Privacy Policy

This policy describes how we treat and protect personal information that we collect through technological means (for example, by email or online). We follow these rules to protect your privacy and comply with our legal obligations.

1 Who is this policy for?

The rules described in this policy apply to you if we collect your personal information by technological means in the course of our activities. For example, this policy applies:

  • If you communicate or interact with us by email, social media or otherwise.
  • If you browse our website
  • If you use our ticketing system.
  • As part of a partnership relationship.

2 When do we collect your personal information?

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

Consult them to find out:

  • The types of personal information we collect;
  • From whom and why we collect it;
  • Steps you can take to limit collection.

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

We do our best to keep your personal information accurate, complete, and up to date when we use it. We rely on you to notify us when this information changes. To do this, you can write to us at

2.1 When you use our systems

When you use our systems, we collect the following personal information:

  • Your name and email address, to allow you to create an account;
  • Your IP address, the date and time of connection, the actions you take in the system and the information contained in the documents you submit as evidence, to collect these documents securely for a hearing.

The documents filed may be of varied nature and may contain personal information about you or other people.

2.2 When you view shared documents in response to an access request you made

If you make a request for access, we may share documents with you to respond to your request. 

When you view the documents, we collect your IP address and the date and time of viewing. We collect this personal information to secure the sending of documents and to confirm that you have viewed them, if necessary.

2.3 When you attend a meeting

Meetings may be recorded (audio/video recording) in order to comply with our legal obligations. In our recordings, we therefore collect the voices and information discussed by everyone present during the meetings.

2.4 When you call us

When you call us, we collect certain personal information to ensure that we respect our commitments under Law 25. This information is collected for us by our supplier (s).

We collect the following personal information related to call history:

  • Date and time of the call;
  • Language chosen;
  • Call duration;
  • Menus used by the caller;
  • Waiting time.

2.5 When you browse our website

Our website collects personal information through Google Analytics. The IP addresses of people who visit it are stored for statistical purposes. Browsing cookies (cookies) are generated on each visit and may be stored.

2.5.1 Cookies

We may use cookies on this website. A cookie is a piece of data stored on users' hard drives of our website to help us improve their access to our website and identify them when they return. Cookies can also allow us to discover and target the interests of our website users to improve their experience. The use of a cookie is in no way linked to personal information allowing you to be identified on our website. Some of our business partners may use cookies on our website, but we have no access to or control over these cookies.

2.5.2 Disable cookies

Most browsers allow you to manage the cookies that are placed on your computer. Please see how to disable cookies stored on your device through your browser.

Visit the page corresponding to the browser you are using to find out more:

If your browser is not in the list, we invite you to visit the website of your browser.

2.5.3 Google Analytics

We also use Google Analytics to analyze the browsing behavior of visitors to this site. This is a website traffic and usage analysis tool provided by Google Inc. Google Analytics collects information on an anonymous basis, such as the number of visitors to the site, browser type and operating system they use, the date, time and duration of visits, the pages viewed, as well as other websites visited before accessing this site. Our use of Google Analytics includes the Demographics and Interests reporting component. You can opt out of Google Analytics features by downloading the Google Analytics Opt-out Browser Add-on or by configuring your browser settings to block the use of cookies.

2.6 When you respond to a survey

We may collect personal information when we conduct surveys, for example to obtain your opinion on the quality of our services.

Every survey is different. If we ask you to participate in a survey, we will inform you of the technological means used, the personal information that will be collected, the purposes of the collection and the ways to limit the collection. Of course, you are free to accept or refuse to answer a survey.

2.7 When you apply for a job

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

We collect the following personal information:

  • Your resume, cover letter, email address and phone number, through the website where you are applying. For a student job or an internship, we may also collect your transcript;
  • Your application file through an external Web job site, if you are already employed by the public service. This file contains the following information: address, telephone number, email, education, work experience and employment status;
  • Information discussed during a reference check telephone conversation, for example about your job performance.

2.8 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 submit a complaint form. We collect personal information to open the file and process the complaint. The form only asks for the necessary personal information. We collect your name, postal address, email address and telephone number. If you have a legal representative, we collect the same information about them. We also collect the description of the complaint, the name of the company or public body concerned, the name and title of the people involved as well as their contact details (postal address, telephone and email address). Please note that some of this information is not personal information (for example, representative contact information).
  • When you submit a request for review or disagreement review form. We collect personal information to open the file and process the complaint. We collect your name, postal address, email address, telephone number and signature. If you have a legal representative, we collect the same information about them, as well as the name of their law firm, if there is one. We also collect a copy of the access request and the response, the name of the company or public body concerned, the name of the person responsible for access and protection of personal information or the representative of the company as well as the address used to send the access request. Note that some of this information is public (for example, representative contact information).
  • When you participate in mediation. We collect personal information relevant to the mediation process in order to provide you with this service.
  • When we conduct an investigation. We collect evidence and information necessary to conduct an administrative or criminal investigation, impose a sanction, and obtain payment, if necessary. It may contain personal information. We may collect this information from the company or organization under investigation, from a complainant or from other organizations and witnesses, if necessary.
  • When you make a request for access to documents or personal information that we hold. We collect information from your email, name and email address.
  • When you make a complaint about the quality of our services. We collect the personal information contained in your email to process your complaint.
  • When you write to us for any other reason. We collect the personal information contained in your e-mail address to respond to your questions or requests for information, or to assist you in your access or privacy efforts with us or other organizations.

