1. Preamble

1.1 Our Policy

CALACS La Bôme-Gaspésie (hereinafter, CALACS) invites you to read its privacy policy to learn about the rules it applies regarding the protection of personal information. This policy aims to inform you about our policies and practices. By providing your personal information, you accept the terms of this policy and agree that we may use it in accordance with these terms.

1.2 Use of Cookies

The CALACS website does not integrate permanent cookies into visitors’ computers. However, a temporary cookie is used to optimize certain website features. Thus, your browsing data is not collected by CALACS.

1.3 Information Sent by Email or via a Form

CALACS is committed to ensuring the protection of confidential information you entrust to it. If you voluntarily provide personal or otherwise confidential information by email or via a form, we only use the information required to allow CALACS staff to respond to your message or follow up on your request. Electronic correspondence is treated with the same confidentiality measures as other written documents.

1.4 Links to Other Sites

The CALACS website offers hyperlinks to other sites. Information exchanged on these sites is not subject to this privacy policy, but to that of the external site, if one exists.

1.5 For More Information About This Policy

If you have questions about this policy, we invite you to contact us via the “Book an Appointment” button located in the upper right corner of our website. Select “Direction” in the “your territory” box and “direction” in the “Intervenant(e)” box. You can choose the time that suits you best based on your contact’s availability.

1.6 Person Responsible for Access to Documents or Protection of Personal Information

The person responsible for applying the Access to Information Act is also responsible for ensuring compliance with this policy. To make comments or a complaint about non-compliance with this policy, write to us at direction@calacslabomegaspesie.com.

1.7 Who This Policy Applies To

The rules described in this policy concern you if we collect your personal information by technological means as part of our activities. For example, this policy applies if:

  • You contact us by email;

  • You use any of the forms on our website.

Our personal information protection policy describes in more detail our management and protection practices. You can consult it at the following link: Personal Information Protection Policy.

2. Situations in Which We Collect Your Personal Information and How to Limit Collection

We consider “personal information” to be any information about you that allows you to be identified directly or indirectly (for example, by associating it with other information).

We do our best to ensure your personal information is accurate, complete, and up to date when we use it. We rely on you to inform us when this information changes. To do so, you can write to us at direction@calacslabomegaspesie.com or call us at 1-866-968-6686.

We collect personal information by technological means in the situations listed below:

2.1 When You Use Our Membership Form

We offer the public the opportunity to become a regular member of our organization. This can be done by filling out the appropriate form on the website, which is available in several places.

When you use this form to become a member, we collect the following personal information:

  • Your name, email address, phone number, and mailing address to contact you.

How to limit the collection of this personal information?
You can visit one of our service points to complete the membership or renewal form in person.

2.2 When You Browse Our Website

Our website does not collect any personal information. The IP addresses of visitors are not retained. Browsing cookies are generated with each visit but are deleted when you end your session.

2.3 When You Respond to a Survey

We may collect personal information when conducting surveys, for example, to obtain your opinion on the quality of our services. Each survey is different. If we ask you to participate in a survey, we will inform you of the technological means used, the personal information to be collected, the purposes of the collection, and ways to limit the collection. Of course, you are free to accept or refuse to answer a survey.

2.4 When You Apply for a Job at CALACS

When you apply for a job, internship, or other position, we collect the personal information necessary to evaluate your application and to contact you during the process.

We collect the following personal information:

  • Your resume, cover letter, email address, and phone number, via the website where you apply (Québec emploi or by email).

  • Your application file, created during the hiring process. This file contains: address, phone number, email, gender at birth, date of birth, education, and work experience.

  • The list of job references for the reference check stage.

  • If your application is successful, employment information is required, including your social insurance number.

We check two references for the person(s) most likely to get the position, not for all candidates. We contact the references you provide, with your consent.

2.5 When You Submit Your File to Be a Board Member

The process for becoming a Board of Directors (CA) member is outlined in our bylaws. If you are elected by the General Assembly, we will need the following information to meet our legal obligations and communication needs among CA members:

  • Name, first name, mailing address, professional occupation, email address, phone number.

  • Copy of a photo ID.

  • Social insurance number and date of birth.

2.6 When You Write to Us by Email

When you correspond with us by email, we collect your email address and the personal information contained in your emails. The types of information and the reason for collection depend on the context of our exchanges.

