Privacy Policy and Protection of Personal Information
Please read the following terms and conditions before browsing the Sisters of Providence, Émilie-Gamelin Province site.
Last update – November 28, 2023
BY ACCESSING THIS SITE, YOU ACCEPT THE FOLLOWING TERMS AND CONDITIONS.
Personal Information and Privacy
Scope of the Policy
What is Personal Information?
Collection of Personal Information
Use of Personal Information
Sharing of Personal Information
Period of Retention
Security and Retention of Personal Information
How to Communicate With Us
Amendments to This Policy
Personal Information and Privacy
The Sisters of Providence, Émilie-Gamelin Province (hereafter referred to as “the Province” or “we”) recognize the importance of keeping personal information confidential. We are committed to taking reasonable measures to ensure the protection of this information against accidental loss, as well as unauthorized access, use, modification and disclosure.
The present Policy on Privacy and the Protection of Personal Information (hereinafter the “Policy”) aims to assist you in understanding our practices in the areas of gathering, use, disclosure, retention and destruction of personal information. When you browse our website, you accept that the personal information collected may be used in accordance with what is specified in this Policy and our (Cookies Policy). In addition, you authorize the Province to process your personal information for the purposes set out in these policies.
Scope of the Policy
This Policy applies to the information about you that we collect, disclose, store or process in any way whatsoever when you browse our website(https://www.emilie-gamelin.ca/).
However, the present Policy does not apply to third-party websites that can be accessed by clicking on links found on our website, and the Province assumes no responsibility for such third-party websites. If you follow a link to a third-party website, that third party will have its own policies regarding the protection of personal information and the use of cookies that you will have to consult before using their site.
This policy does not apply to the handling of our employees’ personal information. A separate policy exists for that purpose.
What is personal information?
Personal information is any information that concerns a natural person, and allows them to be identified, directly or indirectly.
We may gather different types of personal information in the course of our activities, including:
- professional and/or personal contact information, such as your first and last name, address, email and telephone number
- information on the usage of our website, such as the pages you visit on the site, the amount of time spent on the site, your language of communication, your IP address, or information collected through the use of cookies and other tracking technologies (see our Cookies Policy)
Collection of personal information
We gather your personal information from you directly, and also from our interactions with you, as follows:
- through our website and contact forms
- when you contact us by phone, email or some other way
- when you donate to Fonds Partage Providence
- when you become a volunteer or Providence Friend or Associate for the Province
- when you register for an event organized by the Province
We may also collect personal information through cookies (see our Cookies Policy), for example:
- preferred settings
- browsing statistics
We do not intentionally collect information from children or other individuals under 14 years of age. If you are a minor under the age of 14, do not provide us with any personal information without the express permission of a parent or tutor. If you are a parent or tutor and you have been made aware of your children having provided us with personal information, please contact us. If we discover that we have collected personal information from a minor we will remove the information.
If you provide us with information relating to another individual, we will presume that you are authorized to do so and that you have obtained the consent of that individual as to the gathering of the information, its use or its transmission for the purposes set out in this policy.
Use of personal information
We may use personal information in one of the following ways indicated below, with your consent, or, as the case may be, on another legal basis. In all cases, we will indicate the reasons for which we are using your personal information:
- to communicate with you or to keep you informed about our activities;
- to issue a tax receipt;
- to improve the content on our website;
- so as to be able to meet our legal, regulatory or risk management obligations;
- to prevent fraud and/or carry out a background check that may be required at any time by applicable law or regulation and/or best practices;
- if false or erroneous information is provided or if a fraud is detected or suspected, information may then be transmitted to fraud prevention organizations and may be saved by us or by such organizations;
- in the event of an emergency or to prevent an act of violence.
We will only use personal information for the purposes described above.
Sharing of personal information
The Province does not in any way sell or exchange your personal information.
We must, however, transmit certain personal information to third parties in order to carry out some of our activities, most notably to:
- third-party service providers and/or partners, in particular those who provide us with website hosting and other services. These third parties may have access to personal information or process it in the context of providing us with services. We limit the information that we transmit to these service providers to only the information that is reasonably necessary for them to be able to carry out their tasks;
- governmental authorities and agencies charged with enforcing the law, when applicable laws require it. More specifically, we may disclose personal information or other information if we are compelled to do so by law, notably tax legislation, or if we believe in good faith that such disclosure is necessary in order to comply with applicable legislation, a court order, a subpoena or a governmental search warrant, or otherwise to cooperate with such governmental authorities or such law enforcement agencies.
