Introduction

As an equal opportunity employer committed to diversity and inclusion, Firmex seeks to fulfill the requirements under the Accessibility for Ontarians with Disabili- ties Act, 2005 (“AODA”). Firmex believes in respect and integration, and is committed to preventing barriers and removing existing ones to meet the needs of people with disabilities to allow them to maintain their dignity and independence.

Accessibility is of the utmost importance and Firmex is focused on creating an equitable experience for all employees and clients. The accessibility plan outlines the steps Firmex is taking to meet those requirements and play its role in making Ontario an accessible province for all Ontarians. Firmex focuses on ensuring we have put all reasonable efforts to ensure that our practises respect the needs of those with disabilities effectively. If there is feedback regarding our website or ser-vices in regards to accessibility, individuals may send an email to stephanie.stanko@firmex.com, Human Resources Manager.

Statement of Commitment to Accessibility/Message from the General Manager

Firmex’s mission is to become the number one virtual data room provider in the world, and part of our commitment in doing so involves continuing as an equal-opportunity organization. We have the responsibility to ensure that our employees exercise respect on a daily basis and continue to follow the guidance under the Accessibility for Ontarians with Disabilities Act, 2005 (“AODA”).

As an organization, Firmex is committed to working with various parties to ensure a safe and dignified workplace for everyone. Firmex provides AODA Customer Service Standards Training, as well as Understanding Human Rights Training (AODA Edition) as we strive to be an accessible and barrier-free organization. As our business grows, Firmex has made working towards a more accessible business a continued focus and will annually review and improve the policies. For more infor- mation on policies and plans, please contact the HR Team.

Sincerely,
Mark Wright
GENERAL MANAGER

Accessibility Standards

Firmex’s Multi-Year Accessibility Plan outlines the accessibility initiatives that Firmex has completed and is committed to working towards to address barriers.

Customer Service

Firmex is committed to providing accessible customer service to people with disabilities and has remained compliant with the Customer Service Standard. Firmex will continue to provide services to people with disabilities with the same quality and effective timeliness as others.

Firmex will communicate with a person with a disability in a manner that takes into account the person’s disability to ensure they are given equal opportunity to use and benefit from Firmex’s services. Individuals with a disability are permitted to use their own assistive devices, service animals and support persons, and will be given equal opportunity to benefit from Firmex services or facilities. Further information can be found on the Firmex Accessibility Policy about temporary service disruptions, assistive devices, service animals and support persons.

In order to ensure compliance with the customer service accessibility standard requirements, Human Resources annually reviews policies and procedures and coordinates training sessions for new hires on accessibility during initial onboarding. All training is tracked and stored. Feedback on how Firmex is doing in regards to accessibility is welcomed and is reviewed to help improve systems in place.

Training

Firmex is committed to providing training in the requirements of Ontario’s accessibility laws and the Ontario Human Rights Code as it applies to people with disabilities. Every employee that joins Firmex is trained on the purposes of the AODA and accessible customer service. Completion of AODA Customer Service Standards Training, as well as Understanding Human Rights Training (AODA Edition) is required. Additionally, employees read and sign the Firmex Employee Handbook which includes the Firmex Accessibility Policy. These trainings take into account how to support and interact with persons with disabilities who may use service animals, support persons, or assistive devices. The policies available for accessible customer service are available for review for employees and the public by request. Additionally, all training materials and other resources are available by request in an accessible format.

Information and Communications

Firmex is committed to making information and communications accessible to people with disabilities. The contact email and phone numbers are publicly posted on the Firmex website for clients and employees to reach out if there are concerns with accessibility, or questions about accommodations to be made as a result of disability.

Firmex provides both customers and employees with emergency response information and offers individualized emergency plans for employees with disabilities. When individualized emergency response plans are in place, Firmex would review the plans with the employee and make adjustments where necessary if their location changes. Initiatives to consult with people who have disabilities to help them achieve the most out of their service with Firmex will continue to be ongoing.

Website Content

Firmex’s website is fully compliant under the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA, with updates made to accommodate increased contrast, readable text content, predictable web pages, input assistance, navigable and distinguishable content. The business continues to increase the accessibility to conform with guidelines by consulting the web accessibility guidelines when updating the Firmex website. 

Accessible Formats and Communication

Requests for accessible formats and communication support for individuals with disabilities can be provided by Firmex at no additional cost. By consulting with the person to determine which accessible format is best while taking into consideration the disability, Firmex would provide the accessible information in a timely manner.

Employment

Firmex commits to accessible and fair employment practises. In an effort to make Firmex more accessible to individuals with disabilities, accommodations are available for employees, candidates, and clients.

In regards to recruitment, job postings shared publicly include a notification to those applying that there can be requests made for accommodation throughout the hiring process for those with disabilities. Firmex would arrange accommodation that would take into account the person’s needs. Additionally, Firmex notifies successful applicants that accomodation is available for employees with disabilities.

Firmex will continue to review its recruitment policies and processes to ensure accessibility throughout the recruitment process. Additionally, all employees are aware that they have the ability to request accommodations for themselves due to medical needs or disabilities.

Return to Work & Individual Accommodation Plans

If an employee is returning to work after a disability-related absence, Firmex has implemented a process to assist in individual accommodation plans. The Firmex team would work with the employee to develop the plan and steps would be taken to ensure the privacy of the employee’s information. The format of the plan would also take into account the employee’s accessibility needs due to disability. Firmex would also take into account the needs of an employee and their accommodation plan when assessing performance and career growth. Individual workplace emergency response information would also be provided that recognize an individual’s disability and the nature of the workplace if the person chooses to work in the Firmex office.

Design of Public Spaces

Firmex will meet accessibility laws when building or making major changes to its public spaces. As Firmex has been a remote organization due to Covid-19 since

March 2020, any adjustments made to the office in the future will meet accessibility laws so all employees have the same opportunity to work and function effectively in the office space. Additionally, Firmex will put procedures in place to prevent service disruptions to the accessible parts of our public spaces when we re-enter working from the office as well.

More Information

For more information on this accessibility plan, please contact:

Stephanie Stanko
HUMAN RESOURCES MANAGER

416-840-4241 ext. 234
stephanie.stanko@firmex.com

Standard and accessible formats of this document are free on request from Firmex.