SGW Policies

1. Privacy & Legal

SUMMARY

We appreciate your support of Southampton Greenworks and we strive to maintain good working relationships with our customers. We do not share your information outside our organization or sell your information to third parties.

Southampton Greenworks is committed to protecting your privacy and security as you use our website. To help you understand how your personal information will be treated as you use our site, we developed the following privacy policy:

As you browse our website, we collect:

The Internet Protocol (IP) addresses of visitors to our site
The email addresses of those who communicate with us via email or create accounts on our site
Compiled information about what pages website users access or visit
User-specific information on what pages website users access or visit, the time they visit and the duration of their stay
User-specific information from third parties indicating sessions resulting from third party ads in addition to associated transactions

We use this information to:

Improve the content and usability of our website

As you send inquiries to us via our website, we collect:

The names and email addresses of site visitors who contact us
Any other information provided by contacts about the nature of their inquiry
The Internet Protocol (IP) address of the contact
The website referrer that explains how the contact found our site

We use this information to:

Respond to inquiries
Improve the substance and usability of our website

As you purchase items, we collect:

The names and contact information of site visitors who create an account on our site
Order, billing, and shipping information
Note: We do not store credit card information on this site. If, during the checkout process, you choose to store credit card information for future use, it is stored securely by the payment processing gateway.

We use this information to:

Process payments and ship orders
Respond to inquiries
Determine additional items that may be added to our future product offering
Generate site and product performance reports for Southampton Greenworks use only

SECURITY

To transfer visitor information, the Southampton Greenworks site uses standard encryption technologies. As we transfer sensitive data (such as financial information) we use a secure server that prevents third parties from intercepting and interpreting the data.

EMAIL SUBSCRIPTIONS

Southampton Greenworks Canada is compliant with Canadian Anti-Spam Legislation (CASL).

When you provide us with your email, you are agreeing to receive Commercial Electronic Messages (CEMs) outlining current promotional activity.

You can opt out of receiving this material at any time by using the “Unsubscribe” feature provided in all Southampton Greenworks’ electronic communications.

Southampton Greenworks will keep your personal email information confidential and will not sell or distribute it to any third party or affiliate.

All electronic communications you receive from Southampton Greenworks will clearly identify us as the sender.

2. Security Cameras

SUMMARY

Southampton Greenworks (the “Business”) is committed to the ongoing protection of the health and safety of its employees, customers, and visitors as well as the protection of physical and intellectual property. The Security Camera Policy (the “Policy”) is intended to ensure that appropriate surveillance of our premises is performed.

SCOPE

The Policy applies to all employees of the Business.

POLICY STATEMENT

The Business will employ security cameras in the workplace. The use of such security cameras will be subject to the following rules:

Security cameras are used for the purpose of deterring criminal activity and maintaining a safe and secure workplace. They are not used to monitor productivity.
Entrances and exits will be monitored at all times. Other security cameras will be placed in locations that create minimal intrusion to personal privacy.
The Business will provide notice that an area is under surveillance by posting visible signs.
All surveillance activities, access to recordings, and the storage or disposal of recordings will be documented. The Business will ensure that only authorized personnel operate video surveillance equipment, deal with review recordings, and access documentation.
The Business will retain all video surveillance footage for a period of insert time period. In any event, footage will only be retained as long as necessary to fulfil the purposes for which it was collected, or as required as part of an investigation or by law.
All recordings will be labelled and documented appropriately.

ACCESS TO RECORDINGS

All recordings will be stored securely in an access-controlled area.
With the exception of requests by law enforcement agencies, employees or other individuals must submit a formal request to view recordings, which will be subject to management approval.

If a law enforcement agency requests access to surveillance recordings, the Business will act in accordance with the law and provide the recordings as necessary.

Requests for access to recordings will be handled in accordance with applicable privacy legislation.

UNAUTHORIZED ACCESS AND/OR DISCLOSURE

All employees that witness the unauthorized disclosure of any surveillance recordings and/or a potential privacy breach must report the incident to management immediately.

The Business will investigate all reported breaches of privacy, unauthorized viewings, or disclosures.

3. Accessibility

SUMMARY

Southampton Greenworks (“the Business”) is committed to ensuring equal access and participation for people with disabilities. We are committed to treating people with disabilities in a way that allows them to maintain their dignity and independence.

