Privacy Policy Technoscience Région métropolitaine

This policy was last updated: September 19, 2023

Context
Application and definitions
Collection, use and communication
Retention and destruction of personal information
Data security
Rights of access, rectification and withdrawal of consent
Complaint handling process
Approval
Publication and modifications

1. Background

This policy aims to highlight how Technoscience Région métropolitaine collects, uses, communicates, stores, destroys and processes personal information. In addition, it aims to inform anyone interested on how Technoscience Région métropolitaine processes their personal information.

2. Scope and definitions

This policy applies to all services and events organized by Technoscience Région métropolitaine, which includes in particular the Expo-sciences Hydro-Québec of Montérégie, Montreal and the North Shore, the Défi génie inventif ÉTS, Défi apprenti génie, Girls and science, an electrifying duo, activities, as well as all events organized or co-organized by Technoscience Région métropolitaine.

This confidentiality policy covers the personal information of participants in activities, customers, prospects, in addition to that of managers, employees, consultants, volunteers. It also applies to any person who provides services on behalf of Technoscience Région métropolitaine which requires the collection of their personal information. It also applies to users of the site Internet of Technoscience Région métropolitaine.

It is possible that websites controlled and maintained by Technoscience Région métropolitaine contain links to other websites that are not covered by this privacy policy. We invite you to consult the policies of these websites to learn about their practices regarding your personal information and your rights in this regard.

For the purposes of this document, personal information is information which concerns a natural person and which allows, directly or indirectly, to identify them. For example, this could be name, address, email address, telephone number, gender, etc.

Sensitive personal information is information for which there is a high degree of reasonable expectation of privacy, for example health information, banking information, biometric information, sexual orientation, ethnic origin, political opinions, religious beliefs or philosophical, etc.

This privacy policy aims to respect the principles and framework defined in the Private Sector Privacy Act applicable to residents of Quebec.

3. Collection, use and communication

This table highlights the types of information collected, their use (or the intended objective) as well as the means by which the information is collected.

Persons concerned	Type of personal information	End of collection	Way of collecting information (means)
Clients	nametelephone numberemailbanking information (when necessary)Professional addressName of company/establishmentProfessional title	establish and manage customer relationships (and obtain a means of communication) provide a service collect information as part of a program. Note that it is sometimes necessary to communicate the information provided to the program in question respond to a request for information on the cybersecurity ecosystem or any other request for information register customers for events organized by Technoscience Région métropolitaineensure payment of costs related to services or programs registration for the newsletter and seminars Technoscience Région métropolitaine	by means of web forms integrated into the website controlled by Technoscience Région métropolitaine as well as on other platforms or technological tools of forms. by email (directly or through an attached document or other type of form) from third parties
Job applicants and employees	nametelephone numberemailbanking informationsocial insurance numberdate of birthaddress	managing communications with the candidate or employee ensuring the functioning of the payroll system	by email by form (typeform Le Chiffre)
Participants in activities and their parents or legal guardians	nametelephone numberemailaddressschool attendededucation levelmedical recordsbank details (if necessary)	future communicationspayment of prizes receivedregistration for activities organized by Technoscience Région métropolitainesurveys	by means of web forms integrated into a website controlled by Technoscience Région métropolitaine and other forms technology platforms or tools (e.g. Zoho, Zeffy, Monday) by email
Partners of Technoscience Région métropolitaine	nametelephone numberemailbanking details (when necessary)	establish the partnership (signing partnership agreements) collaboration	by email (directly or via an attached document or other type of form)
Volunteers and judges	namephone numberemail	future communicationsregistration for activities organized by Technoscience Région métropolitainesurveys	by means of web forms integrated into a website controlled by Technoscience Région métropolitaine and other forms technology platforms or tools (e.g. Zoho, Zeffy, Monday) by email
Innovators	nametelephone numberemailprofessionbanking details (when necessary)	future communicationsregistration for activities organized by Technoscience Région métropolitainesurveysreimbursement of travel expenses	by means of web forms integrated into a website controlled by Technoscience Région métropolitaine and other forms technology platforms or tools (e.g. Zoho, Zeffy, Monday) by email

Technoscience Région métropolitaine may only use an individual's personal information for the reasons stated in these policies or for any other reasons provided at the time of collection. As soon as Technoscience Région métropolitaine wants to use this information for another reason or another purpose, new consent must be obtained from the person concerned, which must be obtained expressly if it concerns sensitive personal information. Technoscience Région métropolitaine ensures that the information it holds is up to date and accurate when it is used to make a decision relating to the person concerned.

a) Consent

In general, Technoscience Région métropolitaine collects personal information directly from the person concerned and with their consent, unless an exception is provided for by law. Normally, Technoscience Région métropolitaine must also obtain the consent of the person concerned before collecting their personal information from third parties, before communicating it to third parties or for any secondary use thereof, unless otherwise provided for by law.

b) Collection

In all cases, the collection of personal information will only be limited to the information necessary to fulfill the intended objective, as defined in the table above.

