Privacy policy

The Centre d’aide aux entreprises Haute-Yamaska et région (CAEHYR) respects and protects your privacy. That’s why we are committed to respecting the confidentiality of the personal information we collect.

COLLECTION OF PERSONAL INFORMATION

Centre d’aide aux entreprises Haute-Yamaska et région (hereinafter “CAEHYR”) collects personal information when you interact with an authorized CAEHYR representative and through its website https://www.caehyr.com (hereinafter the “Website”).

Personal information is collected by various means:

  • Automatically when you connect to the Website;
  • Automatically through the use of cookies or pixels on the Website;
  • By e-mail ;
  • By telephone ;
  • Electronically during interviews ;
  • By communicating personal information by mail ;
  • In person; or
  • By filling in a paper form or on the Website

PURPOSES OF PERSONAL INFORMATION

Personal information is collected for the following purposes:

– Communicate with job applicants or potential customers and ensure that communication with them is personalized;
– Advertising to potential customers or job applicants;
– Assessing job applications ;
– Satisfy requests from customers, applicants or visitors to the Website;
– Assess customer needs and interests ;
– Ensure that a visitor can connect to the Website;
– Ensure that the Website functions properly;
– Evaluate the effectiveness of CAEHYR’s efforts to acquire visitors, customers or candidates;
– Improve the performance of the Website and its effectiveness in retaining visitors;
– Identify the legislative regime to which the personal information of visitors to the Website is subject;
– Advertising to potential customers, visitors or job applicants;
– Ensure compliance with a Law, court order or legal proceeding;
– Ensure the legal protection of CAEHYR;
– Evaluate and improve protection and security measures;
– Prevent or detect fraud; and
– Satisfy complaints, requests for access, rectification or withdrawal of consent.

DISCLOSURE OF PERSONAL INFORMATION

CAEHYR communicates personal information :

  • To its employees if they require access to such information in the course of their duties;
  • To any other person or entity, where disclosure is required or permitted by applicable law without the consent of the data subject, or with the consent of the data subject; and
  • To external service providers with whom CAEHYR has entered into a contractual agreement under which the external service provider may not use the personal information for any purpose other than the provision of the said service and must destroy the personal information communicated no later than the end of the contractual agreement.

Consents

If you continue to use the CAEHYR Website, if you forward this information to an authorized CAEHYR representative, or if you provide personal information to CAEHYR by completing a form provided by CAEHYR, you consent to the purposes and disclosures of personal information set out below and above. You must consent to the purposes, uses and disclosures of your personal information before using the CAEHYR Website. Please refer to the document below to identify the circumstances under which information will be collected.

This Policy sets out the measures and practices that the Centre d’aide aux entreprises Haute-Yamaska et région (hereinafter “CAEHYR”) has put in place in order to provide a framework for its governance of personal information and to protect personal information. CAEHYR collects personal information from its customers, visitors to its Website or persons applying for employment with CAEHYR (hereinafter referred to as “you”, “your” or “yours”).> CAEHYR collects your information through (i) direct or indirect contact with an authorized CAEHYR representative or (ii) Web site <https://www.caehyr.com , for the purposes described in section 1 below.

In this Policy, the term “personal information” refers to any information collected by CAEHYR that allows, alone or in conjunction with other information, the direct or indirect identification of any individual to whom the personal information relates. The main purpose of this Policy is to inform you:

Means used by CAEHYR to collect personal information;

  • The nature of the personal information collected by CAEHYR and the purposes for which it is used;
  • How CAEHYR may use personal information and to which third parties, if any, CAEHYR may disclose personal information;
  • The various security measures implemented by CAEHYR to protect the confidentiality of personal information; and
  • Your rights with respect to personal information collected by CAEHYR, including the right to access your personal information or request rectification of inaccurate personal information, if applicable.

By submitting one or more pieces of personal information to CAEHYR through (i) direct or indirect contact with an authorized representative of CAEHYR or (ii) your use of the Website, you expressly consent to CAEHYR’s collection, use, disclosure and retention of such personal information in accordance with the terms, conditions and procedures set forth in this Policy. This Policy and any amended version thereof are subject to the laws applicable in the Province of Quebec, Canada.

