On January 1, 2016, Canada Post’s new, tougher regulations governing the use of NCOA Mover Data Services took effect. Aimed at protecting the privacy of its citizens and increasing accountability of data owners and data processors, these regulations contain similar stringent “business relationship” rules found in Canada’s Anti-Spam Law, also known as CASL.
So what is so different about this new law? The answer is quite a few things.
The new NCOA regulations require a registration process, which produces a registration code. The registration process varies depending on a company’s role in the data processing chain, but one thing is clear. Canada Post now requires accountability for all companies and individuals that handle data of Canadian citizens.
How to obtain service
Defining a business relationship
Canada Post states, “A Business Relationship exists between a mover and an organization when an individual or business has:
- made a purchase or donation, rented, leased, contracted, or participated in an organization’s provision of products or services within the past 24 months; or
- requested information or made an inquiry within the last 6 months.”
“If such purchase, donation, rent, lease or contract for the provisions of products and services involves ongoing use or transactions under a subscription, account, loan or similar relationship, the 24-month period starts on the day the relationship terminates.”
What to do if no business relationship exists – Prospecting and Rented files
There is a provision for cleansing prospecting or rented files. Canada Post states, “Where there is no Business Relationship, you can update a customer or third-party mailing list for the sole purpose of mailing. A third-party mailing list cannot be cleansed with NCOA before being rented. A third-party mailing list can only be updated with NCOA data for the purpose of mail.”
An important data handling distinction
I strongly suggest that you read the information provided on the Canada Post website if you intend to use the service, however, the main points of the agreement are:
I SHALL NOT use the NCOA Mover Data to:
- Augment an address database to include any person with whom I do not have a business relationship;
- Create a mailing list or other sub-list to target customers based on the knowledge of their move;
- Use the NCOA Mover Data to find specific individuals by carrying out a single instance data retrieval, skip tracing or verifying address information for a single address;
- Conduct any statistical activities or analyze mover patterns;
- Sell commercial lists or license a data file that includes NCOA Mover Data updates.
- For any other purposes other than correcting mailing lists or updating databases where a business relationship exists.
Types of Registration
End User – You own a list of customers with who you have a business relationship OR you have rented a list of prospects for marketing purposes. If you have rented a file, you not the data owner (list company) must register as the End User.
Service Provider – You provide NCOA Mover Services to your clients and do not own the data nor have an existing business relationship with the consumers.
When to register
You should register for the NCOA Mover Data Service if:
- You are a data owner that wants to obtain NCOA Mover Data Service >> Register as End User
- You are a service provider offering the NCOA Mover Data Service to your clients >> Register as a Service Provider
- You are service provider in the chain of service rendered such as a letter shop, mail house or mailing services provider and you receive both the original input data and the update NCOA Mover Data output >> Register as a Service Provider
How to register
Visit the Canada Post website at https://www.canadapost.ca/web/en/pages/ncoa/default.page, select the appropriate option, and proceed as instructed.