Relevant Items

Company Policies

1. POLICY STATEMENT


Entrust Datacard Limited and Datacard Canada Co. (collectively “Entrust Datacard”) is committed to providing accessible customer service. Whether a person’s disability is apparent or not, everyone should be treated with courtesy, made to feel welcome and have their need for accommodation respected whenever they interact with Entrust Datacard.

2. INTENT


This policy is intended to meet the requirements of the Integrated Accessibility Standards (“IAS”), O. Reg. 191/11 under the Accessibility for Ontarians with Disabilities Act, 2005, and applies to the provision of goods and services to the public or other third parties, not to the goods themselves. The provision of all goods and services by Entrust Datacard shall follow the principles of dignity, independence, integration and equal opportunity.

3. SCOPE


  • This policy applies to the provision of goods and services at premises owned and operated by Entrust Datacard.
  • This policy applies to employees, agents and/or contractors who deal with the public or other third parties who act on behalf of Entrust Datacard, including when the provision of goods and services occurs off the premises of Entrust Datacard.
  • The section of this policy that addresses the use of guide dogs, service animals and service dogs only applies to the provision of goods and services that take place at premises owned and operated by Entrust Datacard.
  • This policy shall also apply to all persons who participate in the development of Entrust Datacard’s policies, practices and procedures governing the provision of goods and services to members of the public or to third parties.

4. DEFINITIONS


Assistive Device — is a technical aid, communication device or other instrument that is used to maintain or improve the functional abilities of people with disabilities. Personal assistive devices are typically devices that customers bring with them such as a wheelchair, walker or a personal oxygen tank that might assist in hearing, seeing, communicating, moving, breathing, remembering and/or reading.

Disability — the term disability as defined by the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code, refers to:

(a) any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device,

(b) a condition of mental impairment or a developmental disability,

(c) a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language,

(d) a mental disorder, or

(e) an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.

Guide Dog — is a highly-trained working dog that has been trained at one of the facilities listed in Ontario Regulation 58 under the Blind Persons’ Rights Act, to provide mobility, safety and increased independence for people who are blind.

Service Animal — as reflected in Ontario Regulation 429/07, an animal is a service animal for a person with a disability if:

a) it is readily apparent that the animal is used by the person for reasons relating to his or her disability; or

b) if the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability.

Service Dog — as reflected in Health Protection and Promotion Act, Ontario Regulation 562 a dog other than a guide dog for the blind is a service dog if:

a) it is readily apparent to an average person that the dog functions as a service dog for a person with a medical disability; or

b) the person who requires the dog can provide on request a letter from a physician or nurse confirming that the person requires a service dog.

Support Person — as reflected in Ontario Regulation 429/07, a support person means, in relation to a person with a disability, another person who accompanies him or her in order to help with communication, mobility, personal care, medical needs or access to goods and services.

5. GENERAL PRINCIPLES


This Policy addresses the following:

A. The Provision of Goods and Services to Persons with Disabilities;

B. The Use of Assistive Devices

C. The Use of Guide Dogs, Service Animals and Service Dogs

D. The Use of Support Persons

E. Notice of Service Disruptions

F. Customer Feedback

G. Training

H. Notice of Availability and Format of Required Documents

A. THE PROVISION OF GOODS AND SERVICES TO PERSONS WITH DISABILITIES


Entrust Datacard will make every reasonable effort to ensure that its policies, practices and procedures are consistent with the principles of dignity, independence, integration and equal opportunity by:

  • ensuring that all customers receive the same value and quality;
  • allowing customers with disabilities to do things in their own ways, at their own pace when accessing goods and services, as long as this does not present a safety risk;
  • using alternative methods when possible to ensure that customers with disabilities have access to the same services, in the same place and in a similar manner;
  • taking into account individual needs when providing goods and services; and
  • communicating in a manner that takes into account the customer’s disability.

B. ASSISTIVE DEVICES


Customer’s own assistive device(s):

Persons with disabilities may use their own assistive devices as required when accessing goods or services provided by Entrust Datacard. In cases where the assistive device presents a safety concern or where accessibility might be an issue, other reasonable measures will be used to ensure the access of goods and services. For example, where elevators are not present and where an individual requires assistive devices for the purposes of mobility, service will be provided in a location that meets the needs of the customer.