Here are the most common situations:

  • When you send a complaint form. We collect personal information to open the file and process the complaint. The form only requests the necessary personal information. We collect your name, mailing address, email address, and phone number. If you have a legal representative, we collect the same information about them. We also collect the description of the complaint, the name and title of the people involved. Note that some of this information is not personal information (e.g., contact details of representatives).

  • When you request access to documents or personal information we hold. We collect the information contained in your email, your name, and your email address.

  • When you write to us for another reason. We collect the personal information contained in your email to respond to your questions or information requests, or to assist you in your efforts.

How to limit the collection of this personal information?
For most of the situations listed, you can obtain information in person or submit documents directly to CALACS offices.

3. We Respect Your Consent

When we collect, use, and disclose your personal information, we always do so for specific purposes. Your consent is valid for the time necessary to achieve these purposes. We may then retain your personal information as long as necessary to fulfill our retention obligations described by law and in our retention schedule.

We always respect the purposes for which we collected your personal information. If we wish to use or disclose your personal information for other purposes, we will ask for your consent, except in cases permitted by law.

4. How We Protect Your Personal Information

4.1 We Limit Access to Your Personal Information

Only staff members who need to process your personal information to perform their duties can access it. These people only have access to the information necessary to carry out their tasks.

We have established the roles and responsibilities of staff members throughout the processing cycle of your personal information, from collection to destruction or anonymization. These roles and responsibilities are described in our Personal Information Protection Policy. We review them regularly to keep them up to date.

4.2 We Implement Robust Security Measures

We have implemented several types of measures to protect your personal information against loss, theft, and any unauthorized access, use, or disclosure. These include:

  • Physical measures, such as locked premises;

  • Technological measures, such as firewalls;

  • Organizational measures, such as adopting a personal information protection policy and raising awareness and training our staff and board members.

4.3 We Destroy Your Personal Information After Fulfilling Our Obligations

We retain your information as long as necessary to achieve the purposes described in this policy. Even if you no longer have a relationship with us, we must retain your personal information for a certain period to comply with legal obligations. As long as we retain it, we continue to protect your personal information and ensure its confidentiality.

We have implemented a retention schedule to clearly establish the retention period for certain types of information. Once this period has passed, we destroy your personal information permanently and securely.

For statistical reasons, some data is anonymized. Thus, through this anonymization, we can determine the number of people who have used CALACS services. For example, we can group the number of people aged 14 to 17 who have used our services and the number of women or men who have used our services. This anonymized data allows us to meet our reporting obligations to our funders.

5. Your Rights

5.1 Withdraw Your Consent

You can request to withdraw your consent to the use, disclosure, and retention of your personal information.

The processing of this request depends on the situation and the intended purpose. Depending on the case:

  • You can withdraw your consent, but we will no longer be able to offer you a service that depends on it (for example, if you wish to withdraw a request for help and support you have submitted);

  • You cannot withdraw your consent, as the processing of your personal information is necessary or mandatory (for example, managing employer obligations).

In all cases, we may need to retain certain personal information to comply with our legal obligations.

5.2 Access and Correct Your Personal Information

You have rights related to your personal information. You can ask us to:

  • Access it;

  • Correct or update it.

Here are the steps for processing a request:

  • You must send a written request to the person responsible for access and protection of personal information. You will find their contact details at the end of this policy;

  • We will process your request within 30 calendar days after receiving it;

  • You will receive our response in writing.

5.3 Use the Complaint Process Related to Personal Information Protection

You can file a complaint if you believe that the management of your personal information does not comply with this policy or the law. Here are the steps for processing a request:

  • You must send a written request to the person responsible for access and protection of personal information. You will find their contact details at the end of this policy;

  • We will process your complaint within 30 calendar days after receiving all the necessary information for its processing;

  • You will receive your response in writing.

6. A Question, Complaint, or Comment

We have designated a person responsible for the protection of personal information. This person ensures that we comply with the rules described in this policy and the law. You can contact our personal information protection officer at the following coordinates:

Madame Annick Bouchard-Beaulieu
Executive Director and Personal Information Protection Officer
10-O, boulevard Sainte-Anne Ouest,
Sainte-Anne-des-Monts, Qc, G4V 1P3
Tel.: 1-866-968-6686
Email: direction@calacslabomegaspesie.com

This policy came into effect on November 13, 2024, upon its official adoption by the Board of Directors.

It has not been updated since its entry into force.