Technoscience Urban Hubs Privacy Policy

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 clarify how Technoscience Urban Hubs collects, uses, discloses, stores, destroys, and processes personal information. Furthermore, it aims to inform any interested party about how Technoscience Urban Hubs handles their personal information.

2. Scope and definitions

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

This privacy policy covers the personal information of activity participants, clients, and prospects, as well as that of managers, employees, consultants, and volunteers. It also applies to any person providing services on behalf of Technoscience Urban Hubs that require the collection of their personal information. It also applies to website users. Internet of Technoscience Urban Hubs.

The websites controlled and maintained by Technoscience Urban Hubs may contain links to other websites that are not covered by this privacy policy. We encourage you to consult the policies of those 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 client relationships (and obtain a means of communication); provide a service; collect information as part of a program. Note that it is sometimes necessary to share the information provided to the program; respond to an inquiry about the cybersecurity ecosystem or any other inquiry; register clients for events organized by Technoscience Urban Hubs; ensure payment of costs related to services or programs; registration for the Technoscience Urban Hubs newsletter and seminars.	through web forms integrated into the website controlled by Technoscience Urban Hubs, as well as on other technological form platforms or tools; by email (directly or through an attached document or other type of form); to 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 communications, payment of prizes received, registration for activities organized by Technoscience Urban Hubs, surveys	via web forms integrated into a website controlled by Technoscience Urban Hubs and other technological form platforms or tools (e.g., Zoho, Zeffy, Monday) or by email
Technoscience Partners Urban Hubs	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 communications, registration for activities organized by Technoscience Urban Hubs, surveys	via web forms integrated into a website controlled by Technoscience Urban Hubs and other technological form platforms or tools (e.g., Zoho, Zeffy, Monday) or by email
Innovators	nametelephone numberemailprofessionbanking details (when necessary)	future communications, registration for activities organized by Technoscience Urban Hubs, surveys, travel expense reimbursements	via web forms integrated into a website controlled by Technoscience Urban Hubs and other technological form platforms or tools (e.g., Zoho, Zeffy, Monday) or by email

Technoscience Urban Hubs may only use an individual's personal information for the purposes outlined in these policies or for any other purposes provided at the time of collection. Whenever Technoscience Urban Hubs wishes to use this information for another reason or purpose, new consent must be obtained from the individual concerned, and this consent must be explicit if the information is sensitive. Technoscience Urban Hubs ensures that the information it holds is up-to-date and accurate at the time it is used to make a decision concerning the individual.

a) Consent

Generally, Technoscience Urban Hubs collects personal information directly from the individual concerned and with their consent, unless an exception is provided for by law. Normally, Technoscience Urban Hubs must also obtain the individual's consent before collecting their personal information from third parties, before disclosing it to third parties, or for any secondary use thereof, unless an exception is 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 Technoscience Urban Hubs' services and programs target minors, and more generally, Technoscience Urban Hubs requires the collection of personal information concerning minors. In the case of a minor under 14 years of age, the law also requires obtaining the consent of the holder of parental authority or guardian for the collection, use, or disclosure of personal information. Art. 104 of Act 25 (or 4.1 LPRPSP)
Technoscience Urban Hubs may collect personal information from third parties. Unless otherwise provided by law, Technoscience Urban Hubs will obtain the consent of the individual concerned before collecting their personal information from a third party. If such information is not collected directly from the individual, but from another organization, the individual concerned may request the source of the information collected from Technoscience Urban Hubs.

Technoscience Urban Hubs may collect personal information indirectly, in particular 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 data collection through third parties may be necessary to access certain services or programs, or to otherwise conduct business with Technoscience Urban Hubs. When required, Technoscience Urban Hubs will obtain the individual's consent at the appropriate time.

Additional information on the technologies used :

Use of Google Analytics

The Technoscience Urban Hubs website (https://technoscience-rm.ca/Technoscience Urban Hubs uses Google Analytics to enable its continuous improvement. Google Analytics allows us to analyze how a visitor interacts with the Technoscience Urban Hubs website. Google Analytics uses cookies to generate statistical reports on visitor behavior and the content viewed on this website.