C. GUIDE DOGS, SERVICE ANIMALSAND SERVICE DOGS


A customer with a disability that is accompanied by guide dog, service animal or service dog will be allowed access to premises that are open to the public unless otherwise excluded by law. “No pet” policies do not apply to guide dogs, service animals and/or service dogs.

Food Service Areas:

A customer with a disability that is accompanied by guide dog or service dog will be allowed access to food service areas that are open to the public unless otherwise excluded by law.

Other types of service animals are not permitted into food service areas due to the Health Protection and Promotion Act, Ontario Regulation 562 Section 60.

Exclusion Guidelines:

If a guide dog, service animal or service dog is excluded by law (see applicable laws below) Entrust Datacard will offer alternative methods to enable the person with a disability to access goods and services, when possible (for example, securing the animal in a safe location and offering the guidance of an employee).

Applicable Laws:

  • Food Safety and Quality Act 2001, Ontario Regulation 31/05
  • he Health Protection and Promotion Act, Ontario Regulation 562 Section 60
  • og Owners’ Liability Act, Ontario: If there is a conflict between a provision of this Act or of a regulation under this or any other Act relating to banned breeds and a provision of a by-law passed by a municipality relating to these breeds, the provision that is more restrictive in relation to controls or bans on these breeds prevails.

Recognizing a Guide Dog, Service Dog and/or Service Animal:

If it is not readily apparent that the animal is being used by the customer for reasons relating to his or her disability, Entrust Datacard may request verification from the customer. Verification may include:

  • a letter from a physician or nurse confirming that the person requires the animal for reasons related to the disability;
  • a valid identification card signed by the Attorney General of Canada; or,
  • a certificate of training from a recognized guide dog or service animal training school.

Care and Control of the Animal:

The customer that is accompanied by a guide dog, service dog and/or service animal is responsible for maintaining care and control of the animal at all time.

Allergies:

If a health and safety concern presents itself for example in the form of a severe allergy to the animal, Entrust Datacard will make all reasonable efforts to meet the needs of all individuals.

D. SUPPORT PERSONS


If a customer with a disability is accompanied by a support person, Entrust Datacard will ensure that both persons are allowed to enter the premises together and that the customer is not prevented from having access to the support person.

There may be times where seating and availability prevent the customer and support person from sitting beside each other. In these situations, Entrust Datacard will make every reasonable attempt to resolve the issue.

In situations where confidential information might be discussed, consent will be obtained from the customer, prior to any conversation where confidential information might be discussed.

E. NOTICE OF DISRUPTIONS IN SERVICE


Service disruptions may occur due to reasons that may or may not be within the control or knowledge of Entrust Datacard. In the event of any temporary disruptions to facilities or services that customer's with disabilities rely on to access or use Entrust Datacard's goods or services, reasonable efforts will be made to provide advance notice. In some circumstances such as in the situation of unplanned temporary disruptions, advance notice may not be possible.

Notifications will Include:

In the event that a notification needs to be posted, the following information will be included unless it is not readily available or known:

  • goods or services that are disrupted or unavailable
  • reason for the disruption
  • anticipated duration
  • a description of alternative services or options

Notifications Options:

When disruptions occur Entrust Datacard will provide notice by:

  • posting notices in conspicuous places including at the point of disruption, at the main entrance and the nearest accessible entrance to the service disruption and/or on the Entrust Datacard website;
  • contacting customers with appointments or meetings;
  • verbally notifying customers when they are making a reservation, appointment or while they are at an Entrust Datacard facility; or
  • by any other method that maybe reasonable under the circumstances.

F. FEEDBACK PROCESS


Entrust Datacard shall provide customers with the opportunity to provide feedback on the service provided to customers with disabilities. Information about the feedback process will be readily available to all customers upon request. Feedback forms along with alternate methods of providing feedback such as verbally (in person or by telephone) or written (handwritten, delivered, website or email), will be available upon request.

G. TRAINING


Training will be provided to:

  • all employees, agents and/or contractors who deal with the public or other third parties that act on behalf of Entrust Datacard;
  • those who are involved in the development and approval of customer service policies, practices and procedures.

