Regulatory Disclosure
Privacy Policy and Procedures
Complaints Resolution
Terms and Conditions
Representation Disclaimers
INTEGRA Capital limited is registered as an Investment Counsel & Portfolio Manager in every Province and as a Commodity Trading Manager with the Ontario Securities Commission. In the Provinces of Newfoundland and Ontario, Integra Capital Limited is also registered as a Limited Market Dealer. Please contact us if you would like a copy of our Statement of Policies and Related Registrant Disclosure.
Integra’s Commitment
At Integra we have always been in one business – the retirement services business. As such our main focus has always been providing services to retirement plan sponsors and plan members. Preserving their privacy and confidential information has been and will continue- to be our top priority.
All advancements that we have made over the years in providing services to plan sponsors and plan members have been designed and implemented with confidentiality in mind. As we move forward, maintaining the privacy for our investors will continue to be one of our primary concerns as we develop our technology platforms, enhance our daily processes and safeguard all paper information.
The Personal Information That We Collect
When you become a member of your retirement plan you complete a paper or electronic enrolment form. This form asks for such personal information as:
- Your Social Insurance Number – necessary for tax filings
- Beneficiary – for pension and tax legislative purposes
- Date of Birth – for retirement date calculations and tax legislative purposes
- Date of Hire – for pension and tax legislative purposes
- Investor Information (including investment knowledge, objectives, and time horizon, as well as personal income, personal net worth) – to determine the appropriateness of your investment fund selections and for securities legislative purposes
- Address, Phone Number, email Address – used for distributing statements, tax slips and providing you with updates on your fund choices and plans services
In addition, you provide us with updates to this and other information (such as requests to move your current investments among various investment fund options) by completing a “Change Form”, or by contacting Integra directly at our Help Desk (1-877-446-8347). Such changes are processed as soon as possible.
Do We Share Your Information?
In order to provide the services, either as required by law, as outlined in our service agreement with your plan sponsor, or as may be reasonably required, we may share personal information with third parties such as:
- your plan trustee (if applicable),
- your plan’s consultant (if applicable),
- your plan’s sponsor (such as your employer),
- your plan’s or trustee’s auditor (if applicable)
- proper regulatory authorities (such as Provincial Securities Commissions and the Mutual Fund Dealers Association of Canada)
In addition, due to their role in assisting Integra in providing and maintaining our services, the following entities have access (we do not share) to such personal information:
- those parties who assist us in providing and maintaining our technological services
- a mailing house,
- off-site storage experts
Your consent to share information to such parties is not required, however, we do include such notice on all enrolment and change forms.
Your Consent
As we collect this information, we request your written consent by having you sign the enrolment form or Welcome Letter. You are acknowledging that you understand the reason why we are collecting the information and consenting to our use of such information for the purposes outlined on the form. We will collect your information for the uses as outlined. Should we determine that another use is necessary, we will contact you in advance to obtain your consent for such use.
You have the right to withdraw your consent. However, we are required by legislation to collect such personal information in order to record-keep for group retirement plans. Therefore, by withdrawing your consent, you will cease any participation in a group retirement plan and, depending upon the plan type, be unable to withdraw your assets during employment with your plan sponsor. In order to withdraw your consent, please contact Integra, in writing, at:
Integra Capital Management Corporation
Attention: Senior Account Representative
2020 Winston Park Drive, Suite 200
Oakville, Ontario
L6H 6X7
Your written notice must include your name, current address, day time phone number, your request to withdraw consent, your plan sponsor name, and your plan type (such as Group RRSP or DPSP, Pension Plan, Taxable Savings Plan, etc…)
Does Integra Destroy Your Personal Information
When It Is No Longer Needed?
Each year, a thorough process is completed to destroy old electronic and paper files. We use the 7-year rule to determine which files should be destroyed
- We will destroy the paper and electronic files for all plan sponsor’s plans that where a new record-keeper was retained and all plan member balances were moved to the new record-keeper more than 7 years ago.
- In addition, we may destroy the paper and electronic files for those members in currently active plans, where Integra is still the record-keeper, who terminated or were paid the full benefit from their plan more than 7 years ago.
On an on-going basis, should you update your date of birth, Social Insurance Number, date of hire, Date of Plan Participation, address, phone number or email address, we will delete the prior information and only store the most recent information. For beneficiary designations, investment information, and investor information, we will retain all historical data until the normal destruction date as outlined above.
Please note that upon destruction of your personal information as noted above, we will be unable to provide any future potential marriage breakdown calculations.
Can You Access Your Information Stored at Integra?
All plan members have access to all current demographic and financial as well as all historical financial information, 24 hours a day, 7 days a week through Integra’s secure website account access.
In addition, by calling Integra’s Help Desk at 1-877-446-8347 between 8:30am and 5:00pm EST, and by answering questions so as to ensure your identity, you can request any type of information concerning your account. Alternatively, you may send a written request for personal information to:
Integra Capital
Attention: Senior Account Representative
2020 Winston Park Drive, Suite 200
Oakville, Ontario
L6H 6X7
There may be an additional cost for copying and delivering (particularly for information requested to be sent by courier) such requested information. You will be notified of such costs before we proceed with your request.
