We respect your privacy
Policies & Personal data
Privacy policy
Governance policy
Groupe Serpone is committed to protecting all personal information collected and used in the management of its activities.
INFORMATION GATHERING OBJECTIVES
Our Privacy Policy describes the standards for the collection, use, disclosure and retention of your personal information. It also explains how we protect your personal information and your right of access to it.
PERSONAL INFORMATION
Personal information is defined as any information or combination of information that relates to a natural person and allows that person to be identified (such as financial information, social insurance number, driver's license and health insurance number). On the other hand, an individual's name, as well as his or her professional contact information (title, address, telephone number and professional e-mail address), is not personal information.
Personal information must be protected regardless of the medium in which it is held or its form: written, graphic, audio, visual, computerized or other.
CONSENT
When we obtain information about you, we first ask for your written consent to collect, use or disclose your collected information for the identified purposes. We will seek your consent for any other use, disclosure or collection of your personal information or when the purposes for which your information was collected change.
Our company undertakes to use the information provided solely for the purposes for which it was collected and to retain it for the time required to provide the service requested.
We may, however, collect, use or disclose personal information without your consent where permitted or required by law. In certain limited circumstances, we may collect, use or disclose personal information without your knowledge or consent. Such circumstances arise when, for legal, medical or security reasons, it is impossible or unlikely to obtain your consent, or when the information is required to investigate a possible breach of contract, to prevent or detect fraud, or to enforce the law.
LIMITS ON COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
The purposes for which information is collected are generally to confirm an individual's identity, create an employee file, comply with legal requirements (certain information required for tax purposes).
We limit the collection, use and disclosure of your personal information to the purposes we have identified to you. Your personal information may only be accessed by certain authorized persons, and only for the purposes for which they have been designated.
INFORMATION RETENTION
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected. We must destroy this information in accordance with the law and our records retention policy. When we destroy your personal information, we take the necessary steps to ensure its confidentiality and that no unauthorized person has access to it during the destruction process.
ACCURACY
Personal Information shall be as accurate, complete and up-to-date as is necessary for the purposes for which it is to be used.
Personal information that is used on an ongoing basis, including personal information that may be disclosed to third parties, will generally be accurate and up-to-date unless limits to the accuracy of such information are clearly established.
We do not routinely update personal information unless necessary to fulfill the purposes for which it was collected.
The degree of accuracy, currency and completeness of personal information will depend on the data you enter on the consent form.
RESPONSIBILITY
We are responsible for personal information in our possession or custody, including information we entrust to third parties for processing. We require these third parties to maintain this information in accordance with strict confidentiality and security standards.
Our Privacy Officer oversees this Privacy Policy and related processes and procedures to protect your personal information.
Our staff is informed and properly trained on our privacy policies and practices.
SAFETY MEASURES
We have implemented and continue to develop rigorous security measures to ensure that your personal information remains strictly confidential and is protected against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.
These security measures include organizational measures such as restricting access to what is necessary; backing up and archiving data using an external system, etc.); and technological measures such as the use of passwords and encryption (for example, frequent password changes and the use of firewalls).
ACCESS TO PERSONAL INFORMATION
Only authorized personnel may access your personal information. The company ensures that these people are qualified to access this information and that access is necessary for the performance of their duties.
REQUEST FOR ACCESS TO INFORMATION AND MODIFICATIONS
You have the right to know whether we hold personal information about you and to access that personal information. You also have the right to ask questions about how this information has been collected and used, and to whom it has been disclosed.
We will provide you with such information within a reasonable period of time from the date we receive your written request. A reasonable fee may also be charged for processing your request.
Under certain circumstances, we may refuse to provide you with the information you have requested. Exceptions to your right of access include the fact that the information requested concerns other individuals, that the information cannot be disclosed for legal, security or copyright reasons, that the information was obtained as part of a fraud investigation, that the information can only be obtained at prohibitive cost, or that the information is the subject of litigation or is privileged.
When we hold medical information about you, we may refuse to communicate it directly to you and request that it be transmitted to a health professional designated by you.
You may verify the accuracy and completeness of your personal information and, if necessary, request that it be amended. Any request for amendment will be processed within a reasonable period of time.
Any request for access to or modification of personal information may be sent to the address below:
PRIVACY OFFICER
Johanne Serpone
COMPLAINTS AND QUESTIONS
You may contact the Privacy Officer at the above address.
Any complaints concerning the protection of personal information should be sent to the Privacy Officer at the above address.
We will investigate all complaints. If a complaint is found to be justified, we will take appropriate action, including, if necessary, amending our policies and practices.
TRAINING AND AWARENESS-RAISING
The company promotes best practices and respect for transparency and privacy rights in a number of ways:
- She informs all the staff in her team (consent form);
- It displays the name and contact details of the person responsible for PR;
- It mobilizes various means of raising awareness, including :
Information sessions on privacy protection, reminders at team meetings, training for staff, a PR action plan, a logbook, etc.
APPLICATION
If for any reason you believe that the Company has not adhered to these principles, please notify us by contacting our Privacy Officer. We will then take the necessary steps to identify and correct the problem within a reasonable timeframe. Please mention "Privacy" in the subject line.
POLICY UPDATE
This policy must be reviewed every three years. It should also be updated in the event of any substantial change in legislation or regulatory requirements.
Update: March 16, 2023