Training will cover the purposes of the AODA and the customer service requirements, including the following:

  • How to interact and communicate with persons with various types of disability;
  • How to interact with persons with disabilities who use an assistive device or require the assistance of a guide dog or other service animal or the assistance of a support person;
  • How to use equipment or devices available on the provider's premises or otherwise provided by the provider that may help with the provision of goods, services or facilities to a person with a disability;
  • What to do if a person with a particular type of disability is having difficulty accessing the provider's goods, services or facilities.

Training Schedule:

Entrust Datacard will provide training as soon as practicable. Training will be provided to new employees, agents and/or contractor who deal with the public or act on our behalf. Revised training will be provided in the event of changes to legislation, procedures and/or practices.

Record of Training:

Entrust Datacard will keep a record of training that includes the dates training was provided and the number of employees who completed the training.

NOTICE OF AVAILABILITY AND FORMAT OF DOCUMENTS


Entrust Datacard shall notify customers that the documents related to the Accessibility Standard for Customer Service are available upon request and in a format that takes into account the customer's disability. Notification will be given by posting the information in a conspicuous place owned and operated by Entrust Datacard, its website and/or any other reasonable method.

ADMINISTRATION


If you have any questions or concerns about this policy or its related procedures please contact:

Abul Salek
Manager of Cloud Services
1000 Innovation Drive
Ottawa, ON K2K 3E7

This policy and its related procedures will be reviewed as required in the event of legislative changes.

1. PURPOSE


Human trafficking and modern slavery are serious human rights challenges that afflict vulnerable groups on a global scale. The policy guidelines below are designed to communicate and ensure Entrust Datacard’s commitment to maintain a working environment that is free from any such human rights violations.

2. SCOPE


This policy applies to all colleagues of Entrust Datacard in the US, as well as all Entrust Datacard entities worldwide to the extent consistent with local law, policy, business need and practice.

3. POLICY


It is Entrust Datacard’s policy to oppose human trafficking and modern slavery vigorously.

The Company:

  • Does not and will never tolerate human trafficking or modern slavery in any aspect of our own work.
  • Will collaborate with other organizations to present a united front against human trafficking and modern slavery in our wider working environment.
  • Will support our staff to be aware of the risks of human trafficking and modern slavery and to act appropriately when any such risk is detected.

4. DEFINITIONS


  • Human trafficking means: arranging or facilitating the travel of another person so that person may be exploited. It is irrelevant whether or not that person has consented to travel. The exploitation need not actually have taken place.
  • Exploitation means: slavery, servitude or forced or compulsory labor; sexual exploitation, in particular but not limited to prostitution and sexual offences involving children; the removal of organs, otherwise than as properly approved by relevant authorities; securing services or other benefits/advantage by force, threats or deception; and securing services from children or anyone who is mentally or physically ill or disabled, where it is reasonable to expect that someone without the relevant vulnerability would have refused.

5. RESPONSIBILITY


  • It is the responsibility of the Company to ensure implementation of this policy in all applicable locations.
  • It is the responsibility of each manager to apply this policy within his or her department.
  • It is the responsibility of each employee to promptly raise any concerns about a violation or possible violation of this policy. Employees are also expected to help Entrust Datacard provide all employees with a workplace that is free from any violations of this policy.

6. PROCESS


A. Reporting Of An Incident
Incidents involving possible violations of this policy must be reported immediately. The employee may choose first to report the incident to the employee's immediate supervisor or next level manager. Supervisors and managers are required to report all such incidents to Human Resources. If for any reason the employee is unable or reluctant to report the incident to supervisory personnel, the employee should report the incident to the Business Unit Human Resources Business Partner. The Vice President of Human Resources is responsible for ensuring Company-wide compliance with this policy.

B. Other Procedure Information:

  • Entrust Datacard encourages the prompt reporting of concerns so that rapid and constructive action can be taken.
  • Any reported allegations of possible violation of this policy will be investigated. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge.
  • Confidentiality will be maintained throughout the investigation process to the extent consistent with adequate investigation and appropriate corrective action.
  • Retaliation against an individual for reporting possible violations is strictly prohibited and will be subject to disciplinary action, up to and including termination.