Province-Specific Privacy Notice

RouteOne has developed tools to help Dealers who are subject to province-specific privacy laws manage their compliance with that law’s requirements.

 

Province-Specific Privacy Notices

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Dealers who are subject to province-specific privacy laws will now be able to upload and distribute a province-specific privacy notice  to their customers. This notice informs consumers about the dealership’s information practices, including what types of personal information the dealership collects and the purpose for which the information is collected. Your dealership has the option to upload province-specific privacy notices for one or more of the applicable provinces.

Important Note: Use of the Province-Specific Privacy Notice feature does not ensure compliance with applicable legal and regulatory obligations; rather, the feature is intended only to be a tool to help your dealership manage compliance. Dealer remains solely responsible for compliance with applicable legal and regulatory obligations and should seek the advice of legal counsel.

 

 

Uploading your ‘Province-Specific Privacy Notice’ PDF

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To upload your ‘Province-Specific Privacy Notice,’ click on the ‘Admin’ tab from the top navigation, then select ‘Preferences.’ Scroll down to the ‘Province-Specific Privacy Notice’ section.

Once your ‘Province-Specific Privacy Notice’ PDF is ready to be uploaded, click the ‘Select File’ button to browse your local computer, and select your PDF.

Uploading a new PDF will delete and replace a previously uploaded PDF.

Important Note: If you choose to upload your own ‘Province-Specific Privacy Notice,’ it must be in PDF format and less than 5MB in size.

 

 

To complete your upload, click the ‘Save Information’ button at the bottom of the ‘Admin’ page.

 

 

 

Once your PDF is successfully uploaded, you will be navigated away from the ‘Admin’ page. 
You can return to the ‘Admin’ page and the ‘Province-Specific Privacy Notice’ section to see that your file has uploaded.

A prompt to print the uploaded ‘Province-Specific Privacy Notice’ will be presented to dealer users before they enter customer information into a data collection page in RouteOne, providing the ability for dealer users to provide the Province-Specific Privacy Notice to the consumer if they have not already done so.

If you are a Digital Retail subscriber, a link to the Province-Specific Privacy Notice will appear below form fields for the applicant and co-applicant to review as necessary prior to submitting their personal information.

 

 

Deleting an Uploaded ‘Province-Specific Privacy Notice’

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To remove an uploaded ‘Province-Specific Privacy Notice,’ click on the ‘Admin’ tab from the top navigation and select ‘Preferences.’ Scroll down to the ‘Province-Specific Privacy Notice’ section.
Click ‘Remove’ next to the uploaded file you would like to remove.

To complete the removal, click the ‘Save Information’ button at the bottom of the ‘Admin’ page.

Important Note: Removal of the uploaded file is not reversible once the ‘Save Information’ button has been clicked.

 

 

Printing the ‘Province-Specific Privacy Notice’

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Uploading a disclosure will trigger the ability to print a copy of the appropriate disclosure from all new data collection pages in RouteOne.

You will be prompted to print the disclosure in the following locations:

• New Individual App
• New Business App
• New Individual Customer
• New Business Customer
• New Payoff Request
• Pre Approvals

 

 

Requesting a Consumer’s Specific Personal Information from RouteOne

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If a customer requests their specific personal information from your dealership and you need to obtain data from RouteOne, call the RouteOne service desk at 1.877.556.0003 or email r1support@routeone.com to request a copy of the customer’s personal information.

Provide the contact information (name, phone number, and email address) for the authorized Dealer representative (i.e., the Dealer employee responsible for responding to province-specific privacy requests), your RouteOne Dealer ID, and the date the customer made the request.

The RouteOne service desk representative will create and escalate a ticket to our Level 2 team. A Level 2 representative will contact the authorized Dealer representative via phone to collect the customer information required to complete the record request.

 

Best practices for requesting a customer record include:

• Ensure you have the accurate spelling of the customer’s name.
• Include all possible record iterations, such as other possible names.
• The record search will depend on the accuracy of the information provided.

 

Once the customer information has been provided to the Level 2 representative, RouteOne will generate a report (which may consist of multiple files) within 10-14 business days.

Once the report is available, it will be delivered to the authorized Dealer representative via encrypted email.

Important Note: The report will contain information that: 1) is in RouteOne’s database as of the date the report is generated; 2) is the result of a search based solely upon the search terms provided by the Dealer; and 3) only includes information for the twelve (12) month period preceding the date of the consumer request, subject to RouteOne record retention policies.

The dealership should consult with its counsel and remains solely responsible for: 1) verifying the identity of the requesting consumer; 2) deciding which data in the report must be disclosed to the consumer; 3) determining the applicability of any exemptions from disclosure; and 4) confirming the accuracy of the information contained in the report that is generated at the Dealer’s request.

 

 

Requesting Deletion of a Consumer’s Personal Information from RouteOne

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If a consumer requests deletion of their personal information at your dealership and you need to in turn request deletion of that information by RouteOne, call the RouteOne service desk at 1.877.556.0003 or email r1support@routeone.com to request deletion of the consumer’s personal information.  
Provide the contact information (name, phone number, and email address) for the authorized Dealer representative (i.e., the Dealer employee responsible for responding to province-specific privacy requests), your RouteOne Dealer ID, and the date the consumer made the request.

Important Note: The dealership should consult with its counsel and remains solely responsible for: 1) verifying the identity of the requesting consumer; and 2) determining the applicability of any exemptions from deletion. Once deletion has occurred, this action cannot be undone.

 

The RouteOne service desk representative will create and escalate a ticket to our Level 2 team. 
A RouteOne Level 2 representative will contact the authorized Dealer representative via phone to collect the consumer information required to complete the deletion request.

 

Best practices for requesting deletion of a consumer’s personal information include:

• Ensure you have the accurate spelling of the consumer’s name.
• Include all possible record iterations, such as other possible names.
• The search will depend on the accuracy of the information provided.

 

The RouteOne Level 2 representative will send an email taken to the authorized Dealer representative confirming the action taken.