Personal information is collected in various ways:
- Automatically when you connect to the Website
- Automatically through the use of cookies or pixels on the Website
- By email
- By telephone
- Electronically via forms
- By sending personal information by mail
- In person.
Purposes of Personal Information
Personal information is collected to achieve the following purposes:
- From clients, candidates, or visitors to the Website
- Assess the needs and interests of clients
- Ensure a visitor can log in to the Website
- Ensure the Website functions properly
- Evaluate the effectiveness of SADC’s efforts to attract visitors, clients, or candidates
- Improve the performance of the Website and its effectiveness in retaining visitors
- Identify the legislative framework applicable to the personal information of Website visitors
- Conduct advertising to potential clients, visitors, or job candidates
- Ensure compliance with a law, court order, or judicial proceeding
- Ensure the legal protection of SADC
- Evaluate and improve protection and security measures
- Prevent or detect fraud, and
- Handle complaints, access requests, rectifications, or withdrawal of consent.
Disclosure of Personal Information
SADC discloses personal information:
- To its employees if they need to access this information as part of their duties
- To any other person or entity when disclosure is required or permitted by applicable legislation without the consent of the individual concerned, or with the individual’s consent; and
- To external service providers with whom SADC has entered into a contractual agreement under which the external service provider may not use the personal information for purposes other than providing said service and must destroy the communicated personal information no later than the end of the contractual agreement
- To any association in which SADC is involved
- To any ministry, government agency, and level of government with which SADC has a service agreement.
Consent
If you continue to use SADC’s Website, if you transmit such information to an authorized SADC representative, or if you provide personal information to SADC by completing a form provided by SADC, you consent to the purposes and disclosures of personal information mentioned below and above.
You must consent to the purposes, uses, and disclosures of your personal information before using SADC’s Website. Please consult the document below to identify under which circumstances the information will be collected.
This Policy sets out the measures and practices that S.A.D.C. Arthabaska-Érable inc. (hereinafter “SADC”) has implemented to guide its governance regarding personal information and to protect personal information. SADC collects personal information from its clients, visitors to its Website, or people applying for a job at SADC (hereinafter “you,” “your,” or “yours”). SADC collects your information through (i) direct or indirect contact with an authorized SADC representative or (ii) its Website (https://www.sadcae.ca), for the purposes described in section 1 below.
In this Policy, the term “personal information” refers to any information collected by SADC that, alone or in combination with other information, directly or indirectly identifies any person concerned by the personal information.
The main purpose of this Policy is to inform you about:
- The means used by SADC to collect personal information
- The nature of the personal information collected by SADC and the purposes for which such information is collected
- How SADC may use personal information and the third parties to whom SADC may disclose such information, if applicable
- The various security measures SADC has in place to protect the confidentiality of personal information, and
- The rights you have regarding the personal information collected by SADC, including the right to access your personal information or request the rectification of inaccurate personal information, if applicable.
By providing one or more pieces of personal information to SADC via (i) direct or indirect contact with an authorized SADC representative or (ii) your use of the Website, you expressly consent to SADC collecting, using, disclosing, and retaining such personal information in accordance with the terms, conditions, and provisions of this Policy.
This Policy and any modified version thereof are subject to applicable legislation in the province of Quebec, Canada.
1. Under What Circumstances Does SADC Collect Personal Information, By What Means, and for What Purposes?
SADC collects personal information in two situations: (i) when personal information is voluntarily transmitted to an authorized SADC representative, and (ii) when you use the Website.
1.1 Voluntary Transmission of Personal Information to an Authorized SADC Representative
Means of Collection
The voluntary transmission of personal information to an authorized SADC representative may occur through various means, including:
- Voluntarily answering questions from SADC representatives who may contact you directly by phone, in person, by mail, or by email
- Providing personal information to SADC representatives by phone, in person, by mail, or by email
- Providing information to SADC representatives electronically, by phone, or in person during job interviews.
Which Personal Information Does SADC Collect Through Its Authorized Representatives?
In the aforementioned circumstances, SADC may collect the following personal information:
- Name, first name, preferred language, and certain contact details (phone number, email address, etc.)
- For a job application, information regarding your level of education or training (year of graduation, details related to primary, secondary, college, or university studies, etc.)
- For a job application, any criminal record
- For a job application, the position sought (whether it is permanent, part-time, or student employment)
- For a job application, your previous jobs and professional experience
- Financial information when necessary to complete a transaction that the person concerned by the personal information wishes, or
- For a job application, any personal information provided in your résumé that we need to collect to evaluate an application.
In all cases, before collecting any personal information about you, the authorized SADC representative will inform you of the requested personal information before collecting it.
What Are the Purposes of the Personal Information Collected by SADC Representatives?
SADC collects personal information through its representatives for various purposes:
- Communicate with job applicants or potential clients and ensure that communication is personalized
- Conduct advertising to clients, visitors, or potential job applicants
- Evaluate job applications
- Respond to your requests
- Assess your needs and interests
- Ensure compliance with a law, court order, or judicial proceeding
- Ensure the legal protection of SADC in the event of a dispute
- Evaluate and improve protection and security measures
- Prevent or detect fraud or illegal acts, and
- Respond to complaints and requests for access, rectification, or withdrawal of consent.