Please note that the services and programs of Technoscience Région métropolitaine target minors, and more generally, Technoscience Région métropolitaine requires obtaining personal information about minors. In the case of a minor under 14 years of age, the law also requires obtaining consent from the holder of parental authority or guardian for the collection, use or communication of personal information. Art. 104 law 25 (or 4.1 LPRPSP)
Technoscience Région métropolitaine may collect personal information from third parties. Unless there is an exception provided for by law, Technoscience Région métropolitaine will request the consent of the person concerned before collecting personal information concerning them from a third party. In the event that such information is not collected directly from the person, but from another organization, the person concerned may request the source of the information collected from Technoscience Région métropolitaine.

Technoscience Région métropolitaine may collect personal information indirectly, notably by using:

Zeffy, for registrations for our activities. Zeffy has its own conditions and own privacy policy, which can be consulted for more information.
Monday, for activity reservations. Monday has its own conditions and its own Privacy Policy, which can be consulted for more information.
Zoho, for registrations for our events. Zoho has its own terms and conditions. own privacy policy, which can be consulted for more information.
Girls and Science, for registrations for the event. The Girls and science has its own terms and conditions and privacy policy, which can be consulted for more information.
Google Forms, for responses to questionnaires. Google has its own terms and conditions own privacy policy, which can be consulted for more information.
Cyberimpact, for subscriptions to our newsletter. Cyberimpact has its own conditions and own privacy policy, which can be consulted for more information.
Fanslab, for registrations in our community. Fanslab has its own conditions and own privacy policy, which can be consulted for more information.
Le Chiffre, for processing salaries, taxes. Le Chiffre has its own conditions and privacy policy, which can be consulted for more information.
Desjardins – AccèsD, for processing invoices. Desjardins Group has its own conditions and its own Privacy Policy, which can be consulted for more information.

This collection through third parties may be necessary to use certain services or programs, or to otherwise do business with Technoscience Région métropolitaine. When required, Technoscience Région métropolitaine will obtain the consent of the person at the appropriate time.

Additional information on the technologies used :

Use of Google Analytics

Site Technoscience Région métropolitaine (https://technoscience-rm.ca/) uses Google Analytics to enable its continuous improvement. Google Analytics makes it possible, in particular, to analyze the way in which a visitor interacts with a website. Technoscience Région métropolitaine. Google Analytics uses cookies to generate statistical reports on the behavior of visitors to this website and the content viewed.

Information from Google Analytics will never be shared by Technoscience Région métropolitaine to third parties.

It is possible to install a browser add-on to disable Google Analytics.

Other technological means used

Technoscience Région métropolitaine also collects personal information through technological means such as web forms integrated into a website controlled by Technoscience Région métropolitaine (for example, its contact form, its activity reservation form, its form to subscribe to the newsletter), questionnaires accessible online on its platforms and applications, as well as other platforms or communication tools. forms (e.g. Monday Forms, Google Forms).

c) Communication

Generally, and unless otherwise specified in this policy or otherwise provided by law, Technoscience Région métropolitaine will obtain the consent of the person concerned before communicating their personal information to a third party. In addition, when consent is necessary and when it concerns sensitive personal information, Technoscience Région métropolitaine must obtain the explicit consent of the person before communicating the information.

However, the communication of personal information to third parties may be necessary when:

Technoscience Région métropolitaine communicates to a public body (such as the government). Personal information is required by service providers who assist or enable us to provide our products and services to you. For example, these service providers may be event organizers, subcontractors of Technoscience Région métropolitaine designated to carry out mandates in programs administered by Technoscience Région métropolitaine and cloud service providers. This is necessary for the purposes of concluding a commercial transaction. Technoscience Région métropolitaine could also communicate personal information to the other party of the transaction and subject to the conditions provided for by law.

Communication outside Quebec

It is possible that personal information held by Technoscience Région métropolitaine be communicated outside Quebec, for example, when Technoscience Région métropolitaine uses cloud service providers whose server(s) are located outside Quebec or when Technoscience Région métropolitaine deals with subcontractors located outside the province.

