The Registry Office: Calgary South Inc.

Wild Rose Registry

Privacy Policy

Introduction: Our Pledge To Protect Your Privacy

At The Registry Office: Calgary South Inc.-previously Wild Rose Registry-takes your privacy seriously, evidenced by more than 27 years of integrity-filled service, and group members with upwards of 55 years combined experience. We’ve earned the confidence of New York area clients, and won their trust time and again, by handling your private information with the utmost discretion. Our Privacy Policy explains in detail how we gather, handle, and save data, and when (if at all) disclose it to outside third parties within applicable legal limits. We value absolute transparency, and our goal is to help you find vital information through our registry services with the complete confidence and peace of mind you deserve.

Who We Are

Calgary South Inc. (Previously Wild Rose Registry) is a government approved Registry Agent, which offers search and registration services in our corporate office at 350 5th Ave Fl 26, New York NY 10118. Our experienced, friendly team provides a full range of services to individuals and corporations across the United States. Our reputation for integrity, efficiency and community involvement is evident in everything we do-including the way we handle personal information.

Scope Of This Privacy Policy

This Privacy Policy covers all personal information collected by The Registry Office: Calgary South Inc. through our website (https://wildroseregistry.com), in person at our New York location, over the telephone, by email and through any other forms and third party integrations which are required for services delivery. The privacy policy governs all registry, licensing, translation and document based services we offer. When you access our services or submit information to us via the above method(s), you agree to the terms of this policy.

Information We Collect

To perform registry and licensing services, we capture various personal and corporate information in the course of processing your request. The types of information we may collect include:

  • Your full name and contact information (such as address, telephone number, email address)
  • Date of birth and gender and government issued ID numbers
  • Your vehicle information (VIN number and registration data)
  • Driver’s license details and your road test history
  • Corporate registration (business name/number/directors/shareholders)
  • Vital statistics (date of birth/marriage/death certificate)
  • Payment method information (excluding full credit, debit card details, captured/processed by third party payment providers)
  • Documents submitted for translation or interpretation services
  • Correspondence exchanged between you and our office (emails, telephone call records, chat logs)
  • Appointment scheduling preferences and service history
  • Technical information such as IP address, browser specification and device information when using our website

We only collect what is necessary to provide our statutory and service obligations. If required data is not provided then some services may not be provided.

How We Gather Your Information

The information is collected directly from you when you:

  • Schedule appointments online, by phone or in-person
  • Fill out forms that are downloadable or completed in-office
  • Submit questions by e-mail or through our website
  • Provide documents to be registered, licensed or translated
  • Use our website (cookies and web analytics tools may collect technical information)
  • Speak with our staff when you visit our office

We may also receive information from authorized government bodies or other third parties, where required to conduct the search or register. We collect all information in accordance with applicable privacy laws and regulations.

Use Of Your Personal Information

Your personal information is used and retained only to enable us to provide the registry and/or licensing services you have requested. More specifically, your personal data will be used to:

  • Validate your identity and eligibility for services
  • Process vehicle registrations and renewals and driver’s licence
  • Complete corporate and personal property registry filings
  • Obtain, issue or record vital statistics documents
  • Translate or interpret official documents
  • Convey information to you about your service request or book an appointment
  • Satisfy reporting and audit requirements as required by law or regulation
  • Provide customer support and respond to inquiries or complaints
  • Better understand the use of our website, how to improve its functionality and service delivery

We never sell or lease your data to third parties under any circumstances.

Legal Reasons For Processing Your Information

We are processing your Personal Information on the basis of one or more of the following legal bases:

  • Your consent (e.g. when you request information or book an appointment)
  • Fulfillment of a contract (e.g. to perform services you have expressly requested)
  • Compliance with a legal obligation (e.g. when acting as a governmentally-authorized Registry Agent)
  • Legitimate business interest (e.g. to improve the efficiency or effectiveness of our service offering, or the security of our systems)

If we need your consent to undertake a particular activity with your Personal Information, we will seek your separate consent to this specific use and give you options for how you can control the use of your information.

How We Safeguard Your Information

Protecting the confidentiality of your personal information is extremely important to us. We use a variety of physical, administrative and technical measures to limit the risks of loss, theft, disclosure or unauthorized alteration of your information. These include:

  • Secure, access-controlled premises
  • Encryption of all electronic files in transit and at rest
  • Secure shredding of written files after file retention period
  • Regular education and training of staff in privacy policies and procedures
  • User ID assignment and role-based access controls of electronic systems
  • Regular system security updates and audits
  • Off-site storage backup for business continuity

While we take these security precautions very seriously, no system can be entirely secure. Nonetheless, we continuously review and update our security safeguards as necessary.

