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Privacy Policy

SCRAP-IT® is a not-for-profit society who delivers clean transportation programs throughout Western Canada. Some of the Programs offer monetary rebates (the “Rebates”) to individuals to facilitate the transition to cleaner forms of transportation. This BC Electric Bike Rebate Program is one of these programs.

SCRAP-IT is committed to respecting and protecting your privacy rights. This Privacy Policy describes the information we collect from you in order to offer and carry out our Programs, how we collect and use that information, and how we protect your privacy.

What is personal information?

Personal information is information about an identifiable individual, including an individual’s name, age, address, phone number, etc.

What information do we collect?

The information we collect may include:

  • first and last name;
  • address, city, province, postal code;
  • contact email address(s);
  • contact telephone number(s);
  • age range (voluntarily);
  • gender (volunatarily);
  • bank account information required for electronic funds transfers (EFTs);
  • Supporting documents for rebate claims in accordance with Provincial Government requirements (e.g. receipts from participating e-bike retailers);
  • Supporting documents for financial purposes (e.g. income-qualification) such as CRA Notice of Assessment, as outlined on the website;
  • Supporting documents to confirm you received the e-bike such as shipping label, packing slip, receipts from participating retailers;
  • Other documents you may provide in order to qualify for a financial rebate.

How do we collect information?

We collect information that you provide to us when you submit an application (electronically on our website) to participate in the Program and when you submit a claim (electroncially on our website) in order to receive a financial rebate.

How do we use the information?

  • To communciate with you (e.g. by email or phone);
  • Confirm the validity of the Applicant for the associated rebate in accordance with Province of BC requirements;
  • Ensure the applicant meets all legal requirements for rebate funding;
  • Ensure e-bike equipment, meets all legal requirements for funding;
  • Ensure all financial claims and documentation meet the legal requirements for funding, and,
  • And to issue to be able to practically issue that rebate to you and/or your organization by electronic or other means.

To whom do we disclose information?

SCRAP-IT may share the information collected to, or receive information from, the following organizations (collectively “Program Partners“);

  • The Ministry of Transportation & Infrastructure, other BC government ministries, associated agencies, or contractors
    • as required to fulfill the contractual obligations of the Program
  • University of British Columbia (UBC)
    • to provide information required to assist with thier research related to e-bike purchase rebates
  • Electric Bike Retailers identified on our website
    • to engage their services, to gather the information needed to perform validation of claim documentation
  •  Scotiabank
    • in order to process electronic fund transfers (rebates)
  • CleanBC Go Electric Program Administrators
    • to provide reporting, financial updates and progress reports related to program delivery
  • Partner Municipalities
    • to provide reporting, financial updates and progress reportes related to funding received from them
  • Any other provincial (or publically funded) e-bike rebate programs
    • to verify duplicate applications for rebates for the same e-bike

We may also disclose information without your knowledge or consent where we are permitted or required by law to do so.

How do we obtain consent to collect, use, and disclose information?

  • With your express or implied consent;
  • We obtain your express consent to collect, use, and disclose personal information by having you select a checkbox indicating your consent on the application form for the Program.

How do we store and protect personal information?

We are committed to ensuring the security of all information, including, specifically, your personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks. The steps we take to protect your personal information include:

  • Operating from within a secure building with restricted key-card, after hours employee only access.
  • Maintaing a 99% paperless office.
  • Storing no electronic/digital information onsite.
  • Maintaining limited access IT-infrastructure to ensure employees/contractors can only access information they need to perform specific roles.
  • Employing data minimization and storage limited procedures – gathering only required information, and storing or retaining information no longer than necessary.
  • Transferring and storing data in encrypted formats into cloud-based environments with the highest standard security measures and back-up.
  • Using only highly reputuable external services providers for all IT-based requirements.

How long do we retain information?

We retain personal information for as long as is required to fulfill the purposes of the Programs, and/or as long as required by applicable laws. If we use information to make a decision that directly affects you, we will retain that personal information for at least a year so you have reasonable opportunity to request access to it.

How do we allow applicants to access their information?

All BC E-Bike Program applicants have a right to access the information we gather and store in relation to this program, subject to limited exceptions.

A request to access information must be made in writing and provide sufficient detail to identify the information being sought. A request to access information should be forwarded to Privacy Officer identified below.

Upon request, we will tell you how we used the information and to whom it has been disclosed, if applicable.

We will make the requested information available within 30 business days or provide written notice of an extension where additional time is required to fulfill the request.

A minimal fee may be charged for providing access to stored information.  Where a fee may apply, we will inform you of the cost and request further direction from you on whether or not we should proceed with the request.

If a request is refused in full or in part, we will notify you in writing and provide the reasons for refusal and the recourse available to you.

How do we ensure the accuracy of information?

We record the information provided by you. If you determine that you believe there is a mistake in any of your records please notify us and we will ensure the information is corrected.

Revisions to this Privacy Policy

This Privacy Policy may be modified from time to time to reflect changes to the law, to the Programs, and to the Program Partners we share information with in order to fulfill our goals and objectives.

We will post revisions of the Privacy Policy on our website from time to time and we invite you to refer back to the Privacy Policy on a regular basis.

Contacting the E-Bike Rebate Program

If you have any questions regarding this Privacy Policy or your personal information, or if you wish to request access to or correction of your personal information, please contact our Privacy Officer by using the Contact Us page email form and entering “Privacy Policy Question” in the subject line.

If the Privacy Officer is unable to resolve your concern, you may also write to the Information and Privacy Commissioner of British Columbia at:

P.O. Box 9038, Stn Prov Govt
Victoria, BC
V8W 9A4