1.2 Collection of Personal Information During Your Use of the Website
Means of Collection
When you visit our Website, personal information about you is collected in various ways:
- Automatically when you connect to the Website (your computer and the Website server automatically exchange personal information upon connection)
- Automatically by installing temporary cookies on your computer and through the use of pixels
- Automatically through our logging processes
- Via your email communications (if you provide personal information to us by email), and
- Through the information you fill out in our forms available on our Website.
Which Personal Information Does SADC Collect?
SADC may collect the following personal information:
a. Automatically Collected Information:
When you visit our Website, personal information is automatically collected, namely:
- The domain name of your internet service provider
- Your IP address
- Your browser (Explorer, Firefox, etc.)
- The operating system (Windows, Mac OS, etc.) you use
- The date and time of your visit to the Website
- The pages you view, and
- The referring site address, if you access the Website from another site.
b. Other Collected Information:
If you email us, submit a request, or communicate with us via live chat, you may provide us with other personal information whose content will vary depending on the nature of the exchange.
Please note that any personal information contained in your communications and communication history with SADC will be collected.
Lastly, any request for access, rectification, or withdrawal of consent under the terms of Section 7 of this Policy will require you to justify your identity by providing us with a valid photo ID and your name. All other personal information contained in this ID may be hidden.
For What Purposes Does SADC Collect Personal Information?
SADC collects your personal information for the following purposes:
- Ensure that a Website visitor can log in to the Website
- Ensure the Website operates properly
- Assess the effectiveness of SADC’s efforts to attract visitors, clients, or candidates
- Improve the Website’s performance and effectiveness in retaining visitors
- Identify the legislative framework applicable to visitors’ personal information
- Communicate with job candidates or potential clients and ensure that communication is personalized
- Conduct advertising to potential clients, visitors, or job candidates
- Assess clients’ needs and interests
- Evaluate the quality of job applications
- Ensure compliance with a law, court order, or judicial proceeding
- Ensure SADC’s legal protection in the event of a dispute caused by your action or inaction or in the event of a dispute between you and SADC
- Evaluate and improve protection and security measures
- Prevent or detect fraud, and
- Handle complaints, requests for access, rectification, or withdrawal of consent.
Links to Other Websites
The Website sometimes provides links to other websites belonging to other organizations. When you visit these sites, you will not be subject to this Privacy Policy but rather to that external site’s policy, if it has one.
2. With Whom May SADC Share Your Personal Information?
Generally, SADC uses your personal information solely for internal purposes.
However, SADC may disclose, transmit, or allow access to your personal information to the following persons or entities:
- Employees of SADC if they need access to such information to perform their duties
- Any other person or entity, when required or permitted by applicable legislation
- Any other person or entity to whom you consent to the disclosure of the information, or
- External service providers with whom SADC has entered into a contractual agreement under which the external service provider may not use the personal information for any purpose other than providing said service and must destroy the communicated personal information when the contractual agreement ends.
SADC may disclose your personal information to persons or entities in the above categories located outside the province of Quebec.
3. Limits on Disclosure and Use of Personal Information
The personal information collected is destroyed once the purposes for which it was collected have been fulfilled, unless, of course, a law or regulation requires SADC to retain it or imposes a specific retention period.
SADC does not sell personal information to third parties and does not allow third parties to access personal information unless granting such access is necessary to fulfill one of the above-mentioned purposes and access or disclosure without the consent of the affected individuals is authorized or required by a law or regulation.
All privacy settings applicable to your use of the Website offer, by default, the highest level of privacy, without any action required on your part.
4. How Does SADC Protect the Confidentiality of Your Personal Information?
SADC takes adequate physical, technological, contractual, and administrative measures to protect your personal information and reduce the risk of unauthorized access, use, disclosure, and destruction.
Without limiting the generality of the above, the Website has certain security mechanisms designed to protect your personal information, namely:
- Personal information collected on the Website is encrypted at rest
- All transfers of personal information between the Website’s different components are encrypted, and
- SADC’s IT service providers are contractually required to adhere to various security obligations, including periodic validation of security practices and processes, as well as continuous monitoring of the Website’s software components and their updates.
In addition to these measures, SADC also provides, among other things:
- An internal access management policy for its employees. Under this policy, only employees who need to access personal information to perform their duties may do so
- An internal protection policy for information to which SADC employees are subject to ensure the integrity, availability, and confidentiality of personal information
- A confidentiality incident log, which helps SADC track minor or major incidents that compromise your personal information to ensure that such incidents do not recur and to identify necessary measures
- A retention schedule for personal information to ensure that personal information is destroyed once it is no longer required for the above-mentioned purposes and that the law no longer requires its retention
- A response plan for confidentiality incidents, enabling SADC to respond effectively and quickly to breaches of your personal information
- Logging of access to your personal information, and
- Annual training for our staff.