Period of retention
When we collect, use or disclose your personal information, we always do so in accordance with the purposes set out in this Policy. Your consent is valid for the amount of time required to achieve these objectives. We can then retain your personal information for the time needed to fulfil our retention obligations set out in the legislation and in our retention schedule.
We always respect the purposes for which we have 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.
To find out more about the timeframe during which we keep personal information, contact us using one of the options listed in the “How to communicate with us” section below.
Security and retention of personal information
Security
Personal information is kept in a secure environment. We adhere to established industry standards in protecting information that is transmitted to us, both at the time of sending and once we have received it.
We also use appropriate physical, technical and administrative means of protection against deletion that may occur accidentally or is not in accordance with the law, accidental loss, unauthorized modification, disclosure or access, improper usage or any other illegal form of processing personal information that is in our possession.
We have implemented measures that will ensure that the sole staff members who can access your personal information are those who need to in their duties, or whose responsibilities reasonably require that the information be known to them.
For the destruction of personal information, that which exists in hard copy is shredded by personnel or members of the Province and that which exists in electronic versions is deleted, as are all backups.
However, no means of Internet transmission or electronic storage is 100 % secure. We cannot, therefore, ensure or guarantee the security of information you transmit to us or provide us with, and you do so at your own risk. Nor can we guarantee that such information will not be viewed, obtained, disclosed, modified or deleted following a breach of our physical, technical or administrative means of protection.
If you have reason to believe that your personal information has been compromised, please contact us immediately using the information mentioned in the section “How to communicate with us”. Should there be an incident that affects the confidentiality of your personal information, we commit to advising you of it as soon as possible subsequent to our becoming aware of it. We will take all reasonable measures to minimize the risk of prejudice, and to avoid the recurrence of incidents of that nature.
Retention
We will always try to limit the disclosure of personal information outside Quebec and, where applicable, such disclosure will not take place without a privacy impact assessment, in accordance with the Act respecting the protection of personal information in the private sector (Quebec) and any other applicable legislation.
It is, however, understood that third-party service providers (such as Microsoft, WordPress, Google and cloud service providers) may, sometimes even without our knowledge, have personal information about you in other countries where they have servers or facilities, used internally for storage and processing purposes, as part of the services they provide. By providing us with your personal information, you consent to the possible retention of personal information on servers or in facilities outside Canada, and accept that we are not responsible for such retention, but only insofar as we have taken the necessary measures to ensure that we do business with reliable, vetted and safe providers that are widely used and well known in their field and that operate, as much as possible, within the technological context in effect in Canada.
It is understood that, when the information is found outside your country of residence, it may be subject to the laws of that country, and may be subject to disclosure to the governments, courts and law enforcement and regulatory agencies of that country, in accordance with its legislation.
How to communicate with us
It is vital to us that your contact information and other personal information we have on file be accurate. We invite you to let us know of any change in your information by communicating with us.
To consult, modify or request that all your personal data be removed from our records, to ask a question, make a comment or file a complaint relating to the present Policy on Privacy and the Protection of Personal Information, to contact us regarding your personal information, to exercise your rights, to submit a complaint or to obtain details on our policies and practices regarding our service providers outside of Canada, please communicate with us as follows:
Privacy Officer
by email at protection@emilie-gamelin.ca
or by phone at +1 514 337 7664, ext. 222
or by mail at the following address:
Sisters of Providence, Émilie-Gamelin Province
Attn: Person responsible for protection of personal information
5553 de Salaberry Street
Montreal, Quebec
H4J 1J5
Please note that we may retain some personal information to meet our legal obligations.
Amendments to this policy
The Province reserves the right to withdraw, amend or update all or part of the contents of this website, at its sole discretion and without prior notice. You are responsible for making sure that you periodically visit our site and read this Privacy Policy and our Cookies Policy to verify any changes. We include the date of the last revision at the beginning of each document.