  1. Under what circumstances does CAEHYR collect personal information, by what means and for what purposes?

CAEHYR collects personal information in two circumstances: (i) when you voluntarily provide personal information to an authorized CAEHYR representative and (ii) when you use the Website.

i) Voluntary transmission of personal information to an authorized CAEHYR representative

What are the means of collection?

The voluntary transmission of personal information to an authorized representative of CAEHYR can be done by various means, among which:

a. By voluntarily answering questions from CAEHYR employees who may contact you directly by telephone, in person, by mail or by e-mail;

b. By providing personal information to CAEHYR employees by telephone, in person, by mail or by e-mail;

c. By providing information to CAEHYR employees electronically, by telephone or in person during interviews; or

d. By voluntarily completing any form requested by CAEHYR employees (hereinafter the “Form”).

What personal information does CAEHYR collect through its authorized representatives? In the above-mentioned circumstances, CAEHYR may collect the following personal information:

  • Surname, first name, preferred language and some contact details (telephone number, e-mail address, etc.);
  • For a job application, information about your level of education or training (year of graduation, information about primary, secondary, college or university studies, etc.);
  • For job applications, criminal records;
  • In the case of a job application, the position sought (whether the position sought is regular, part-time or a student job) ;
  • If you are applying for a job, describe your previous employment and work experience;
  • Financial information when it is necessary for the completion of a transaction for which the person concerned by the personal information wishes; or
  • In the context of job applications, the personal information provided on your curriculum vitae that we may need to collect in order to evaluate a job application.

In all cases, before collecting personal information about you, the authorized CAEHYR representative will specify the personal information requested before collecting it.

What are the purposes of the personal information collected by CAEHYR employees?

CAEHYR collects personal information through the use of its employees for a number of purposes:

  • Communicate with job applicants or potential customers and ensure that communication with them is personalized;
  • Advertising to customers, visitors or potential job applicants;
  • Assessing job applications ;
  • Respond to your requests;
  • Assess your needs and interests;
  • Ensuring compliance with a law, court order or legal procedure;
  • Ensure the legal protection of CAEHYR in the event of litigation;
  • Evaluating and improving protection and safety measures ;
  • Prevent or detect fraud or illegal acts; and
  • Respond to complaints and requests for access, rectification or withdrawal of consent.

ii) Collection of personal information when you use the Website.

What are the means of collection?

When you visit our Website, personal information is collected from you in various ways:

      • Automatically through your connection to the Website (your computer and the Website server automatically exchange personal information when you connect);
      • Automatically through the installation on your computer of temporary cookies and the use of pixel tags;
      • Automatically through the use of our logging processes;
      • Through your e-mail communications (if you communicate personal information to us by e-mail); and
      • By the information you enter in the forms available on our Website.

What personal information does CAEHYR collect?

CAEHYR may collect the following personal information:

a. Information collected automatically : When you visit our Website, personal information is automatically collected either :

        • The domain name of your Internet service provider ;
        • Your IP address ;
        • Your browser (Explorer, Firefox, etc.) ;
        • Your operating system (Windows, Mac OS, etc.);
        • The date and time of your visit to the Website;
        • The pages you visit; and
        • The address of the referring site, if you are accessing the Website from another site.

b. Other information collected :

If you send us an e-mail, make a request or communicate directly with us via chat, you may provide us with other personal information, the content of which will vary depending on the nature of the exchange. Please note that the personal information contained in your exchanges and your communication history with CAEHYR will be collected. Finally, any request for access, rectification or withdrawal of consent under the terms of section 7 of this Policy will require you to prove your identity by providing valid photo identification and your name. All other personal information contained in such identification may be masked.

For what purposes does CAEHYR collect personal information?

