PROTECTION OF PERSONAL INFORMATION POLICY
TRANSPORT JACQUES AUGER AND ITS AFFILIATED COMPANIES are committed to protecting all personal information collected and used during their activities.
THE PURPOSE OF COLLECTING PERSONAL INFORMATION
Our policy on the protection of personal data describes the standards for collecting, using, disclosing and retaining your personal information. It also explains how we protect your personal information and your access rights to that information.
Personal information is defined as any information or combination of information that relates to an individual person and allows him or her to be identified. However, the name of an individual, as well as his or her professional contact details, such as his or her title, address, telephone number and professional email address, are not personal information.
Personal information must be protected regardless of the nature of its medium and regardless of its form; written, graphic, audio, visual, computerized or other.
When we obtain information about you, we first ask for your written consent to the collection, use or disclosure of your information collected for the purposes indicated. 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 uses the information provided only for the purposes for which it was collected and to retain it for the duration necessary to complete the requested service.
However, we may collect, use or disclose this information without your consent when this is permitted or required by law. We may collect, use or disclose personal information without informing you or obtaining your consent only under special circumstances. Such circumstances arise when, for legal, medical or security reasons, it is impossible or unlikely to obtain your consent or when the information is necessary to investigate a possible breach of contract, prevent or detect fraud or enforce the law.
LIMITING THE COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
The purposes for which personal information is collected are generally to confirm the identity of a person, create an employee file, comply with legal requirements (some information required for tax purposes).
We limit the collection, use and disclosure of your personal information only for the purposes that we have indicated to you. Your personal information can only be accessed by certain authorized persons, and only in connection with the tasks assigned to them.
RETENTION OF INFORMATION
We retain your personal information as long as necessary for the purposes for which it was collected. We must destroy this information in accordance with the law and our record retention policy. When we destroy your personal information, we take the necessary steps to ensure its confidentiality and ensure that no unauthorized person can access it during the destruction process.
Personal information must be as accurate, complete and up to date as required by the purposes for which it is intended.
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 relating to the accuracy of such information are clearly established.
We do not systematically update personal information unless it is necessary to achieve the purposes for which it was collected.
The degree of accuracy and updating as well as the completeness of personal information will depend on the input of your data when filling out the consent form for collection.
We are responsible for the personal information we have in our possession or under our control, including the information we entrust to third parties for processing purposes. We require these third parties to retain this information in accordance with strict standards of confidentiality and security.
Our personal information protection officer oversees this personal information protection policy and the related processes and procedures to protect this information.
Our staff is informed and adequately trained on our policies and practices regarding the protection of personal information.
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 and against any unauthorized access, communication, 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 staff can access the information concerning you. The company ensures that these people are qualified to access this information and that access is necessary in the performance of their duties.
REQUEST FOR ACCESS TO INFORMATION AND MODIFICATIONS
You have the right to know if we hold personal information about you and to consult this personal information. You also have the right to ask questions about how this information was collected and used and to whom it was disclosed.
We will provide you with such information within a reasonable time, from the date of receipt of the written request. Reasonable fees may also be required to process your request.
In special circumstances, we may refuse to provide you with the information requested. Exceptions to your right of access include, among other things, 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 an investigation into fraud, that the information can only be obtained at prohibitive costs, or that the information is subject to 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 that you have designated to communicate it to you.
You can verify the accuracy and completeness of your personal information and, if necessary, request a modification. Any modification request will be processed within a reasonable amount of time.
Any request for access to personal information or modification of personal information can be sent to the address below:
PERSONAL INFORMATION PROTECTION OFFICER
Mr. Antoine Lacerte-Lepage
418 835 9266 extension 2301
COMPLAINTS AND QUESTIONS
You can contact the personal information protection officer at the above-mentioned address. Any complaint regarding the protection of personal information must be sent to the personal information protection officer at the address indicated above.
We will investigate all complaints. If a complaint is found to be justified, we will take appropriate measures, including, if necessary, modifying our policies and practices.
TRAINING AND AWARENESS
The company promotes best practices and respect for rights in terms of transparency and protection of personal information in various ways:
· It informs all staff (consent form).
· It displays the name and contact details of the person responsible for Personal Information.
· It mobilizes various means of awareness. Some of these include information sessions on the protection of personal information, reminders at team meetings, training for its staff, an action plan for Personal Information, logbook, etc.
If for any reason you think that our company has not adhered to these principles, please notify us by contacting our personal information protection officer. We will then do what is necessary to determine and correct the problem within a reasonable time. Mention “Privacy Protection” as the subject.
This policy must be reviewed every three years. It must also be updated when any substantial changes are made to legislation or regulatory requirements.
Updated: August 22, 2023