Privacy Policy​

Who we are

Willow Cree Services (“Willow Cree”, “we”, “our”) is committed to providing our clients/partners with exceptional service. As providing this service involves the collection, use, and disclosure of some personal information about our clients/partners, protecting their personal information is one of our highest priorities.
We will inform our clients/partners of why and how we collect, use, and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances and in accordance with the applicable federal or provincial legislation.

This Personal Information Protection Policy, in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial or federal legislation, outlines the principles and practices we follow in respect of the collection, use, or disclosure of clients’/partners’ personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our clients’/partners’ personal information and allowing them to request access to, and correction of, their personal information.

Scope of this Policy

This Personal Information Protection Policy applies to Willow Cree Services and its affiliates and partner companies.

This policy also applies to any service providers collecting, using, or disclosing personal information on behalf of Willow Cree Services.

The use, collection, and disclosure of personal information of Willow Cree Services employees, volunteers, students, or contractors is addressed separately under internal policies.

Definitions

Personal Information – information about an identifiable individual. Personal information does not include business contact information (described below).

Business Contact Information – information that enables an individual to be contacted at a place of business, including name, job title, business phone number, business address, business email, or business fax number. Business contact information collected solely for communication about business responsibilities is not covered by this policy.

Privacy Officer – the designated individual responsible for ensuring that Willow Cree Services complies with this policy and applicable legislation.

Collecting Personal Information

Unless the purposes for collecting personal information are obvious and the client/partner voluntarily provides their information for those purposes—and it is reasonable to do so—we will communicate the purposes orally or in writing before or at the time of collection.

We respect the privacy of every individual who visits our website or uses our technologies. We take measures to ensure the privacy and confidentiality of any personal information collected, including passive information gathered automatically using technologies (e.g., browser information, cookies, pixel tags).

All personal information provided will remain within our organization and will not be shared with external entities unless prior permission is given. Your personal information will not be sold, distributed, or published without your consent.

Willow Cree collects personal information only as necessary for business operations, including but not limited to:

Consent

We obtain clients’/partners’ consent to collect, use, or disclose personal information, unless permitted otherwise by law.

Consent may be:

• Oral
• Written
• Electronic
• Provided through an authorized representative
• Implied (when purposes are obvious and information is voluntarily provided)

Clients/partners may withhold or withdraw consent at any time, subject to legal or contractual limitations. Withdrawal of consent may restrict our ability to provide certain services; we will explain any consequences.

We may collect, use, or disclose personal information without consent when permitted by law, including:

Using and Disclosing Personal Information

We will only use or disclose personal information:

• For the purposes identified at the time of collection
• For purposes reasonably related to those purposes
• As otherwise permitted or required by law

Examples include:

• Conducting client/partner surveys to improve services
• Contacting clients/partners with information about relevant services or updates

We will not sell personal information or client lists.

Retention of Personal Information

If we use personal information to make a decision affecting a client/partner, we will retain it for at least one year—or longer if required by law—so they have reasonable opportunity to request access.

We retain personal information only as long as necessary to fulfill the identified purposes or legal/business requirements.

Ensuring Accuracy

We make reasonable efforts to ensure personal information is accurate and complete for its intended purposes.

Clients/partners may request corrections to their personal information. Requests must be made in writing with enough detail to identify the information requiring correction.

If corrections are made, we will notify third parties to whom the information was disclosed within the past year. If no correction is made, we will document the request on file.

Safeguarding Personal Information

Willow Cree is committed to protecting personal information from unauthorized access, use, disclosure, copying, modification, or disposal.

Security measures may include:

• Locked filing cabinets
• Restricted office access
• User IDs and passwords
• Encryption
• Firewalls
• Limited staff access (“need‑to‑know” basis)
• Contractual confidentiality obligations for service providers

We use appropriate measures when destroying information (e.g., shredding, secure digital deletion).
We regularly review and update our security measures to account for technological changes.

Access to Personal Information

Clients/partners may request access to their personal information, subject to exceptions under applicable law, including:

• Solicitor‑client privilege
• Personal information about another individual
• Health or safety concerns

Requests must be made in writing with enough detail to identify the information sought.

We will:

• Inform clients how their information has been used
• Identify third parties to whom it has been disclosed (if applicable)
• Respond within 30 business days or notify of an authorized extension

A minimal fee may apply; we will notify clients in advance.

If a request is denied, we will provide written reasons and outline available recourse options.

Questions and Complaints: Privacy Officer

The Privacy Officer (or designated individual) is responsible for ensuring Willowcree Services’ compliance with this policy and with PIPEDA.

Questions, concerns, complaints, or requests regarding personal information practices should be directed in writing to:

Willow Cree Services
Privacy Officer
3455 Idylwyld Drive N
Saskatoon, SK S7L 6B5
Email: [email protected]

Policy Date

February 2026