To limit data collection, we implement the following measures:

  • When you submit a complaint form. You can choose the desired level of privacy on the complaint form. You can make a complaint anonymously.
  • When you submit a Request for Review or Review of Disagreement form. You can provide only one way to reach you.
  • When you participate in mediation. The mediation process is voluntary. So you can decide not to participate.

3 When we use your personal information

We use the personal information we collect about you to serve you on a day-to-day basis and to comply with our legal obligations.

If we plan to use your personal information for purposes other than these, we will notify you, unless we are otherwise permitted by law to use it.

Therefore, in order to be able to serve you and provide you with our products and services, we need to:

  • Identify you. 
  • Know who we are providing products and services to by verifying that you are who you say you are (you identify and validate your identity).
  • Ensure that your personal information is accurate, complete and up to date before using it. It is, however, your responsibility to inform us of any changes that affect you.
  • To respect your choices regarding your personal information anr to provide you with personalized recommendations and offers, and to invite you to consultations if you have given us your consent to do so.

Ensuring good risk management

  • Evaluate and monitor the performance of our products and services, set their pricing, improve them and create new ones
  • Developing, updating and improving internal audit systems, processes, methods, practices and procedures
  • Design and build dashboards, indicators and other types of reports
  • Identifying and assessing risks with a view of continuous improvement of our products and services
  • Design statistical models to perform operational follow-ups and ensure the security of your information

4 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 as long as necessary to achieve these purposes. We may then retain your personal information for as long as necessary to fulfill our retention obligations described in the law.

We always respect the purposes for which we collected your personal information. If we wish to use or disclose your personal information for any other purpose, we will seek your consent, except as permitted by law.

5 We may share your personal information with other individuals and organizations

5.1 To whom we may share your personal information

We may share your personal information with other individuals or organizations as necessary to fulfill the purposes described in this policy or as permitted by law. The type of information shared depends on your situation.

We may share your personal information with the following individuals and organizations:

  • Another party involved in your case, or someone who represents them (such as a lawyer);
  • A court, if you dispute our decision in your case or if another party involved does so (if you are appealing our decision).

5.2 We may disclose personal information outside of Quebec

We usually store your personal information in Quebec. However, from time to time, we may share your personal information in another province of Canada:

  • When we collaborate with another federal or provincial agency on an investigation;
  • When a backup copy of a file is kept in another province.

In this case, your personal information is also subject to the laws of that province.

Before we disclose your personal information, we take protective measures. We conduct a Privacy Impact Assessment, which is a process where we consider all the factors that may impact your privacy and assess whether the information will be adequately protected. We also enter into a contract or agreement that includes appropriate security measures for the information we share.

6 How we protect your personal information

6.1 We limit access to your personal information

Only staff members who need to process your personal information to perform their duties may access it. These individuals only have access to the information necessary to perform their duties.

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

6.2 We have robust security measures in place

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

  • Physical measures, ex. locked rooms;
  • Technological measures, ex. firewalls, anti-spam, EDR, etc.;
  • Organizational measures, ex. the adoption of an information security policy.

6.3 We destroy your personal information after we have fulfilled our obligations

We retain your information for as long as necessary to fulfill the purposes described in this policy. Even if you are no longer connected to us, we need to retain your personal information for a period of time to comply with our legal obligations. As long as we keep it, we continue to protect your personal information and keep it confidential.

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

7 Your rights

7.1 Withdrawing your consent

You may 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 purpose sought. As the case may be :

  • 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 an application you have filed);
  • You cannot withdraw your consent, as the processing of your personal information is necessary or mandatory.

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

7.2 Accessing and Correcting Your Personal Information

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

  • To access them;
  • To correct or update them.

Here are the steps involved in processing an application:

  • You must send a written request to the Access and Privacy Officer. You will find their contact information at the end of this policy;
  • We will process your request as soon as possible after receiving it;
  • You will receive our response in writing.

8 Do you have a question, a complaint, a comment?

We have appointed a Privacy Officer. This person ensures that we comply with the rules outlined in this policy and in the law. You may contact our Privacy Officer at:

Eric Rivest
Natrix Technologies Inc.
4593, Nord, Autoroute 440 Ouest
Laval, Québec H7P 0J7