Information from Google Analytics will never be shared by Technoscience Urban Hubs with third parties.

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

Other technological means used

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

c) Communication

Generally, and unless otherwise specified in this policy or required by law, Technoscience Urban Hubs will obtain the consent of the individual concerned before disclosing their personal information to a third party. Furthermore, when consent is required, particularly when sensitive personal information is involved, Technoscience Urban Hubs must obtain the individual's explicit consent before disclosing the information.

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

Technoscience Urban Hubs discloses personal information to a public body (such as the government). Personal information is required by service providers who assist us or enable us to offer you our products and services. For example, these service providers may include event organizers, Technoscience Urban Hubs' designated subcontractors for carrying out mandates within programs administered by Technoscience Urban Hubs, and cloud service providers. This is necessary for the completion of a business transaction. Technoscience Urban Hubs may also disclose personal information to the other party to the transaction, subject to the conditions stipulated by law.

Communication outside Quebec

It is possible that personal information held by Technoscience Urban Hubs may be disclosed outside Quebec, for example, when Technoscience Urban Hubs uses cloud service providers whose server(s) are located outside Quebec or when Technoscience Urban Hubs does business 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 Urban Hubs will only retain personal information for the period necessary to fulfill the purposes for which it was collected.

At the end of the retention period or when the personal information is no longer needed, Technoscience Urban Hubs 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 Urban Hubs is committed to implementing reasonable security measures to ensure the protection of personal information. These security measures take into account, among other things, the purpose, quantity, distribution, medium, and sensitivity of the information. Therefore, information that can be classified as sensitive will be subject to greater security measures and will require enhanced protection.

Technoscience Urban Hubs has put in place the necessary measures to impose constraints on the rights to use its information systems so that only employees who need access are authorized to access them.

6. Rights of access, rectification and withdrawal of consent

To exercise 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 at Technoscience Urban Hubs, at the following email address: fberthomieu@technoscience-rm.ca

Subject to certain legal restrictions, individuals may request access to their personal information held by Technoscience Urban Hubs and request its correction if it is inaccurate, incomplete, or ambiguous. They may also demand that the dissemination of their personal information cease when such dissemination violates the law or a court order.

The Privacy Officer at Technoscience Urban Hubs must respond in writing to these requests within 30 days of receiving them. Any refusal must be justified and accompanied by the legal provision that supports the refusal. In such cases, the response must indicate the available legal remedies and the deadlines for exercising them. The Privacy Officer must assist the requester in understanding 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 Urban Hubs what personal information is collected from them, which categories of people at Technoscience Urban Hubs have access to it and how long it is kept.

7. Complaint handling process

Reception

Any person wishing to make a complaint relating to the application of this policy or, more generally, to the protection of their personal information by Technoscience Urban Hubs, must do so in writing by addressing the person responsible for the protection of personal information at Technoscience Urban Hubs, at the email address indicated in the following section.

The individual must provide their name, contact information (including a phone number), and the subject and reasons for their complaint, giving sufficient detail for Technoscience Urban Hubs to assess it. If the complaint is not sufficiently specific, the Privacy Officer may request any additional information deemed necessary to evaluate the complaint.

Treatment

Technoscience Urban Hubs is committed to handling all complaints received confidentially.

Within 30 days of receiving the complaint, or within 30 days of receiving any additional information deemed necessary and required by the Privacy Officer of Technoscience Urban Hubs to process it, the latter must assess the complaint and provide a reasoned written response to the complainant by email. This assessment will determine whether Technoscience Urban Hubs' processing of personal information 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 Urban Hubs invites any interested person to first contact their personal information protection officer and wait for the end of the processing by Technoscience Urban Hubs.

8. To contact us

For any requests, questions or comments regarding this policy, please contact the Privacy Officer of Technoscience Urban Hubs by email or via their business contact information:

Responsible for the protection of personal information:

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

9. Publication and modifications

This policy is published on the Technoscience Urban Hubs website and is also disseminated through any means appropriate to reach the individuals concerned, such as our newsletter. This policy may be subject to significant changes if we modify 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.