The Responsibilities Specific to the Account Holder Acting as a Service Provider
The authorities require account holders, in the role of service providers, to:
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Keep the original of each Record of Employment (ROE) Web Client Employer Consent Form that a client employer signs, which authorises the account holder to manage Records of Employment (ROEs) on their behalf using the Record of Employment (ROE) Web for audit purposes
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It is worth mentioning that the account holder would need to maintain such records in accordance with the retention period prescribed by the authorities
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This is in accordance with the provisions specified in subsections 87 (3) and 87 (3.1) of the Employment Insurance Act
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Provide (upon request) the Commission with a copy of the signed Record of Employment (ROE) Web Client Employer Consent Form with regard to each client employer identified in the request, who authorises the account holder to manage Records of Employment (ROEs) on the client employer’s behalf
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Cease to manage Records of Employment (ROEs) on behalf of client employers who have terminated their authorisation and immediately inform the Commission of their termination and,
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Understand and agree that client employers might, at any point in time, notify the Commission that the client employers have terminated their authorisations and that the account holder no longer has any authorisations for managing Records of Employment (ROEs) on the behalf of the client employers
The account holder would need to understand and agree that situations could arise where the information contained within the Record of Employment (ROE) Web might undergo updation. Similarly, situations could arise where people could notify the Commission of any changes made to the Record of Employment (ROE) Web. In this scenario, the Commission remains entitled to relying on and acting upon the information it obtains through the Record of Employment (ROE) Web in relation to the account holder’s account.
The Protection of the Username and the Password
Pursuant to the terms of this agreement, the authorities prescribe that the authorisation code assigned to the Primary Officer (PO) is personal. As such, it is not transferable.
Similarly, the account holder would need to ensure that all users understand and agree that their username and passwords used for accessing the Record of Employment (ROE) Web are unique to them. As such, the users will need to maintain the confidentiality of their usernames and passwords at all times. In addition, they would need to ensure that they do not let any other persons use their usernames and passwords in order to preserve the security of their electronic communications. The account holder will need to carry out this exercise prior to each User Record of Employment (ROE) Web Enrollment.
Lastly, the Commission disclaims all liability for any loss or damage that arises from the failure by the account holder or the user to protect:
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Usernames
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Passwords
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Authorisation Codes or,
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Other account related information
In addition, the Lastly, the Commission disclaims all liability for any loss or damage that arises from the failure by the account holder or the user to ensure that all users understand and agree that their username and passwords used for accessing the Record of Employment (ROE) Web are unique to them. As such, the users will need to maintain the confidentiality of their usernames and passwords at all times. In addition, they would need to ensure that they do not let any other persons use their usernames and passwords in order to preserve the security of their electronic communications. The account holder will need to carry out this exercise prior to each User Record of Employment (ROE) Web Enrollment.
The authorities require the account holder to warrant that the account holder will install, use and regularly update antivirus software. In addition, the account holder would need to conduct malicious code scans on all computer equipment the account holder uses for accessing the Record of Employment (ROE) Web. Moreover, the account holder warrants that the account holder will install new virus definitions as soon as possible.
The Revocation of Enrollment to the Record of Employment (ROE) Web
The authorities require the account holder to revoke a user’s access to the Record of Employment (ROE) Web Account when:
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The individual ceases to be a user of the Record of Employment (ROE) Web Account
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There is a change in the user’s identification or authentication information
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The account holder suspects that the user’s username or password is insecure or compromised (or when the user’s username or password is insecure or compromised) or,
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The user fails to meet the user’s obligations specified under this Agreement
It is worth mentioning that the revocation of a user’s access to the Record of Employment (ROE) Web Account does not affect the access of other users. In addition, the revocation of a user’s access to the Record of Employment (ROE) Web Account does not serve to terminate this agreement. Situations will occur where the account holder revokes the access of the Primary Officer (PO) from the Record of Employment (ROE) Web. In this scenario, the account holder would need to replace the Primary Officer (PO). Thereafter, the account holder would need to inform the Commission of the new Primary Officer (PO). This is in accordance with the provisions specified in section 6.5 of this agreement.
The account holder would need to inform users that the account holder could revoke the users’ access to the Record of Employment (ROE) Web Account if there is reason to believe that any of the following situations has taken place or is about to take place:
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The individual ceases to be a user of the Record of Employment (ROE) Web Account
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There is a change in the user’s identification or authentication information
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The account holder suspects that the user’s username or password is insecure or compromised (or when the user’s username or password is insecure or compromised) or,
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The user fails to meet the user’s obligations specified under this Agreement
The Commission might, in its sole and unfettered discretion and without prior notice, revoke a user’s access to the Record of Employment (ROE) Web. This would typically be the case if the authorities have reason to believe that any of the following situations has taken place or is about to take place:
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The individual ceases to be a user of the Record of Employment (ROE) Web Account
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There is a change in the user’s identification or authentication information
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The account holder suspects that the user’s username or password is insecure or compromised (or when the user’s username or password is insecure or compromised) or,
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The user fails to meet the user’s obligations specified under this Agreement