Confidentiality and protection of personal information policy

Last update: September 23, 2024

The objective of this Privacy Policy is to inform users of our site www.impbeauce.com of the personal data we collect as well as their use.

Impressions de Beauce inc strictly complies with Quebec law 25 regarding the protection of personal data. 

This privacy policy also details our commitment and the measures taken to ensure the security of your personal information.

In this Policy:

• “Personal information” means any information which concerns a natural person and allows them to be identified.
• “You” refers to you as a client, supplier or employee of Impressions de Beauce or as a user of one of its services (the “Services”).

The following articles provide you with information on:

• The nature of the Personal Information we collect and the means by which we do so;
• The scope of your consent;
• The security and governance measures we follow to protect them;
• The purposes of their use
• How we communicate and store them;
• Your rights regarding them as well as how to exercise them.

RESPONSIBILITY

Impressions de Beauce inc has designated one or more individuals responsible for compliance with this Policy.

The responsibility for ensuring compliance by Impressions de Beauce inc with the Policy lies with the designated person(s), even if other people within Impressions de Beauce inc may be responsible for the daily collection and processing of Personal Information. Other people within Impressions de Beauce inc. may also be delegated to act on behalf of the designated person(s).

Protection of personal information

The name or title and address of the person responsible for the policies and practices of Impressions de Beauce inc and to whom complaints and requests for information should be sent is:

• Sophie Gagnon, administrative assistant, This email address is being protected from spambots. You need JavaScript enabled to view it. 418 774-5565 ext. 6

For any questions or requests relating to the Policy, you can send to that person an email.

POLICY CONTENT

Personal information we collect

“Personal information” means any information relating to a natural person and which allows, directly or indirectly, to identify them. We only collect Personal Information about you that is necessary to establish, manage and maintain the relationship we have with you.

Regarding orders and online orders, we may collect:

• Your first and last name, your postal address, your email address and your telephone number.

Regarding the customer account opening form, we may collect:

• Your first and last name, your postal address, your email address, your telephone number, your credit references and consult your registration with the business registrar.

This information is collected to enable us to provide you with a service and follow up with you during your purchases.

Regarding supplier accounts, we may collect:

• Name of the entity, first and last name of the person responsible, postal address, email address, telephone number and bank details.

This information is collected to enable us to process payments.

Regarding employee files, we can collect:

• Your curriculum vitae, your first and last name, your postal address, your social insurance number, your date of birth, your email address, your telephone number, your bank details. For group insurance: your state of health, the name of the shareholders and the name of your beneficiaries.

This information is collected to allow us to run payroll, manage the group insurance plan and produce our tax obligations.

Your consent

Your consent to the collection, use or communication of your Personal Information must be manifest, free and informed. It must be given for the purposes and objectives identified in this Policy.

In this regard, this Policy is written in clear terms, to facilitate understanding. However, if any ambiguities remain, you can contact our personal information protection manager whose contact details are available at the top of this policy. Depending on the nature and sensitivity of your Personal Information, your consent may be explicit and expressed expressly (such consent may be given verbally, in writing or electronically) or implicitly (when you voluntarily provide Personal Information For example).

For Personal Information collected through the offsetbeauce.com website, this Policy serves as a request for consent. In other words, by using the Website you consent to your Personal Information being used in accordance with this Policy. If you do not agree to this, please stop using the website. You may withdraw your consent at any time, subject to applicable legal restrictions and reasonable notice. Please note that if you choose to withdraw your consent to the collection, use or disclosure of your Personal Information, certain features of our website may no longer be accessible or we may no longer be able to offer you some of our services. 

Security and governance

Information security is a priority for us. In addition to the administrative measures that we detail in the articles that follow, we have implemented physical and technological measures that are reasonable taking into account the sensitivity of the Personal Information, its use, its quality, its distribution and its support in particular:

• Encryption of all data stored on our servers;
• Restricting physical access to our data servers;
• We reserve access to data for certain members of staff;
• Our employees who use Personal Information are informed of the measures to follow when accessing this information. Access to this information can only be done for what is necessary for the exercise of their respective functions.

Communication of your personal information

We only communicate your Personal Information to third parties with your consent. However, we may do so without your consent in specific circumstances permitted by law. Here is an overview of certain circumstances that may require sharing of this Personal Information, as well as the measures we take to protect your Personal Information in such a circumstance.