CAEHYR collects your personal information for the following purposes:

  • To ensure that a visitor to the Website can connect to the Website;
  • To ensure that the Website can function properly;
  • Evaluate the effectiveness of CAEHYR’s efforts to acquire visitors, customers or candidates;
  • To improve the performance of the Website and its effectiveness in retaining visitors;
  • Identify the legislative regime to which Visitors’ personal information is subject;
  • Communicate with job applicants or potential customers and ensure that communication with them is personalized;
  • Advertising to potential customers, visitors or job applicants;
  • Assess customer needs and interests ;
  • Assessing the quality of job applications ;
  • Ensuring compliance with a law, court order or legal procedure;
  • To ensure the legal protection of CAEHYR in the event of litigation caused by your action or inaction or in the event of litigation opposing you to CAEHYR;
  • Evaluating and improving protection and safety measures ;
  • Prevent or detect fraud; and
  • Satisfy complaints, requests for access, rectification or withdrawal of consent.

Links to other sites

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 to that of the external site, if it has one.

2. To whom may CAEHYR disclose your personal information?

In general, CAEHYR uses your personal information for internal purposes only. However, CAEHYR may communicate, transmit or allow access to your personal information to the following persons or entities:

a. To CAEHYR employees, if they require access to such information in the course of their duties;

b. To any other person or entity, where prescribed or permitted by applicable law;

c. To any other person or entity to whom you consent to the disclosure of the information; or

d. To external service providers with whom CAEHYR has entered into a contractual agreement under which the external service provider shall not use the personal information for any purpose other than to provide the service and shall destroy the communicated personal information upon termination of the contractual agreement.

CAEHYR may disclose your personal information to persons or entities in the above categories who are located outside the province of Quebec.

3. Limits to the communication and use of personal information

The personal information collected is destroyed as soon as the purposes for which it was collected have been fulfilled, unless, of course, a law or regulation requires CAEHYR to retain it, or a law or regulation imposes a specific retention period.

CAEHYR does not sell personal information to third parties and does not allow third parties access to personal information unless the granting of such access is necessary to fulfill one of the aforementioned purposes and access or disclosure without consent is authorized or required by law or regulation.

All privacy settings applicable to your use of the Website offer, by default, the highest level of privacy without any intervention on your part.

4. How does CAEHYR protect the confidentiality of your personal information?

CAEHYR takes appropriate physical, technological, contractual and administrative safeguards to protect your personal information and reduce the risk of unauthorized access, use, disclosure or destruction. Without limiting the generality of the foregoing, the Website is equipped with 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 various components of the Website are encrypted; and
  • CAEHYR’s IT service providers are contractually bound to comply with various security obligations, including periodic validation of security practices and processes, as well as continuous monitoring and updating of the Website’s software components.

In addition to these measures, the CAEHYR also provides for, among others:

  • An internal access management policy for our employees. According to this policy, only our employees who need access to personal information in order to perform their duties may access it;
  • An internal information protection policy for CAEHYR employees to ensure the integrity, availability and confidentiality of personal information;
  • A confidentiality incident log, which helps CAEHYR keep track of incidents, minor or major, involving your personal information in order to ensure that these incidents do not recur and to identify the necessary measures;
  • A personal information retention schedule, to ensure that personal information is destroyed when it is no longer required for the above-mentioned purposes, and when retention is no longer required by law;
  • A privacy incident response plan, which allows CAEHYR to respond effectively and quickly to breaches of your personal information;
  • Log access to your personal information; and
  • Annual training courses for our staff.

Despite these measures, CAEHYR cannot guarantee the security of the personal information entrusted to us. If you suspect that your personal information held by CAEHYR has been compromised, please contact our Privacy Officer at i.brochu@caehyr.com.

5. What measures has CAEHYR put in place to deal with confidentiality incidents?

CAEHYR maintains a register of privacy incidents in compliance with applicable legislation. In the event of a breach of your personal information that presents a risk of serious harm to you, CAEHYR will take the necessary steps to notify you, in accordance with applicable legislation. CAEHYR will also take measures to limit the harm that may result from the breach and to limit the likelihood of a recurrence.

6. How long do you keep your personal information?

In accordance with our procedures for the secure retention and destruction of personal information, we will only retain your personal information for as long as is necessary to fulfil the purposes listed in section 1 of this Policy or for as long as is required to comply with our statutory obligations, whichever is the later.

