Sanivac

Last Updated: 2023-09-22

1. INTRODUCTION

Groupe Sanivac Inc. and all its affiliated and subsidiary companies (collectively, the “Company” or “we” or “us” or “our”) respect your privacy and are committed to protecting it in accordance with this policy (our “Policy”).

This Policy outlines:
▪ How we use, collect, retain, and disclose the personal information of our clients, suppliers, subcontractors, employees, job applicants, and website users (“you”);
▪ Our policies and practices governing the handling of personal information, including our retention and destruction practices, employee roles and responsibilities throughout the information lifecycle, and our complaints handling process regarding privacy protection;
▪ The types of information we may collect from you or that you may provide when you visit the website www.sanivac.ca and its subdomains (our “Website”).

We will only use your personal information in accordance with this Policy, unless otherwise required by applicable law.

2. PERSONAL INFORMATION

“Personal information” means any information about an identifiable individual. Please note that this Policy generally does not apply to the collection or privacy of information related to an individual’s role within a business, such as name, title, business address, business email, or business phone number, although we always treat such information in strict compliance with applicable law.

During your relationship with the Company, you may be asked to provide certain personal information about yourself and/or others (such as family members or employees). Examples include name, date of birth, residency status, phone number, passport, driver’s license, and other relevant data required for international recruitment and related services.

3. PURPOSES FOR COLLECTING PERSONAL INFORMATION

We collect, use, retain, and disclose personal information solely for the purposes identified at the time of collection, or as otherwise permitted or required by law, including:
▪ To provide our products and services;
▪ To identify and verify client identity;
▪ To establish and manage client and supplier relationships, including potential relationships;
▪ To respond to inquiries submitted via our Website and provide appropriate follow-up;
▪ To send updates about our industry, services, or affiliated companies;
▪ For administrative, operational, and management purposes such as billing, account management, sales, collections, and payment processing;
▪ For any other purposes you consent to.

4. EMPLOYEE AND APPLICANT INFORMATION

As an employer and recruiter, the Company collects, uses, and discloses personal information. For employees, this is essential to managing the employment relationship. For job applicants, information is used to assess suitability for positions, which may involve background checks or reference verification. If not selected, applicant data is retained for a reasonable time unless deletion is requested. We also retain personal data of former employees for regulatory or professional reasons.

5. LIMITATION

We limit the personal information we collect to what is necessary for the purposes identified. We will not use or disclose your information for other purposes unless you consent or as allowed by law.

6. CONSENT

We use, retain, and disclose personal information only for the purposes for which it was collected, unless otherwise authorized by the individual. If you provide us with third-party information, you must confirm that you have obtained the necessary consent or are otherwise authorized to allow us to collect, use, retain, and disclose that information under this Policy.

For sensitive personal information, express consent is required. Exceptions to this may include legal representation, medical or security emergencies, or fraud prevention. For a full list of exceptions, contact our Privacy Officer (see below).

7. WITHDRAWING CONSENT

You may modify or withdraw your consent to the use, retention, or disclosure of your personal information, subject to legal or contractual restrictions, by contacting our Privacy Officer (see below).

8. INFORMATION WE MAY COLLECT

We may collect and use various types of information, including:
▪ Contact information such as name, address, email, and phone number;
▪ For job applicants, employment history and resume;
▪ Biographical data such as job title and employer;
▪ Personal information provided to describe your or your company’s needs;
▪ Website usage and technical data including visits, interactions, cookies, and other tracking technologies;
▪ Any other personal information you provide.

9. HOW WE COLLECT PERSONAL INFORMATION

We collect personal information using the following methods:
▪ Direct interactions: via forms, phone calls, emails, newsletter signups, etc.;
▪ Automated technologies: through cookies, web beacons, IP addresses, and browsing patterns;
▪ Authorized third parties;
▪ Publicly available sources.

10. COOKIES

Cookies are small text files placed on your device to enhance usability. They help remember preferences, autofill fields, and personalize website content. We use:

▪ Functional cookies – to remember user preferences like language settings;
▪ Analytical cookies – to understand how users navigate our Website and improve its design and performance.

You may accept or refuse cookies through your browser settings. Disabling cookies may affect some Website functionalities. Visit your browser’s support site for cookie preference instructions.

11. HOW WE USE YOUR INFORMATION

We use your personal information to:
▪ Provide our products and services, fulfill contractual obligations, and run our business;
▪ Contact job candidates and assess applications;
▪ Determine business relationships and maintain contact with prospects;
▪ Respond to inquiries submitted via our Website;
▪ Optimize and personalize your browsing experience;
▪ Provide updates and marketing communications (with your consent);
▪ Comply with legal and regulatory obligations.

12. DISCLOSURE OF YOUR PERSONAL INFORMATION

We may disclose your information to:
▪ Authorized third parties, contractors, or service providers under contractual confidentiality agreements;
▪ Fulfill the purpose for which it was provided;
▪ Any other purpose disclosed at the time of collection;
▪ With your consent;
▪ As required by law or legal process, including court orders or regulatory demands.

We do not sell or profit from your personal data.

13. THIRD-PARTY SERVICE PROVIDERS

If we engage third-party providers (e.g., for cloud storage or data processing), we ensure by contract that they uphold strict privacy and security obligations consistent with this Policy and applicable laws.

14. TRANSFERS OUTSIDE QUÉBEC OR CANADA

If data is stored or processed outside Canada, it may be accessible to foreign authorities under local laws. We only transfer data abroad in compliance with Canadian law and conduct privacy impact assessments before transferring data outside Québec.

We assess:
(i) sensitivity of the information,
(ii) intended use,
(iii) protective measures (including contracts), and
(iv) the legal framework of the receiving country.

You consent to these transfers when using our services.

15. JURISDICTION AND LOCAL LAW COMPLIANCE

The Company operates under Québec laws. If you reside outside Québec, you are responsible for ensuring your data submission complies with your jurisdiction’s laws. By submitting your information, you agree to be governed by Québec’s laws.

16. PRIVACY GOVERNANCE AND SECURITY

We take privacy and security seriously. Our policies are approved by our Privacy Officer and tailored to our operations.

Data lifecycle management – We retain data only as long as necessary, securely destroying or anonymizing it afterward.

Employee & vendor responsibilities – Staff are trained in privacy practices and held accountable. Vendors are contractually obligated to uphold high privacy standards.

Security assessments – We regularly evaluate our security measures and privacy processes.

Complaint handling – We have a formal process for addressing privacy-related complaints.

Security measures – We employ physical, digital, and administrative safeguards but cannot guarantee absolute online security. Use of our services is at your own risk.

17. RETENTION, DESTRUCTION AND/OR ANONYMIZATION

Unless otherwise required by law, we retain personal information only as long as needed. We may anonymize data for legitimate use without further notice or consent.

18. PRIVACY OFFICER

To access, correct, or withdraw your consent regarding your personal data, contact our Privacy Officer:

Carole-Ann Kelly
📧 confidentialite@sanivac.ca
📍 100 rue Huot, Notre-Dame-de-l’Île-Perrot, QC J7W 1M4
📞 514-453-2279 #258

Note: We may deny requests that violate legal obligations or would result in incorrect information.

19. CHANGES TO THIS PRIVACY POLICY

Privacy laws evolve. This Policy may be updated at any time at our sole discretion, without prior notice. The version in effect at the time governs the use of your data. If permitted, we may notify you of significant changes via email or other authorized means, in addition to updating the “Last Updated” date above.

20. COMPLAINTS

We respond to privacy-related complaints and will investigate all concerns. To file a complaint, contact our Privacy Officer using the information above.