4. Retention and destruction of personal information

Unless a minimum retention period is required by applicable law or regulation, Technoscience Région métropolitaine will only retain personal information for as long as necessary to achieve the purposes for which it was collected.

At the end of the retention period or when the personal information is no longer necessary, Technoscience Région métropolitaine will ensure:

to destroy them; Or
to anonymize them (i.e. they no longer irreversibly allow the person to be identified and it is no longer possible to establish a link between the person and the personal information) to use them for serious and legitimate purposes.

5. Data security

Technoscience Région métropolitaine undertakes to implement reasonable security measures to ensure the protection of personal information. The security measures in place correspond, among other things, to the purpose, quantity, distribution, medium and sensitivity of the information. Thus, this means that information that can be qualified as sensitive will have to be subject to greater security measures and will have to be better protected.

Technoscience Région métropolitaine has implemented the necessary measures to impose constraints on the rights of use of its information systems so that only employees who must have access to them are authorized to access them.

6. Rights of access, rectification and withdrawal of consent

To assert their rights of access, rectification or withdrawal of consent, the person concerned must submit a written request to this effect to the person responsible for the protection of personal information of Technoscience Région métropolitaine, to the following email address: fberthomieu@technoscience-rm.ca

Subject to certain legal restrictions, data subjects may request access to their personal information held by Technoscience Région métropolitaine and request their correction in the event that they are inaccurate, incomplete or ambiguous. They may also demand the cessation of the dissemination of personal information concerning them, when the dissemination of this information contravenes the law or a court order.

The person responsible for the protection of personal information Technoscience Région métropolitaine must respond in writing to these requests within 30 days of the date of receipt of the request. Any refusal must be reasoned and accompanied by the legal provision justifying the refusal. In these cases, the response must indicate the remedies under the law and the time limit for exercising them. The manager must help the applicant understand the refusal if necessary.

Subject to applicable legal and contractual restrictions, data subjects may withdraw their consent to the communication or use of the information collected.

They can also ask Technoscience Région métropolitaine what personal information is collected from her, the categories of people at Technoscience Région métropolitaine who have access to it and their retention period.

7. Complaint handling process

Reception

Any person who wishes to make a complaint relating to the application of this policy or, more generally, to the protection of their personal information by Technoscience Région métropolitaine, must do so in writing by contacting the person responsible for the protection of personal information of Technoscience Région métropolitaine, to the email address indicated in the following section.

The individual must indicate their name, contact details, including a telephone number, as well as the subject and reasons for their complaint, giving sufficient detail so that it can be evaluated by Technoscience Région métropolitaine. If the complaint made is not sufficiently precise, the person responsible for the protection of personal information may request any additional information that he considers necessary to be able to evaluate the complaint.

Treatment

Technoscience Région métropolitaine undertakes to treat any complaint received confidentially.

Within 30 days following receipt of the complaint or following receipt of all additional information deemed necessary and required by the person responsible for the protection of personal information of Technoscience Région métropolitaine to be able to process it, the latter must evaluate it and formulate a reasoned written response by email to the complainant. This evaluation will aim to determine whether the processing of personal information by Technoscience Région métropolitaine complies with this policy, any other policies and practices in place within the organization and applicable legislation or regulations.

In the event that the complaint cannot be processed within this period, the complainant will be informed of the reasons justifying the extension of the deadline, the progress of the processing of his complaint and the reasonable time necessary to be able to provide him with a response. definitive.

It is also possible to file a complaint with the Commission for access to information of Quebec or any other supervisory body regarding the protection of personal information responsible for the application of the law concerned by the subject of the complaint.

However, Technoscience Région métropolitaine invites any interested person to first contact their personal information protection officer and to wait for the end of the processing process by Technoscience Région métropolitaine.

8. To contact us

For any requests, questions or comments regarding this policy, please contact the person responsible for the protection of personal information at Technoscience Région métropolitaine by email or via their business contact details:

Responsible for the protection of personal information:

Franz Berthomieu
Technoscience Région métropolitaine
4545 BC Stone coubertin,
Montreal (Quebec) H1V 0B2
fberthomieu@technoscience-rm.ca

9. Publication and modifications

This policy is published on the website of Technoscience Région métropolitaine and is also disseminated by any means likely to reach the people concerned, such as our newsletter. This policy may be subject to significant changes if we change our practices for collecting, using or disclosing personal information or if the law changes.

Any changes to this policy will be indicated at the top of this page. Any significant changes to this policy will be the subject of a notice in the newsletter to inform the people concerned.