Privacy Policy for Active 8 HSS

Effective Date: January 25, 2026

At Active 8 HSS, we provide specialised Health & Safety Management Systems (HSMS) and compliance auditing. Because our services involve the collection of business and personal data, protecting the privacy and confidentiality of our clients and their employees is a legal and professional priority. This policy outlines our commitment to B.C.’s Personal Information Protection Act (PIPA).

1. Accountability & Privacy Officer

Active 8 HSS is responsible for all personal information under its control. We have designated a Privacy Officer to ensure compliance with our privacy policies. Any questions or complaints regarding our data handling should be directed to the Privacy Officer (contact details below).

2. Identifying Purposes for Collection

We collect and use personal and business information only for purposes that a reasonable person would consider appropriate for safety consulting. These include:

  • Compliance Auditing: To evaluate workplace safety against WorkSafeBC and ISO 45001 standards.

  • COR Certification: To assist clients in achieving and maintaining the Certificate of Recognition (COR).

  • Hazard Assessment: To identify physical and procedural risks during on-site walkthroughs.

  • Service Delivery: To provide "Snapshot" reports, safety manuals, and executive summaries.

  • Regulatory Liaison: To assist in documenting safety improvements required by provincial regulators.

3. Consent

We obtain consent to collect, use, or disclose personal information.

  • Expressed Consent: For new consulting agreements, we obtain written or oral consent.

  • Implied Consent: When you voluntarily provide information (e.g., via a contact form or email) for a specific purpose, consent is implied.

  • Exceptions: Under PIPA, we may collect or use information without consent in limited cases (e.g., an emergency affecting an individual's life or safety, or for legal investigations).

4. Limiting Collection

We only collect the minimum information necessary to perform our safety services. This may include:

  • Contact Details: Name, Job Title, and Business Contact Information.

  • On-Site Evidence: Photographs of work areas, equipment logs, and safety meeting minutes.

  • Employee Records: Training certifications and competency records required for audit verification.

5. Limiting Use, Disclosure, and Retention

We do not sell, rent, or trade client lists or personal data to third parties.

  • Disclosure: Information is only shared with third parties (e.g., WorkSafeBC or certifying partners) with your explicit instruction or as required by law.

  • Retention: We keep information only as long as necessary to fulfil the safety audit or consulting term. Records used to make a decision about an individual are kept for at least one year as per PIPA.

6. Accuracy and Individual Access

We strive to keep our reports and records accurate. Clients have the right to:

  1. Access: Request to see the personal information we hold about them.

  2. Correction: Request a correction to any errors or omissions. Requests must be made in writing to our Privacy Officer and will be addressed within 30 business days.

7. Safeguards

We protect your data with security measures appropriate to its sensitivity.

  • Physical: Locked cabinets for paper files.

  • Technological: Encrypted digital storage, firewalls, and password-protected consulting reports.

  • Administrative: Internal confidentiality agreements for any subcontractors or assistants.

8. Contact Information

For questions regarding this policy or your data, please contact:

Privacy Officer: Michael C Holdsworth

Company: Active 8 HSS.

Location: Cranbrook, BC.

Email: Mike@actviehss.com

Phone: 250-581-0582