Privacy policy
THE CONFIDENTIALITY OF YOUR INFORMATION IS IMPORTANT TO US
—————————————————————————————————-
At Klimfax, we handle the personal information and data you share with us very carefully. As part of our business, we must collect information about you. This privacy policy covers all aspects of this data collection.
This privacy policy applies to you if:
- You were, are or will be a customer of Klimfax;
- You are a past, present or future employee;
- You are one of our subcontractors.
The data collected from you will only be used for the purposes mentioned in this policy.
By continuing to browse our website, you consent to the collection and storage of your personal information as outlined in this privacy policy.
1. WHAT INFORMATION IS COLLECTED?
The information collected differs depending on the nature of our relationship with you :
1.1 Customer relationship :
- First and last name, physical and email addresses, phone number(s).
1.2 Employment relationship :
- Current and past employee: First and last name, physical and email addresses, phone number(s), social insurance number, employment contract, work permit number (non-resident worker), seizure file numbers if applicable, business-specific computer information, disciplinary records, names, and dates of birth of family members (insurance), medical records in case of work stoppage or work accident.
- Candidate: First and last name, physical and email addresses, phone number(s), employment and training history.
1.3 Business relationship (subcontractor) :
- Bank details (cheque specimen).
2. WHEN AND HOW IS YOUR INFORMATION COLLECTED?
- Directly with you, either in person, by email, by phone, by text message, or via the different forms on our website;
- Through third-party sites and applications such as social networks (notably Facebook, LinkedIn), recruitment platforms (notably Indeed);
- Automatically, when you browse our website via cookies and similar technologies. Consult our cookies policy.
3. WHY DO WE COLLECT THIS INFORMATION?
Personal information collected is used solely for the following purposes:
- Commercial and business relations:
- Make appointments with us, obtain information, carry out service offers, produce contracts.
- Human resources management:
- Recruiting candidates, hiring individuals, payroll administration and benefits.
- Marketing planning and activities:
- Analyze your use of our website, target future content and advertisements, communicate with you about offers, promotions, special events, programs or contests that may be of interest to you.
4.WHO CAN ACCESS YOUR PERSONAL INFORMATION?
We share only the personal information required to conduct our activities with third parties, whether in-house or external. These third parties differ depending on the relationship we have with you :
4.1 Customer relationship :
- In-house: Sales team, operations management team and finance team.
- External: People with access to software containing this data.
4.2 Employment relationship :
- In-house: Executive and human resources teams, managers.
- External: People with access to payroll applications and people with access to recruitment applications (Indeed, Facebook, Klimfax website).
4.3 Business relationship (subcontractor) :
- In-house: Finance team.
- External: Not applicable.
5. HOW DO WE PROTECT YOUR PERSONAL INFORMATION?
Your personal information is kept within Quebec.
5.1 Tools used
We use software in which certain personal information is stored:
- Sharepoint infonuagic solution for all human resources management information;
- Acomba and Servicentre on local servers (no cloud backup).
We also use physical storage resources such as:
- Paper documents for sales and invoicing.
5.2 Data retention period
All digital and paper documents relating to our customer and subcontractor activities are kept for an unlimited period. Information concerning employees is kept for up to 7 years after the termination date of employment, except records concerning work-related accidents, which are kept for 20 years. Personal information relating to applications received by email is deleted when the decision is made not to hire the person.
At the expiry of this period, all personal information will be deleted from our servers, and all physical documents will be destroyed.
5.3 Measures for the destruction of personal information
We use the following means to destroy your personal information at the end of the retention period or at your request by using the form below :
"*" indicates required fields
Paper documents are shredded by a company specializing in document destruction within the timeframe established by the government. Hard disks are formatted, and backup copies are replaced after a certain time to make way for the new backup.
6. YOUR RIGHTS CONCERNING THE RETENTION AND USE OF YOUR PERSONAL INFORMATION
This policy gives you the following rights:
- Have access to your personal information;
- Have your personal information corrected;
- Formulate comments, questions and complaints;
- Request the destruction of your personal information by filling out the form at point 5.3
To exercise these rights, contact the person responsible for the protection of personal information:
Finance and administration director
514 990-1179
7. TO CONCLUDE
This privacy and use of personal information policy complies with Quebec and Canadian data protection laws. It is subject to change at any time to reflect the evolution of our activities as well as any changes that may occur in the laws governing personal data. In the event of modifications, a message will be added at the top of the page. The most recent version of our Privacy Policy takes precedence over all previous versions.
