Privacy policy

PRIVACY POLICY AND PROTECTION OF PERSONAL INFORMATION

At Groupe Jenik, we place great importance on protecting the personal information of our clients, employees, and representatives. In compliance with the law on the protection of personal information in the private sector, we are committed to safeguarding the confidentiality of personal information collected during our activities. Our privacy policy aims to inform you about our practices for collecting, using, disclosing, retaining, and protecting your personal information. By providing us with your personal information, you agree to the terms of this policy and authorize us to process your information in accordance with it.

1. Consent

1.1 Commitment to Privacy Protection
We are committed to protecting the privacy of our users. We collect and use personal information only with their explicit consent and in compliance with applicable laws.

1.2 Acceptance of Policy Terms
By accessing our website, jenikgroup.com, or providing us with personal information, you agree to the terms of our privacy policy, including consent to the collection and use of your personal information as described herein.

1.3 Right to Withdraw Consent
You have the right to withdraw your consent at any time, subject to certain legal or contractual restrictions. We will inform you of any potential consequences of such withdrawal, such as the inability to provide certain products or process specific requests. Your decision to withdraw consent will be recorded in our files.

1.4 Exceptions to Consent Requirements
In certain exceptional circumstances, we may collect, use, or disclose personal information without obtaining your prior consent. Such situations may include legal, medical, or security imperatives where obtaining consent is impractical or impossible, such as cases involving breach of contract suspicions, fraud prevention or detection, or law enforcement needs.

2. Collection of Personal Information

2.1 Methods of Collection
We collect personal information through various channels, including:

Emails and customer service communications
Cookies and similar technologies on our website
Video surveillance

2.2 Third-Party Collection
We may also collect information through third parties, such as:

Recruitment portals where candidates submit resumes and personal data
Online payment providers for processing financial transactions
Cloud service companies storing customer data
Digital marketing firms analyzing user behavior on our website
IT security providers monitoring threats and protecting data

2.3 Use of Advanced Technologies
We may use advanced technologies to collect personal information, such as for identifying, locating, or profiling our clients. However, we prioritize privacy protection:

Responsible Use of Technology: These technologies are used only to improve our services and better understand customer needs.
Feature Activation: These features are disabled by default, and clients can choose to activate them based on their preferences.

We commit to transparency in the use of these technologies and respect our clients’ privacy choices.

3. Types of Personal Information Collected

3.1 Types of Data Collected
We collect various types of data, including but not limited to:

Personal Identifiers: Name, postal address, email, phone number
Financial Information: Salary, payment details
Health Data: Gender at birth
Demographic Data: Age, ethnicity, nationality, residence

3.2 Children’s Privacy
We do not knowingly collect or solicit personal information from children under the age of 14. By using our website, you declare that you are at least 14 years old. If you are under 14 years old, we ask that you do not attempt to send us any personal information. If we discover that we have inadvertently collected personal information from a user under the age of 14, we will attempt to promptly delete this information from our files and records. We also encourage minor users of the website aged 14 or older to seek permission from their parents or guardians before submitting any personal information online.

If you believe that a child under 14 has provided us with personal information, please contact us at: [email protected]

4. Use of Personal Information

4.1 Purpose of Use
We use your personal information for essential activities such as:

Responses to requests: To efficiently respond to your requests and inquiries.
Transaction management: Processing payments and issuing receipts for completed transactions.
Human resources management: For internal management and administration of human resources, recruitment, employment contracts, and service agreements.
Improvement of user experience: Operation, maintenance, and enhancement of our website, personalizing your online experience, and providing requested services and information.

These uses are aimed at enhancing your experience with our services and facilitating effective interaction with our organization.

4.2 Control and Limitation of Personal Information Collection
We offer various options to allow you to control and limit the collection of your personal information. These options include:

Communication Preferences: You can choose to receive our communications via different means (phone, SMS, email), or opt out completely.
Cookie Management: Our site allows you to refuse or customize the use of cookies. Please note that blocking certain cookies may affect the accessibility and functionality of our site.
Granular Consent: In most cases, when we collect information for specific purposes, you have the option to consent only to certain uses of your data.

It is important to note that some of these options may limit your access to all features of our service. For example, refusing certain cookies may cause some parts of our website to not function as intended, or choosing not to create an account may prevent certain personalization features from being available.

