{"id":1261,"date":"2024-01-10T09:55:58","date_gmt":"2024-01-10T14:55:58","guid":{"rendered":"http:\/\/www.eco-tel.co\/?page_id=1261"},"modified":"2024-07-10T12:48:25","modified_gmt":"2024-07-10T16:48:25","slug":"privacy-policy-ecotel","status":"publish","type":"page","link":"https:\/\/www.eco-tel.co\/en\/privacy-policy-ecotel\/","title":{"rendered":"Privacy Policy"},"content":{"rendered":"\t\t
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Privacy Policy<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Following the adoption of the Act to Modernize Legislative Provisions as Regards the Protection of Personal Information (Law 25), assented to on September 22, 2021, a number of changes have been made to\u00a0Act Respecting The Protection Of Personal Information In The Private Sector, c.\u00a0P-39.1<\/a>\u00a0(hereinafter \u201d\u00a0Protection of Personal Information Act<\/em> \u201c) to reinforce the protection of personal information in Quebec. As ECOTEL is required to collect, use and retain personal information in the course of its activities and is subject to this Act, it has developed the Personal Information Protection Governance Policy. (herinafter \u201d\u00a0the Act\u00a0\u201c).<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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GOALS<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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This Policy describes the standards for the collection, use, communication and retention of personal information in order to ensure the security of such information. It also explains the roles and responsibilities of anyone within the company with access to personal information, throughout its lifecycle within the company. Finally, it describes the process for handling complaints about the protection of this information.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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SCOPE OF APPLICATIONS<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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This Policy applies to ECOTEL, which includes employees and any person who provides services on behalf of the company.<\/p>

It applies to all personal information collected, used and retained by ECOTEL, regardless of its form (physical, digital, written, graphic, audio, visual or other), as well as to the ECOTEL website, where applicable.<\/p>

*Personal information is defined as any information concerning a physical person that can lead, directly or indirectly, to identify this person.<\/p>

*The APPENDICES are an integral part of the Policy.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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COLLECTIONS<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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ECOTEL collects personal information from employees and potential candidates for recruitment purposes.<\/p>

ECOTEL typically collects personal information directly from the person concerned with his or her consent, unless an exception is required by law.<\/p>

Consent may be obtained implicitly in certain situations, for example, when an individual decides to provide his or her personal information voluntarily as part of a potential hiring process.<\/p>

In all cases, ECOTEL collects personal information only if it has a valid reason to do so. Furthermore, the collection of information will be limited to that which is necessary to fulfill the intended purpose.<\/p>

Unless an exception is prescribed by law, ECOTEL will seek the consent of the person concerned before requesting personal information about him or her from a third party.<\/p>

Considering that ECOTEL collects personal information by technological means, it has adopted a Privacy Policy available in\u00a0APPENDIX<\/strong>\u00a01.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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USE<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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ECOTEL is committed to using personal information in its possession only for the purposes for which it was collected and as authorized by law. It may, however, collect, use or disclose them without the consent of the person concerned when allowed or required by law. Such circumstances arise especially when, for legal, medical or security reasons, it is impossible or unlikely to obtain consent, when such use is clearly for the benefit of the person concerned, when it is necessary to prevent or detect fraud or for any other compelling reason.<\/p>

ECOTEL limits employee access to personal information and personal knowledge necessary for the proper exercise of their functions.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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COMMUNICATION<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Normally, ECOTEL cannot disclose personal information about an individual without that person\u2019s consent.<\/p>

However, ECOTEL may disclose personal information to a third party without the consent of the concerned individual when the disclosure is due to a regulatory or legal requirement or when the Privacy Act or any other law so allows.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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RETENTION<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Retention<\/u><\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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In the context of its operations, ECOTEL must keep many documents containing personal information.<\/p>

In addition to obligations imposed by the Canada Revenue Agency, Revenu Qu\u00e9bec and the Act respecting labour standards, some documents must be kept for a prescribed period of time. The obligation to retain documents is described in\u00a0APPENDIX<\/strong>\u00a04 of this document.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Retention period<\/u><\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The obligation to retain certain documents is described below:<\/p>