We believe in integration, and we are committed to meeting the needs of people with disabilities in a timely manner. We will do so by removing and preventing barriers to accessibility and by meeting our accessibility requirements under Ontario’s accessibility laws.

APPLICATION AND SCOPE

This Policy is made pursuant to the requirements of the Accessibility for Ontarians with Disabilities Act, 2005 (“AODA”) and the Integrated Accessibility Standards Regulation (“IAS Regulation”) of the AODA and addresses how the Business will achieve accessibility. This Policy will be reviewed and updated as necessary at least every five years and posted on our website.

For purpose of this Policy and Plan, “disability” is defined as follows:

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,
a condition of mental impairment or a developmental disability,
a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language,
a mental disorder, or
an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.

TRAINING

Southampton Greenworks provides training to all its employees, volunteers, persons who participate in developing its policies and all other persons who provide goods, services or facilities on behalf of the Business. The training shall be:

(a) on the requirements of the IAS Regulation and the Human Rights Code as it relates to persons with disabilities;
(b) appropriate to the duties of the employees, volunteers and other persons;
(c) provided as soon as practicable, on an ongoing basis and as necessary to comply with all statutory requirements.

INFORMATION AND COMMUNICATION STANDARDS

Accessible Formats and Communication Supports

Upon request, and in accordance with the compliance schedule set out in the IAS Regulation, the Business will provide or arrange for the provision of accessible formats and communication supports for persons with disabilities in a timely manner and at a cost that is not greater than the cost charged to other persons, if any. The Business will consult with the person making the request to determine the suitability of an accessible format or communication support and notify the public about the availability of these formats and supports.

Feedback

In accordance with the requirements of the IAS Regulation, the Business ensures that its feedback processes are accessible to persons with disabilities by providing or arranging for the provision of accessible formats and communication supports, upon request. We will notify the public of the availability of accessible formats and communication supports including by posting this information online.

Further information about our feedback process is available at the end of this Policy.

Emergency Information

Where the Business prepares emergency procedures, plans or public safety information and makes such information available to the public, it shall provide the information in an accessible format or with appropriate communication supports, as soon as practicable, upon request.

EMPLOYMENT STANDARDS

Southampton Greenworks is committed to ensuring that its employment practices are in compliance with the AODA, IAS Regulation and the Ontario Human Rights Code.

Recruitment

Accommodations for applicants (including existing employees) with disabilities are available in the Business’s recruitment processes.

The Business shall notify applicants when they are individually selected to participate in an assessment or selection process that accommodations, including Accessible Formats and Communication Supports, are available upon request in relation to the materials or processes to be used. If a selected applicant requests an accommodation, the Business will consult with the applicant and provide or arrange for the provision of a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to a disability.

The Business shall notify successful applicants of its policies for accommodating employees with disabilities when making offers of employment.

The Business shall also notify employees of its policies which support employees with disabilities, including but not limited to policies on the provision of job accommodations that take into account an employee’s accessibility needs due to a disability.

Accessible Formats & Communication Supports for Employees
Where an employee with a disability requests it, the Business will consult with the employee to provide or arrange for the provision of accessible formats and communication supports for information that is (a) needed in order to perform the employee’s job and (b) generally available to employees in the workplace.

Performance Management, Career Development and Advancement, Redeployment

The Business shall take into account the accessibility needs of employees when using performance management processes, providing career development and advancement, and using redeployment.
Workplace Emergency Response Information
The Business provides individualized workplace emergency response information to employees who have a disability if the disability is such that the individualized information is necessary and the employer is aware of the need for accommodation. The Business provides this information as soon as practicable after becoming aware of the need for accommodation.

If an employee who receives individualized workplace emergency response information requires assistance and provided that the employee’s consent is obtained, the Business will provide the workplace emergency response information to the person designated by the employer to provide assistance to the employee.

The Business reviews the individualized workplace emergency response information in the following circumstances: when the employee moves to a different location in the organization, when overall accommodation needs or plans are reviewed, and when it reviews its general emergency response policies.

ACCESSIBILITY STANDARDS FOR OUR FACILITIES

The Business is committed to designing our facilities free from barriers and accessible to all persons we serve. The Business will comply with the Design of Public Spaces Standards with respect to public spaces that are newly constructed or redeveloped in accordance with the requirements of the IAS Regulation.