5. Sharing and Disclosure of Personal Information

5.1 Sharing and Disclosure of Personal Information
The personal information collected by our organization is accessible to specific categories of our staff and certain partner organizations, in order to provide our products and services efficiently. For example:

Customer Service: Accesses contact information to respond to requests.
IT Department: Accesses technical data for support and maintenance.
Payment Service Providers: Access financial information for processing transactions.
Legal Consultants: Use the data to ensure compliance with applicable laws and regulations.
Cloud Service Providers: Host data on secure servers, enabling the storage and retrieval of information.

We ensure that this information is used exclusively for the purposes outlined and in compliance with confidentiality standards. Transfers of data outside Quebec are conducted as part of international collaborations, while ensuring adequate protection of the information in accordance with applicable laws.

7. Security Measures for Personal Information

7.1 Security Measures
To ensure the security and confidentiality of personal information, Groupe Jenik implements strict security measures, including both physical and technological protections. Examples of these measures include:

Physical Security: Use of electronic locking systems and secure locks for access to offices, cabinets, and storage units; installation of surveillance cameras; and restricted access to areas where personal data is stored.
Access Controls: Limiting access to personal information strictly to authorized employees.
Employee Training: Regular training to raise awareness among staff about best practices for data security.
Data Encryption: Safeguarding sensitive data through advanced encryption techniques.
Monitoring and Intrusion Detection: Systems in place to monitor suspicious activities and detect potential intrusions.
Disaster Recovery Plans: Developing plans to quickly restore data in case of incidents such as outages or cyberattacks.

These measures are designed to protect personal information from unauthorized access, use, or disclosure and to ensure its integrity and confidentiality. While every effort is made to secure your personal data, it is important to note that no method of transmission over the Internet or electronic storage is 100% secure. Therefore, absolute security cannot be guaranteed.

7.2 Staff and Board Commitment
Every employee, board member, volunteer, independent contractor, or ad hoc advisor working within the committees of our board of directors commits to respecting the personal information we collect. Additionally, these individuals pledge to maintain the confidentiality of information related to our operations and to refrain from disclosing or using it for personal gain or for the benefit of others. This commitment begins upon their engagement and continues indefinitely.

8. Retention and Disposal of Personal Information

We will retain your personal data only for as long as necessary to fulfill the purposes outlined in this privacy policy. We will store and use this information to comply with legal obligations, resolve disputes, and enforce our legal policies.

Usage data may also be retained for internal analysis purposes. This data is generally kept for a shorter period, unless it is used to enhance security, improve website functionality, or if we are legally required to retain it for a longer duration.

9. Your Rights

9.1 Acknowledgment and Respect of Your Rights
As part of our privacy policy, we acknowledge and respect the fundamental rights of individuals regarding the personal information we hold. These rights include:

Right of Access: Individuals have the right to review the personal information we hold about them. For example, a client may request to view the data collected during their service registration.
Right of Rectification: If any information is inaccurate or incomplete, individuals may request corrections. For instance, an employee can request the update of an incorrect postal address in our records.
Right to De-Indexing: Individuals can request the removal of their personal information from public dissemination or the de-indexing of hyperlinks associated with their name if such dissemination causes harm or violates the law or a court order. This right to erasure or the “right to be forgotten” allows individuals to control the online availability of their personal data.
Right to File a Complaint: If there are concerns about the handling of their data, individuals can file a complaint following our established process.

Subject to applicable laws, upon receiving a written request and verifying the individual’s identity, we will inform them if we hold personal information about them and provide access to such information.

We may deny access to information in compliance with applicable laws, in which case we will provide a justification for the refusal.

To facilitate the exercise of these rights, the contact details of our Privacy Officer are clearly provided for any questions or concerns. These measures ensure individuals can exercise their rights with confidence and transparency.

10. Policy Updates

This policy may be updated to reflect changes in our practices or legal requirements. Any modifications will be published on our website. We encourage you to review this privacy policy regularly to stay informed of any updates.

11. Contact

For any requests or questions regarding this privacy policy, please contact the person responsible for the protection of personal information at the following address:

By email: [email protected]
By postal mail: 4550 rue Raymond-Bellemare, Trois-Rivières, QC G9B 0G3

Effective Date of the Policy: December 1, 2024
Last Update: December 2024