Document<\/strong><\/p><\/td>

Retention period<\/strong><\/p><\/td><\/tr>

Curriculum vitae<\/p><\/td>

4 years<\/p><\/td><\/tr>

Paper employee\u00a0file<\/em><\/p><\/td>

7 years<\/p><\/td><\/tr>

Payroll software<\/em>\u00a0employee file<\/p><\/td>

2 years<\/p><\/td><\/tr><\/tbody><\/table>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Physical and digital documentation<\/u><\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Depending on the nature of the personal information, it may be stored at ECOTEL\u2019 offices, in various ECOTEL\u2019 or its service providers\u2019 computer systems, or in ECOTEL\u2019 or its service providers\u2019 storage facilities.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Security measures<\/u><\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The security and protection of personal information is important to ECOTEL. The company has implemented security measures to ensure that all personal information remains strictly confidential and is protected against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.<\/p>

Depending on the nature of the documents and information, different levels of security are applied to document management, and actions are taken accordingly. These security precautions may include organizational measures such as restricting employee access to what is strictly necessary; backing up and archiving data using an external system, etc.; and technological measures such as the use of passwords and encryption (e.g. frequent password changes and the use of firewalls).<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Text-based digitization<\/u><\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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In the event that ECOTEL wishes to destroy the original documents following their digitization, it complies with the following conditions:<\/p>

  1. The information contained in the digitized documents has not been altered and has been maintained in its entirety;<\/li>
  2. The digitization process, and the medium used to store the digitized documents, must ensure the stability and longevity of the documents.<\/li><\/ol>

    ECOTEL chooses a medium or technology for storing its documents that complies with these conditions.<\/p>

    When ECOTEL digitizes a document, it follows the procedure described in\u00a0APPENDIX<\/strong>\u00a02.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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    Original documents containing personal or confidential information are securely destroyed.<\/p>

    ECOTEL uses permanent document destruction techniques adapted to the level of confidentiality associated with the document to be destroyed.<\/p>

    We refer to\u00a0APPENDIX<\/strong>\u00a03 for definitive document destruction procedures.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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    PRIVACY IMPACT ASSESSMENT<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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    ECOTEL is required to conduct a Privacy Impact Assessment (PIA) for all acquisition, development and redesign of information systems or electronic service delivery projects involving personal information.<\/p>

    The privacy impact assessment carried out must be in proportion to the sensitivity of the information concerned, the purpose for which it is to be used, its quantity, distribution and medium.<\/p>

    ECOTEL can use the guide developed by the Commission d\u2019acc\u00e8s \u00e0 l\u2019information \u201cSupport guide \u2013 Performing a privacy impact assessment<\/a>\u201d to carry out a privacy impact assessment, if necessary.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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    REQUEST FOR ACCESS OR RESTRICTION<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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    Any person may request access or correction of personal information held by ECOTEL.<\/p>

    The concerned person must submit a written request to this effect to the ECOTEL Privacy Officer.<\/p>

    Subject to certain legal restrictions, individuals may request access and correction of their personal information held by ECOTEL if it is inaccurate, incomplete or misleading.<\/p>

    The ECOTEL Privacy Officer must respond in writing to such requests within 30 days of receiving them.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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    CONFIDENTIALITY BREACH<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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    Confidentiality incidents and breaches<\/u><\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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    A confidentiality breach is any unauthorized access, use or disclosure of personal information, as well as its loss or any other form of breach of confidentiality.<\/p>

    If ECOTEL has reason to believe that a confidentiality breach involving personal information held by ECOTEL has occurred, ECOTEL will use all reasonable efforts to minimize the risk of harm and to prevent similar incidents in the future.<\/p>

    In the event of a confidentiality breach, ECOTEL will assess the extent of the prejudice. This assessment takes into account, among other things: the sensitivity of the personal information concerned; the possible malicious uses of the information; the anticipated consequences of the use of the information; and the likelihood of the information being used for harmful purposes.<\/p>

    When the incident presents a risk of serious harm to the individuals whose information is involved, ECOTEL notifies in writing :<\/p>