Data Retention and Destruction

We keep your personal information only as long as necessary to meet the purposes for which that personal information was collected, including for the purposes of meeting any legal, regulatory and contractual obligations, and resolving any disputes. Our retention period differs with respect to different categories of services provided (e.g. vehicle registration information may be retained for longer than general inquiries). When the information is no longer needed for those purposes, it will be destroyed-using digital overwriting or secured document shredding-consistent with government standards.

Sharing Your Information

Your data is only shared with such entities as is necessary to process your requests and, where applicable, to ensure compliance with our legal obligations. We may do this by:

  • Submitting forms or data to government authorities on your behalf in order to carry out searches or process registrations
  • Engaging certified translation companies or interpreters under confidentiality agreements
  • Providing information to law enforcement authorities, regulators and other third parties where we are required by law
  • Engaging trusted service providers (e.g. to prepare appointment bookings for processing, to process payments) that enter into contracts obligating them to respect the confidentiality of your information

The information we collect from you is not shared with marketers or other third parties that are unrelated to us.

External Service Providers

We may use third-party providers to perform certain of our functions, such as online appointment registration, payment processing, the compilation and analysis of traffic data for website metrics, document translation and/or preservation, and the hosting of documents in secure data centers. These third-party providers are carefully vetted to ensure that they understand the importance of data privacy and security. Such third parties are permitted access to personal information only to the extent necessary for them provide their services, and must comply with stringent confidentiality obligations and data security standards.

Cookies and Analytics

Our site (https://wildroseregistry.com) is using cookies and other similar technologies to optimize visitor experience, analyze site traffic, and provide site functionality. A cookie is a small text file that is stored on your machine or device. These cookies are used for:

  • Saving your preferences and appointments
  • Tracking usage of the site
  • Preventing fraudulent use

You can choose not to accept cookies by changing your browser settings. If you set your browser not to accept cookies, however, certain features of our website may not function properly. The cookies we use allow us to do analytics with reputable analytics providers that strip the information of or combine it in a manner that diminishes the individual’s traceability. For more information, please see our Cookie Policy.

Your Options and Rights

You have a number of rights in relation to your personal information, including:

  • The right to access and ask for a copy of your personal information
  • The right to ask us to correct or update information that is inaccurate or incomplete
  • The right to withdraw consent or restrict processing (in some circumstances)
  • The right to request that we delete your personal information, subject to our legal obligations to store and maintain information that we are required to keep by law or regulation
  • The right to object to certain uses of your personal data

In order to exercise any of these rights, please contact us at either [email protected] or 9343684634. We will respond expeditiously and in accordance with applicable data privacy laws.

Privacy for Children

These services are provided only for individuals over the age of 16. We do not knowingly collect or process information from children under the age of 16 without the express permission of a parent or guardian. If you believe that we inadvertently collected such information, please contact us immediately at [email protected] to allow us to take necessary action.

International Data Transfer

Because we’re presently set up to support primarily residents of the United States, for example, some of our third party services or data storage providers are located outside of the United States. However, all transfers of data are governed by applicable privacy and data protection laws, so the same strict data protection measures apply no matter where in the world your information is processed.

How We Communicate With You

We may contact you for the purpose of confirming appointments, following up on your requests or providing important service related information. We will communicate via your preferred method for this communication type, which may include phone calls, emails, SMS/text messages and/or postal mail. We will not ask for such information (like passwords or full payment card details) in unsolicited communications. Please let us know right away if someone contacts you who claims to be from us.

Notification of Data Breach

In the hopefully rare circumstance that there is a data breach of your personal information, we will act quickly to investigate, contain and remediate the breach, communicate with affected individuals, report to regulatory agencies as necessary, and follow our documented incident response protocol to limit the impact of the data breach and prevent its recurrence.

External Links

Our site may have links to external sites/resources for your convenience (e.g., governmental websites or partner agency websites). Please know that we are not responsible for third party website practices. We encourage you to review their website privacy policies before providing any personal information.