REFERENCES

Accessible Customer Service Policy
Accessibility for Ontarians with Disabilities Act, 2005
Regulation 191/11 made under the Accessibility for Ontarians with Disabilities Act, 2005 (Integrated Accessibility Standards)

COPIES

Upon request, all of our policies can be made available in an accessible format and we can provide or arrange to provide communication supports as necessary.

FEEDBACK AND QUESTIONS

If you have any questions about this Policy or our accessibility initiatives, please let us know. Feedback on this Policy and the Business’s accessibility measures is welcome. Feedback can be provided through various means and in various forms. If you have questions, concerns or comments, please contact your manager.

All feedback received will be reviewed within a reasonable time period and the Business will take all appropriate steps to address any issues raised. All complaints will be processed in accordance with the Business’s complaints process.

CUSTOMER SERVICE POLICY

The Business is committed to excellence in serving all customers, including people with disabilities. Our accessible customer service policies are consistent with the principles of independence, dignity, integration and equality of opportunity for people with disabilities.

We will do so by removing and preventing barriers to accessibility and by meeting our accessibility requirements under Ontario’s accessibility laws and our obligations under the Human Rights Code.

ASSISTIVE DEVICES

People with disabilities may use their personal assistive devices when accessing our goods, services or facilities.

In cases where the assistive device presents a significant and unavoidable health or safety concern or may not be permitted for other reasons, other measures will be used to ensure the person with a disability can access our goods, services or facilities.

We will ensure that our staff are trained and familiar with various assistive devices we have on site or that we provide that may be used by customers with disabilities while accessing our goods, services or facilities.

COMMUNICATION

We will communicate with people with disabilities in ways that take into account their disability. We will work with the person with a disability to determine what method of communication works for them.

SERVICE ANIMALS

We welcome people with disabilities and their service animals. Service animals are allowed on the part of our premises which is open to the public. When we cannot easily identify whether an animal is a service animal, our staff may ask the person to provide documentation from a regulated health professional that confirms the person needs the service animal for reasons relating to their disability. A regulated health professional is defined as a member of one of the following colleges:

College of Audiologists and Speech-Language Pathologists of Ontario
College of Chiropractors of Ontario
College of Nurses of Ontario
College of Occupational Therapists of Ontario
College of Optometrists of Ontario
College of Physicians and Surgeons of Ontario
College of Physiotherapists of Ontario
College of Psychologists of Ontario
College of Registered Psychotherapists and Registered Mental Health Therapists of Ontario

If service animals are prohibited by another law, we will ensure the customer with disabilities can access our goods, services or facilities by explaining why the animal is excluded and discussing with the customer another way of providing goods, services or facilities.

SUPPORT PERSONS

A person with a disability who is accompanied by a support person will be allowed to have that person accompany them on our premises.

In certain cases, we might require a person with a disability to be accompanied by a support person for the health or safety reasons of the person with a disability or others on the premises.

NOTICE OF TEMPORARY DISRUPTION

In the event of a planned or unexpected disruption to services or facilities for customers with disabilities, we will notify customers promptly. This clearly posted notice will include information about the reason for the disruption, its anticipated length of time, and a description of alternative facilities or services, if available.

The notice will be made publicly available on the Southampton Greenworks website.

TRAINING

The Business will provide accessible customer service training to all employees and volunteers, any person involved in developing our policies and any person who provides goods, services or facilities to customers on the Business’s behalf.

The training will encompass:

purpose of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the customer service standard;
the Business’s policies related to the customer service standard;
how to interact and communicate with people with various types of disabilities;
how to interact with people with disabilities who use an assistive device or require the assistance of a service animal or support person;
how to use the equipment or devices available on-site or otherwise that may help with providing goods, services or facilities to people with disabilities; and
what to do if a person with a disability is having difficulty accessing the Business’s goods, services or facilities.

Staff will be trained on accessible customer service as part of their training when they are first hired and again if changes are made to our accessible customer service policy.

FEEDBACK PROCESS

We welcome feedback. Customers who wish to provide feedback on the way the Business provides goods, services or facilities to people with disabilities can provide feedback in the following way(s):

In-person at: Insert
By telephone by calling: 519-477-3561
By email to: southamptongreenworks@gmail.com
By mail to: Southampton Greenworks, 333 Anglesia St. N., Southampton, ON, N0H2L0

The Business will make sure our feedback process is accessible to people with disabilities by providing or arranging for accessible formats and communication supports, on request.