Please note that as outlined above in “Does Integra Destroy Your Old Personal Information” we reserve the right to destroy certain personal information. Therefore, information may not be available for such members.
What Are Some of the Safeguards That We Have Put In Place?
At Integra, we take our responsibilities and particularly the privacy of our investors very seriously. We have put various safeguards in place and will continue to review and implement new safeguards where necessary. Our current measures extend to three different areas of our service and some of our safeguards are as follows:
- Our staff – All existing and any new full-time, part-time and temporary staff members must sign an agreement that includes a confidentiality clause. In addition, we have a formal annual meeting with all staff to outline and review our privacy policy. This meeting is also used as a forum to develop any new safeguards. Access to our place of business is restricted through multiple levels of security card access and sign in policies and personal information is provided on a need-to-know basis only.
- Paper Files – Plan member/investor personal information is stored in a secure room where key card access is necessary. Older information, stored off-site is similarly maintained in a secure environment, provided by a third-party provider specializing in providing storage facilities. This third party has similarly signed a confidentiality agreement. Sensitive member files, currently being processed by our administration staff, may be locked in secure cabinets before being sent to the secure filing area.
- Electronic Files – As with many industries and businesses, technology has significantly impacted the way we do business. With the introduction of web-based services we took the opportunity to revisit our security measures. To that end, Integra makes use of a secure firewall for all Internet connections. Special update tables, frequently changed passwords, and encryption of files shared electronically with plan sponsors, trustees, auditors are all regular practices that we employ.
Who Is Responsible For Managing Integra’s Privacy Policies?
Our Director, Compliance is charged with the responsibility of ensuring compliance with the policies and procedures that have been developed and put into practice by the Integra team, as may be outlined in this document.
Should you have any questions or concerns with our policies or procedures, please contact our:
Director, Compliance
Integra Capital
2020 Winston Park Drive, Suite 200
Oakville, Ontario
L6H 6X7
Email: info@integra.com
Phone: (905) 829-1131
Fax: (905) 829-2726
We will do our best to respond to any questions or concerns in a timely manner. Should your request require research or a review of off-site materials, our response may take more than 30 days. In such a case, we will notify you of the expected timeframe our reason for such timeframe and your rights under applicable legislation.
Please note that the attached policy is effective June 2, 2008. We reserve the right to make changes at any time to the attached.
Any individual desiring to file a complaint with Integra Capital in connection with our Privacy Policy shall communicate their complaint to the Integra Director of Compliance.
The complaint should be specific as to its nature (e.g. delays in responding to a request, incomplete or inaccurate responses or improper collection, use, disclosure or retention of an individual’s personal information). The complaint should include the investor’s current address, phone number and or email address.
Integra Capital will follow the following process, when a complaint is filed:
- We will record the date a complaint is filed in the “Complaints Directory”.
- The Director of Compliance will acknowledge receipt of the complaint by sending a written letter to the investor’s attention promptly. A copy of such letter will be stored in the “Complaints Directory” and attached to the investor’s file.
- If required, we will contact the individual either in writing, email or over the phone to clarify the complaint. Again, such follow-up will be noted in the “Complaints Directory”.
- We will promptly investigate the complaint.
- We will notify the individual of the outcome of our investigation clearly and promptly, informing such individual of relevant steps taken
- We will correct any inaccurate personal information or modify policies and procedures based on the outcome of complaints.
- The actions taken will be recorded in the complaint file, in the “Complaints Directory”.
Information provided by Integra and other sources are believed to be reliable, however, Integra cannot guarantee that they are accurate or that they will be current at all times. Information on this website is not intended to provide investment, legal, accounting, or tax advice and should not be relied upon in that regard. Integra expressly disclaims all liability in respect to actions taken or actions not taken based on any or all of the entire contents of this website.
Fund unit values and investment returns will fluctuate. Past performance is not indicative of future results. Important information about any mutual fund available for individual investors is contained in the simplified prospectus. Read your prospectus carefully before investing. You can obtain one from INTEGRA Capital. The prospectus or other information contained therein for INTEGRA mutual funds do not constitute an offer or solicitation by anyone in any jurisdiction in which such offer or solicitation is not authorized or to any person to whom it is unlawful to make such offer or solicitation.
INTEGRA reserves the right to reject any request for purchase within two business days after it has been received.
Email over the Internet is not a secure medium and privacy cannot be guaranteed. Integra cannot assume any responsibility for any harm or damage you may experience or incur by sending personal or confidential information to Integra over the Internet by Email, or if we send information at your request.
Integra is not responsible for any third party content that may be accessed through this website.
Integra is not responsible in any way for any damages (direct, indirect, special, economic, or consequential) in respect of the use of this website, the execution of any programs thereon and any of its content. This site and its contents are made available on an “as is, as available” basis. Integra does not make any warranties of any kind, either express or implied, including, without limitation, warranties of title or implied warranties of merchantability or fitness for a particular purpose, with respect to the site, any content or any products accessed on the site. Integra does not warrant that any files available for downloading through the service will be free of any viruses or any other form of corruption.
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Statement from the Chairman of the Board of Directors It has been brought to our attention by several of our shareholders and members of the public that an organization in Alberta is conducting business under the corporate name of “Integra Investment Services Ltd”. As Chairman, I confirm as follows:
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