• Subcontractors / IT service providers
  • It is possible to sign a contract with subcontractors in order to provide you with a service and/or improve existing services (e.g. our lamination partner).
  • The contract requires subcontractors to only use the Personal Information necessary to provide the service; refrain from disclosing or communicating Personal Information without our consent; implement rigorous security measures; allow us to audit these measures; notify us immediately in the event of a confidentiality incident; destroy the Personal Information at the end of the contract. 
• To legitimate authorities
  • In order to comply with an order or decision of a court, including a valid search warrant, or a regulatory authority, we may be required to provide Personal Information.
  • The laws that govern these authorities require them to put measures in place to respect and preserve the confidentiality of your Personal Information. In general, we refuse to provide access if the request is not legally binding.
  • To our lawyers or prosecutors
    •  In order to ensure our defense or assert our rights, we may communicate, in certain cases, your Personal Information.
    • Both the law and the mandate letters we sign require our lawyers to protect the confidentiality of all of our communications with them.

As part of the provision of our services, we communicate your Personal Information only within Quebec.

Retention of Personal Information

We retain Personal Information about you only for the period necessary to fulfill the purpose for which it was collected and for the period necessary to protect our commercial and legitimate interests. We may need to retain them for longer periods in order to comply with legal requirements relating to, for example, employment or tax law.

Once the 6 year retention period has expired, Personal Information is destroyed. If you request destruction of your Personal Information, we will use reasonable efforts to comply with this request as quickly as possible.

Please note that for our co-contractors and our employees, we may have the right to retain certain information despite a deletion request, in order to assert our rights. If you have any questions in this regard, please contact the Privacy Officer for further information.

It is sometimes possible that statistics or reports containing de-identified or anonymized information may be retained for extended periods of time.

Cookies and Similar Technologies

Regarding the website, Offset Beauce ltée may use cookies, web beacons, log files or other technologies to collect certain personal information relating to visitors to our websites as well as on the recipients of our newsletters, invitations and other communications.

This data may include information such as:

• Your internet address (IP);
• The type of device used to view our website;
• The type of browser;
• Browser version;
• The pages of our site that you consult;
• The time and date of your visit;
• Consultation time and all other statistics.

The cookies are used in particular to retrieve search history and other information to facilitate the online browsing experience. It is important to know that activating the cookie option may, depending on the configuration chosen, allow other servers to install cookies on your system. It is possible to erase cookies from your computer's hard drive, block the creation of cookies, or receive a warning before a cookie is saved. However, in doing so, your use of our website may be affected and you may no longer have access to all of its functions.

We invite you to access the help section of your browser for more information on cookies.

Your rights

With regard to your Personal Information:

• You have the right to be informed of their use, communication, conservation and destruction. This Policy aims to do this.
• You have the right to have access to them, and in certain cases, the right to object, restrict or withdraw your consent to their use, communication, conservation and destruction upon giving reasonable notice.
• You have the right to have your Personal Information corrected if it is inaccurate or ambiguous and to have it completed when it is incomplete.
• The right to have your Personal Information deleted subject to our legal obligations.
• The right to be informed of a confidentiality incident concerning your Personal Information that may cause you serious harm. To this end, we keep a privacy breach record which lists all confidentiality incidents and we assess the damage they may cause.

To exercise these rights, you can send an email to the email address provided in the “Protection of Personal Information” section found earlier in this Policy. We will respond to your requests within 30 days of receipt, except where the law allows an extension of this period. Subject to the restrictions provided by law, in the event of refusal to provide you or correct your information, we will communicate to you the reasons supporting this refusal, information on your recourses as well as the applicable sections of the law.

If we refuse to rectify your Personal Information, we will allow you to provide written comments in your file regarding the Personal Information that was the subject of the refusal to rectify. We will also retain Personal Information that has been the subject of an access request for as long as necessary to allow us to exhaust the remedies provided by law.

Edit

We make changes to this Privacy Policy from time to time. We always indicate the date the last changes were made. If changes are significant, we will post a prominent notice on our website (including, for certain services, by email notification). The date of publication of this Personal Information protection policy is indicated at the very top of the policy.