PRIVACY POLICY AND PROTECTION OF PERSONAL INFORMATION

1. Background

The Act respecting access to documents held by public bodies and the protection of personal information (CQLR, c. A-2.1) (the “Act”), as amended by the Act to modernize legislative provisions as regards the protection of personal information (SQ, 2021, c. 25) and the regulations adopted thereunder, aims to govern access to documents and the protection of personal information held by public bodies.
 

In carrying out its mission, the Armateurs du Saint-Laurent (ASL) must collect, use, retain, disclose and destroy personal information relating to its members or partners. Such personal information is confidential, except where it is public under the Act. ASL is therefore responsible for protecting its confidentiality and complying with the obligations imposed by the Act, including obtaining the consent of the individuals concerned before disclosing their information to third parties.
 

This Privacy and Personal Information Protection Policy aims to establish concrete measures to achieve these objectives.

2. Objectives

This Policy aims to govern the collection, use, retention, disclosure and destruction of personal information relating to ASL members and partners.
 

3. Definition of Personal Information

Personal information refers to any information relating to an individual that allows that person to be identified. This may include, for example, name, personal contact details (mailing address, telephone number, email address), organizational contact details, date of birth, and payment information.
 

The personal information that ASL may collect is identified in section 4.1.

4. Collection and Use of Personal Information

4.1 Collection of Personal Information

ASL only collects personal information to the extent necessary to fulfill its mission.

Situations in which ASL may collect such information include:

• Subscription to daily media monitoring and monthly strategic monitoring

• Registration online or by email for ASL events

• Membership application forms

• Other activities related to the Board of Directors and associated committees

• Employee management (hiring, etc.)

Collected information includes first and last name, as well as details about the organization for which the individual works (name, position, mailing address, email, business phone number, number of employees).
 

Cookies may also be placed on the device used when visiting the ASL website.
 

Information automatically collected when visiting the website (such as the search engine used and language) does not personally identify visitors and is not associated with personal information.
 

4.2 Use of Personal Information

ASL collects personal information for the following purposes:

• Communications related to ASL

• Responding to information and support requests

• Registration for events / mailing lists

• Confirmation of registrations

• Online payment processing

• Surveys

ASL ensures that personal information is used only for the purposes stated above.
 

Personal information lists are not shared with third parties, whether or not they are related to ASL’s activities. ASL does not sell such lists. Their sole purpose is to improve service and better understand members’ expectations and needs.
 

4.3 Security of Personal Information

ASL takes measures to protect personal information against theft, copying, or unauthorized use.
 

Access to personal information is restricted to those who require it internally for the purposes identified.

Personal information is stored in secure IT systems and is not accessible to unauthorized individuals.
 

5. Obtaining Your Consent

ASL must obtain the consent of the individual concerned before or at the time of collecting personal information, specifying the purposes for which it is collected.
 

When a person subscribes to a mailing list through forms on the website, they consent to the collection of their personal information for the purposes stated above.
 

6. Limitation of Use, Retention Period and Destruction

Personal information is used only for the purposes identified at the time of collection. If ASL wishes to use it for new purposes, it must obtain consent again. ASL retains personal information only for the period necessary to fulfill these purposes and in accordance with its policies.
 

Personal information may be retained longer when required by applicable laws, regulatory requirements, or to protect legal rights.

ASL undertakes to delete or destroy personal information upon written request or when it becomes obsolete.

Once the purposes are fulfilled, ASL destroys the personal information.
 

7. Access to Personal Information

ASL must provide access to personal information upon request. Individuals may request corrections or deletion. ASL commits to processing such requests within 30 days.
 

Upon request, ASL may also inform individuals of how their information has been used.
 

8. Use of Cookies

ASL uses cookies to analyze website traffic and facilitate navigation.

Users may refuse cookies via the consent banner displayed on their first visit.
 

9. Person Responsible for the Protection of Personal Information

The person responsible for the protection of personal information at ASL is the President and Chief Executive Officer, Mr. Saul Polo.
 

10. Contacting ASL

For any questions regarding this Policy, individuals may contact Mr. Saul Polo, President and Chief Executive Officer of ASL, at:
Saul.Polo@armateurs.ca