“Byte-Sized” Updates to This Privacy Policy

We may amend this Privacy Policy from time to time to accommodate any optional services we add, changes in the law or changes in industry best practices. Our most current version of this Privacy Policy will be available on our website (https://wildroseregistry.com/). We recommend you periodically review this policy. Material changes to our policy will be given express notice either through electronic means directed to you or by announcement on our website.

How To Reach Us

If you have any questions, comments or requests regarding this Privacy Policy, or our handling of personal data, please contact us at:

The Registry Office: Calgary South Inc.
350 5th Ave Fl 26
New York NY 10118
Phone: (934) 368-4634
Email: [email protected]

You can also schedule an appointment or make an inquiry via our website at https://wildroseregistry.com/. No privacy concern or request will go unheeded when it comes to your cause. For more ways to reach us, see our Contact Us page.

Regulatory Compliance and Your Rights

As a Government Authorized Registry Agent, The Registry Office: Calgary South Inc. is subject to federal and state privacy laws, including the U.S. Privacy Act, and the privacy laws of New York State. If you believe your rights have been violated, please contact your local data protection supervisory authority. We make every effort to comply with the highest standards, and are pleased to work with federal and state agencies supervising overseas activities, as required.

Protection of Sensitive Personal Data

Some of the information you give us may be what’s known as sensitive information. This can include government issued identification numbers and vital/legal/statistics records. We carry additional safeguards to protect such sensitive data, such as limiting access strictly to those employees whose duties require them, and encrypting those records that exist in an electronic format within our system. Our workforce has been trained in the handling of sensitive data and is subject to strict confidentiality agreements.

Your Role in the Protection of Your Data

We attempt to do everything humanly possible to protect your personal information, but you play a critical role as well. Please create strong and unique passwords when using our appointment or communication systems, and please refrain from sharing confidential data through unsecured means. If you think your information has been compromised, please call us without delay to let us know how we can help with your specific matter.

Privacy Policy for Business Clients

Businesses that receive our corporate registry or personal property services are subject to the same stringent privacy standards as individual clients. We collect and use business information only on a ‘need-to-know’ basis in order to meet your needs, and to respond to your requests and regulatory requirements. All corporate records are securely stored, and are accessible only with the permission of the Corporation and/or in accordance with the law by members of the Corporation and/or a government agency.

Privacy and Language Services

If you use our certified translation or interpreter services, know that we handle documents and communications with complete confidentiality. Translators and interpreters are bound by a professional code of conduct and sign a confidentiality agreement. We return or destroy original documents at the conclusion of the service. E-Copies are encrypted and stored only as long as is absolutely necessary.

Privacy/Appointment Booking/Online Services

When you book online or use forms downloaded from our website, the information is securely sent using the same standard methods of encryption and website security as most financial or medical information we use today. We collect only the data needed to confirm your appointment and to improve your visit. Appointment records are only available to staff with a need to know, and they are not shared outside the necessary departments or parties unless required by law.

Use of Personal Data in Payment Processing

We accept cash, cheque and debit card payments at our office. For all electronic payment transactions, we retain industry-standard PCI compliant third-party vendors to facilitate these for us. We do not keep full credit or debit card numbers. All such records are processed in line with financial regulations and securely destroyed when they are no longer necessary.

We accept cash, cheque, and debit payment in our office. In respect of any electronic payment transaction, we retain industry-standard PCI compliant third parties to process these on our behalf. We will never keep a full credit or debit card number. All such records are processed in line with financial regulations and securely destroyed when they are no longer required.

Accessibility and Language Assistance

We are committed to providing accessible service to all community members, including members with language interpretation and/or disability needs. Through certified interpreter services and sign language interpreter services, we can offer multilingual access to essential registry functions. Contact us if you have accessibility requirements when making an appointment.

How To File a Complaint

If you have a question about our privacy practices or the way in which we handle your personally identifiable information, please contact us via email at [email protected] or by phone at (934) 368-4634. We take complaints very seriously and will investigate immediately. You also have the right to file a complaint with the relevant supervisory authority if you are not satisfied with our response.

Conclusion: Your Trust, Our Accountability

At the Registry Office: Calgary South Inc. respects your privacy as much as it does the law. While we appreciate that you trust us with your personal information, we assure you that we will continue to strive to achieve the highest level of data protection and customer service. If you have any further questions or concerns, or to view our entire privacy policy please visit http://wildroseregistry.com/ or email [email protected]. For more details, you may also review our Privacy Policy.