Despite these various measures, it remains impossible for SADC to guarantee the security of the personal information entrusted to it. If you suspect that the personal information SADC holds about you has been compromised, please contact our Privacy Officer by email.
5. What Measures Has SADC Implemented Regarding Confidentiality Incidents?
SADC maintains a confidentiality incident log in compliance with applicable legislation. In the event of a breach involving your personal information that poses a serious risk of harm, SADC will take the necessary steps to inform you in accordance with applicable legislation. SADC will also implement measures to mitigate any harm resulting from the breach and to reduce the likelihood of recurrence.
6. How Long Does SADC Retain Your Personal Information?
In accordance with our secure personal information retention and destruction procedures, we retain your personal information only as long as necessary to fulfill the purposes listed in Section 1 of this Policy or for as long as required to comply with our statutory obligations, whichever is later.
7. Requests Relating to Personal Information
7.1 Access Request
You or a person empowered by the Act respecting the protection of personal information in the private sector may submit a request to access your personal information by contacting our Privacy Officer directly using the procedure outlined below. SADC’s Privacy Officer will grant this access unless:
- The law prohibits SADC from granting access
- SADC has a serious and legitimate interest in refusing access, or
- Granting access could seriously harm a third party.
In principle, exercising the right of access is free. However, reasonable fees may be charged to the requester to cover the costs of transcribing, reproducing, or transmitting personal information. In such cases, the requester will be informed of the amount before the request is processed.
You may also request a copy of your personal information by submitting a written request to the Privacy Officer using the procedure outlined below.
Should SADC grant any request for a copy of computerized personal information, SADC will provide it (or to any person or organization authorized by law to collect such personal information) in a structured, commonly used technological format, unless providing such copy in that format creates serious practical difficulties or if SADC or one of its service providers has inferred or created the personal information.
7.2 Rectification Request
We ask that you inform us of any changes that may affect the authenticity or accuracy of your personal information.
You or a person authorized by the Act respecting the protection of personal information in the private sector may also submit a request to rectify your personal information. Such a request allows you to correct the personal information in our possession if:
- The personal information is inaccurate
- The personal information is outdated
- The personal information is ambiguous
- The personal information is incomplete, or
- The personal information was collected in an unjustified manner.
Alternatively, you may submit a written rectification request asking our Privacy Officer to destroy outdated personal information or any personal information collected or retained unjustifiably. All requests for destruction or correction must be sent in writing to our Privacy Officer using the procedure outlined below.
7.3 Request to Cease Dissemination, De-Index, or Re-Index
At the request of the individual concerned by the information, or any person authorized by law to act, SADC may stop disseminating personal information, de-index, or re-index, as the case may be, any hyperlink associated with the name of a person affected by personal information, subject to the criteria established by the applicable legislation in effect at that time.
7.4 Request to Withdraw Consent
Subject to your contractual obligations with SADC and applicable legislation, the Act respecting the protection of personal information in the private sector (if applicable to you) allows you to withdraw your consent for certain uses or disclosures of personal information. Please note that exercising this right may affect the services SADC provides to you. Accordingly, if you make such a request, SADC will identify the consequences of withdrawing consent on those services.
8. Request Procedures
All requests for access or rectification must be made in writing to Jocelyn Grondin, our Privacy Officer. A requester may contact him directly by sending an email.
The request must be sufficiently detailed to allow our Officer to assess and locate the personal information in question. The requester must ensure the Officer can reach them in order to provide assistance in clarifying the request, to facilitate the identification of the personal information in question, and especially to communicate acceptance or refusal of the request if applicable.
The Privacy Officer has a duty to process these requests within 30 days. If the request is not processed within that timeframe, it is deemed to have been refused.
9. Complaint Procedure
You may file a complaint about our methods, practices, and policies for protecting or governing personal information by contacting our Privacy Officer directly by email.
The Privacy Officer will respond to the complaint within 30 days of receipt. If the complaint is accepted, a brief summary of the changes made to our personal information protection or governance methods, practices, and policies will be provided to you.
10. Modifications to the Privacy Policy
SADC may unilaterally modify this Personal Information Protection Policy. Before implementing the changes, however, SADC will post a notice on the Website outlining the upcoming changes. We therefore invite you to revisit this Policy from time to time to see if it has been modified. To make this easier, we have included the last update date of this Policy.
If you have provided us with your email address, you will also receive this notice or a similar notice by email. Your use of the Website, your disclosure of personal information to an authorized SADC representative, or the entry of your personal information on an SADC form after receiving this version will be considered acceptance of the changes made.
11. Other
If you have any questions about your rights, would like to inquire about SADC, or have any comments, please contact the Privacy Officer.
Attn: Jocelyn Grondin, Privacy Officer
S.A.D.C. Arthabaska-Érable inc.
975, boul. Pierre-Roux est, bureau 101, Victoriaville (Québec) G6T 1T8