4. Health and Safety

OUR HEALTH AND SAFETY POLICY STATEMENT

Southampton Greenworks is committed to the health, safety, and wellbeing of its workers and of all individuals who enter its workplace. For the purposes of this Policy, the terms “worker” and “workers” include any volunteers, trainees, and apprentices.

It is our policy to provide a safe work environment for all of our workers at all times by continuously promoting safe work practices, educating, and training our workers regarding all applicable health and safety laws and best practices (including their specific duties and obligations under health and safety legislation) and regularly inspecting and evaluating our workplace in order to identify any existing or potential hazards so that they can be avoided, if not eliminated.

The duty to maintain a safe workplace is shared equally by all our workers. Supervisory personnel and members of our management are responsible for ensuring that our workers are aware of and carrying out their duties in accordance with all the health and safety policies and procedures that we have in place from time to time, including those that are set out in this policy manual.

It is our goal to foster and maintain a culture of health and safety compliance within our enterprise so that workplace safety becomes an attitude that all our workers carry with them both on and off the job. However, we also recognize that the creation, maintenance and promotion of health and safety programs, policies, procedures, and protocols is an organic exercise, and as a result, our own programs, policies, procedures, and protocols will need to be amended, revised, updated, and modified from time to time as Southampton Greenworks changes and matures to ensure that our workplace is safe. Southampton Greenworks will ensure that the manual and program will be reviewed annually to ensure compliance and validity.

It is the policy of Southampton Greenworks to abide by all the rules and provisions contained in the applicable Legislation, Regulations and Codes, and as all of them may be amended from time to time. For further clarity, if any provision of any of our health and safety programs, policies, procedures, or protocols conflict with the provision of the applicable legislation, then the provisions or any other applicable legislation shall prevail.

5. Workplace Violence and Harassment

ORGANIZATIONAL COMMITMENT

Southampton Greenworks is committed to providing a working environment that is safe, secure, and free from threats, intimidation, harassment, and violence.

We maintain a zero-tolerance approach to:

any form of physical, sexual, emotional, verbal, or psychological abuse,
any form of neglect, violence, or harassment.

As such, Southampton Greenworks will not tolerate this behaviour in any shape or form and will take all reasonable and practical measures to protect workers.

This policy applies to all Southampton Greenworks’s workers, including full-time, temporary and contract staff, as well as to any volunteers, students, interns, and apprentices. This also includes any threats, harassment/violence, or abuse from clients towards workers and all such incidents must be reported and will be dealt with in the same manner as internal incidents.

This policy applies to every level of our organization and to every aspect of the workplace environment, including events that occur outside of the physical workplace, such as during business trips and staff events, and where applicable, to digital work environments. It is unacceptable for workers or contractors working on Southampton Greenworks’s behalf to engage in harassing and violent behaviour in the workplace or when interacting with clients, suppliers, service providers, potential clients, or anyone with whom they have professional dealings.

Managers, supervisors, volunteers, and workers are expected to adhere to this policy and to ensure that:

measures and procedures are followed by all,
the necessary training, instruction, and information necessary to protect themselves against workplace harassment and violence has been provided to all.

Every worker is responsible for taking measures to prevent workplace violence and harassment and must promptly report any of these acts, experienced or observed, that threaten, or are perceived to threaten, a safe working environment to their immediate manager, supervisor, the Human Resources or the third party, designated by the company. Workers will not be penalized or disciplined for reporting an incident or for participating in an investigation involving workplace harassment and/or violence. To get further assistance, a worker can speak to their immediate supervisor.

The management will investigate all reported incidents and complaints of workplace violence/harassment in a fair and timely manner, while respecting the privacy of all the investigating and all concerned parties.

6. Product warranties and returns

SUMMARY

All live products (plants, shrubs, trees) are warranted for the season, only if we do the planting and installation, and only if follow-up care and watering instructions are followed. Plants, shrubs, and trees that die prematurely will be replaced free of charge.

The above warrantee does not apply to plants, shrubs, and trees that die of pest, infection, or disease.