7. Personal information requests

i) Access request

You or a person authorized by the Act respecting the protection of personal information in the private sector may make a request for access to your personal information by contacting our Privacy Officer directly in accordance with the procedure set out below. CAEHYR’s Privacy Officer will grant such access unless :

  • The law prevents CAEHYR from granting access;
  • CAEHYR has a serious and legitimate interest in refusing access; or
  • Granting such access could seriously harm a third party.

In principle, exercising the right of access is free of charge. However, a reasonable fee may be charged to compensate for the cost of transcribing, reproducing or transmitting personal information. In such cases, the applicant will be notified of the amount of the fee in question before the request is processed.

You may also request a copy of your personal information by submitting a written request to the Privacy Officer in accordance with the above procedure.

In the event that CAEHYR grants any request for a copy of computerized personal information, CAEHYR will ensure that such copy is provided to CAEHYR (or any person or organization authorized by law to collect such personal information) in a structured, commonly used technological format. Unless providing such copy in such technological format raises serious practical difficulties or unless CAEHYR or one of its service providers has inferred or created the personal information.

ii) 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 make a request for rectification of your personal information. Such a request will allow you to correct the personal information in our possession if :

  • Personal information is inaccurate;
  • Personal information is outdated;
  • Personal information is equivocal;
  • Personal information is incomplete; or
  • Personal information has been collected unjustifiably.

Alternatively, you may send a written request for rectification asking our Privacy Officer to destroy personal information that is out of date or has been collected or retained in an unjustified manner. Any request for destruction or correction must be made in writing to our Privacy Officer in accordance with the procedure set out below.

iii) Request to cease distribution, de-index or re-index

CAEHYR may also, at the request of the person concerned by the information or any person empowered by law to do so, cease the dissemination of personal information, de-index or re-index, as the case may be, any hyperlink attached to the name of a person concerned by personal information, subject to the criteria established by the applicable legislation then in force.

iv) Withdrawal of consent

Subject to your contractual obligations with CAEHYR and applicable legislation, the Act respecting the protection of personal information in the private sector (if it applies to you) allows you to withdraw your consent to certain uses or disclosures of personal information. Please note that exercising this right may affect CAEHYR’s services to you. As such, if you make such a request, CAEHYR will identify the consequences of the withdrawal of consent on the services.

8. Application procedures

All requests for access or rectification must be addressed in writing to Isabelle Brochu, our Privacy Officer. A requestor may contact [lui/elle] directly by sending an e-mail to i.brochu@caehyr.com.

The request must be sufficiently detailed to allow our Manager to evaluate and identify the personal information covered by the request. Above all, the requestor must ensure that he or she can be contacted by the Responsible Officer so that the Responsible Officer can assist him or her in clarifying the request, in facilitating the identification of the personal information covered by the request, and, above all, in communicating the acceptance or refusal of the request, if applicable.

The Privacy Officer has a duty to process such requests within 30 days. If the request is not processed within this period, it is deemed to have been refused.

9. Complaints procedure

If you have a complaint about our privacy or governance policies, practices or procedures, please contact our Privacy Officer directly at i.brochu@caehyr.com.

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 methods, practices and policies for the protection or governance of personal information will be provided to you.

10. Changes to the Privacy Policy

CAEHYR may unilaterally modify this Privacy Policy. Before implementing any changes, however, CAEHYR will post a notice on the Website identifying the upcoming changes. We therefore invite you to revisit this policy from time to time and check for any changes. To facilitate this process, we have indicated the date on which this Policy was last updated.

If you have provided us with your e-mail address, you will also receive this or a similar notice by e-mail. Your use of the Website, your communication of your personal information to an authorized CAEHYR agent or your entry of your personal information on a CAEHYR form following receipt of this version will be deemed to constitute acceptance of the changes made.

11. Other

If you have any questions about any of your rights, if you wish to ask CAEHYR any questions or if you have any comments, please contact the Privacy Officer.

C/O: Isabelle Brochu, Privacy Officer

  • Center d’aide aux entreprises Haute-Yamaska et région
  • E-mail address: i.brochu@caehyr.com

Last update of this policy: August 22, 2023

 

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