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Our policy
Collection and use
Accessibility
Consent
Cookies
Retention
Security
Your rights
Our Data Protection and Privacy Policy
Your personal information can help us carry out our business activities and pursue our mission. For this reason, we are likely to collect your personal information, without limitation, when you visit our website or during commercial transactions. We are committed to protecting your privacy and your personal information.
The purpose of our Policy is to provide a framework for the protection of personal information that is based on the legal obligations established in the Act respecting access to documents held by public bodies and the protection of personal information and the Regulation respecting the confidentiality policies of public bodies that collect personal information through technological means (CQLR, c. A-2.1, r.7).
Personal information
Any information concerning an individual that directly or indirectly allows the person to be identified. Personal information may include, but is not limited to, given name and surname, date of birth, residential address, telephone numbers, social insurance number, email address, gender identity, group membership, lifestyle or health information and any other information contained in a profile created to open an account on a web portal.
The personal information we collect and its use
We may use any means necessary to collect personal information, including paper and electronic forms, the website or any other technological platform, or telephone inquiries.
If required, we will collect your personal information for the following purposes (non-exhaustive list):
- To provide a service and any other complementary services;
- To improve the service offering;
- To monitor the quality of customer service and prevent errors and fraud;
- To confirm the identity of an individual and to meet any information request from the person;
- To operate and improve our website based on user usage habits;
- To collect applications for job vacancies within our organization;
- To meet the requirements of current regulations.
Who can use your personal information?
Personal information is accessible to every person qualified to receive it within the Société du Palais des congrès de Montréal (the “Société”) when the information is needed to perform their duties. All of our employees and subcontractors are likely to have access to personal information, to the extent necessary.
We undertake to:
- Not disclose the personal information of an individual to third parties other than in accordance with the conditions set out above;
- Not to sell the personal information of an individual to third parties.
Consent
Subject to obtaining your clear, free and informed consent, we may collect, use, communicate and retain your personal information. You may withdraw consent at any time, subject to certain exceptions set out in the regulations. Personal information concerning an individual under 14 years of age will not be collected from them without the consent of the individual’s parent or guardian.
Who can seek your consent?
- A representative of the Société for contractual or commercial purposes;
- A representative of the Société’s Human Resources Department to open an employee file following a hire and to conduct criminal or credit checks, as the case may be;
- A representative of the Société or a service provider authorized by the Société to purchase a product or service offered by the Société.
Cookies
Our web services use cookies. Anyone using our web services consents to this use. Cookies are used to manage connections and sessions and to personalize our web services according to your browsing habits and preferences.
You can set your browser or device to refuse or delete cookies after registration. The steps to refuse or delete can be found in the “Help” section of your browser or device.
What is a cookie?
Cookies are small data files stored on a person’s computer or mobile device when they visit a website or application. Cookies are used to enhance user experience by recording certain data, such as navigation preferences, frequency of visits, and so on.
How is your personal information retained?
The personal and confidential information we collect is retained only as long as necessary for the purposes of the services requested and to meet applicable legal and regulatory requirements. When personal information collected is no longer required, it is destroyed in accordance with the Société’s Document Management Policy (POL 44-10). In certain cases, we may anonymize the personal information stored.
Who is responsible for managing and retaining your personal information?
The Société is responsible for personal information in its possession or custody, including information entrusted to third parties for the purpose of providing services. We require these third parties to process this personal information according to the highest standards of confidentiality and security as well as in accordance with the regulations in force, including the Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1).
Security
We have implemented the seven security measures below with respect to the personal information and confidential data we hold in order to protect you against loss or theft and to prevent unauthorized access, transmission, use or modification of your personal information:
- Privacy impact assessment;
- Secure IT environments;
- Management of access to personal information;
- Training and awareness of Société employees;
- An undertaking from the Société’’s service providers to protect personal and confidential information;
- Physical and technological security of personal information;
- Management of incidents involving personal information.
For more information, see our Policy at pages 10 to 12.
Your rights
Any individual may contact us to view, have corrected, verify the accuracy and completeness of the personal information that we hold about them or file a request for the destruction of their personal information. Exceptions to this right may apply for legal or security reasons.
We undertake to answer any individual’s questions and concerns regarding the protection of their personal information. Any request or complaint concerning the protection of personal information must be forwarded and addressed to the person responsible for access and protection of personal information, at the address below:
Person Responsible for Access and Protection of Personal Information
Sara Bergevin
Corporate secretary and Director of legal affairs
159 Saint-Antoine Street West, 9th floor, Montreal, QC H2Z 1H2
Email: [email protected]
Our Policy came into effect on December 8, 2023 following its adoption by the internal Access to Information Committee and the Société’s Board of Directors.
We reserve the right to amend this Policy at any time. Any amendment will be published on our various web platforms.