III. Access to Personal Information
3.1 Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information, subject to certain exceptions specified by law. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
3.2 Where PTE records contain information about a third party, PTE shall not provide access to such information unless the information applicable to the third party can be severed from the record.
3.3 All requests for access or amendment to personal information by the person who is the subject of the information shall be made in writing to the Privacy Officer. Where an employee of PTE receives such a request, it shall be forwarded to the Privacy Officer forthwith.
3.4 In releasing personal information to an individual, PTE shall indicate the source of the information and shall provide an account of the use that has been made or is being made of this information and an account of the third parties to which it has been disclosed, namely the name of the organizations to which the personal information has been disclosed and if possible, shall specify the information disclosed.
3.5 The Privacy Officer shall respond to a request for access to personal information or requesting an amendment to such personal information within 30 days. Should the Privacy Officer determine, on a reasonable basis, that a request for an amendment to such personal information is appropriate, the Privacy Officer shall ensure that the personal information is amended accordingly and where appropriate, the amended information shall be transmitted to third parties having access to the information in question.
3.5 If however, the Privacy Officer determines that, at law, no access to the record of personal information shall be granted, the Privacy Officer shall keep a record of the refusal, including reasons for refusal on file.
3.6 When a challenge concerning the accuracy or completeness of personal information has been made, but has not been resolved to the satisfaction of the individual, the Privacy Officer shall keep a record of the substance of the unresolved challenge, and where appropriate, shall transmit the existence of the unresolved challenge to third parties having access to the information in question.