider is safeguarded in accordance with international and USA standards such as ISO27001, FedRAMP, FISMA, SSAE18 (SOC2) HIPAA, PCI-DSS and GDPR. In addition, the service provider is required, by agreement with the Provincial Archives of Saskatchewan, to handle and protect information provided by customers in accordance with Saskatchewan law. It is possible that the information included in our enquiry system may be subject to disclosure under USA law. If this unlikely situation occurs, the service provider is obliged, by agreement with the Provincial Archives of Saskatchewan, to notify the Provincial Archives of such disclosures.
Disposal of Personal Information
The Provincial Archives of Saskatchewan retains information provided by customers, including their personal information, only for as long as it is necessary to provide reference services and to address any questions related to those services. The information is securely retained and disposed of as per an approved records schedule in accordance with the disposal process required in the Saskatchewan government.
Keeping Your Data Secure
Transmitting information over the internet is not completely secure and we do not guarantee the security of your data. Any data you transmit is at your own risk.
Access to the personal information that we collect is protected. We have procedures and safeguards in place to keep your data as secure as possible and to prevent unauthorized use once the information is received.
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