SEIZE Privacy Policy

 

SEIZE Privacy Policy

In accordance with the Act respecting the protection of personal information, SEIZE transparently enumerates what information it collects, who has access, and how it is managed through its Confidentiality Policy.

The following is a summary of the privacy protection practices of Solidarity Economy Incubation for Zero Emissions (SEIZE) (hereinafter referred to as the “SEIZE”), which are detailed in this notice:

The information we collect and how we use it
We collect your name, mailing address, e-mail address, telephone number, student number, affiliated groups and organizations and periodically financial information in order to verify your identity, validate your eligibility for our programs, manage your file and respond to your questions and needs.

Your consent
SEIZE’s aim to be transparent and to clearly inform you, at the time of collection, of the uses that will be made of your personal information, the means by which it is obtained if it is not collected directly from you, your rights as well as the categories of third parties to whom it may be communicated and the possibility that it may be communicated outside Quebec, if applicable, so that your consent is manifest, free and informed.

Security
Although SEIZE uses security measures to protect your personal information and reduce the risk of a breach, there is always a risk and we cannot guarantee 100% that your personal information will not be subject to a breach of confidentiality or integrity should our security measures be breached. If you have reason to believe that personal information has been compromised, please contact the Office of the Chief Privacy Officer.

Your rights
You may consult the personal information that SEIZE has collected or received about you, verify its accuracy and amend it if necessary, and file a complaint if you are dissatisfied with the way your personal information has been handled by addressing your request to the Chief Privacy Officer, whose contact details are listed below.

Contact information for the Chief Privacy Officer: The Chief Privacy Officer is responsible for ensuring the protection of your personal information within SEIZE:

The contact information is as follows:

1. Why this Notice?

This Privacy Policy describes the policies and practices of SEIZE in regards to presonal information in accordance with law 25.

2. Who is this Notice for?

This Notice reflects the SEIZEs' ongoing commitment to comply with the privacy requirements of the following individuals:

  • Students and User Members admitted to SEIZE funding opportunities, and applicants;
  • Applicants for positions with SEIZE;
  • Visitors to or users of SEIZE web site to the extent that personal information is collected;
  • Parteners
  • Any other individual whose personal information is collected or processed in connection with SEIZE activities.

3. What personal information do we collect?

SEIZE collects or receives only the personal information that is necessary for the purposes of its activities, including information relating to your identity, such as your name, mailing address, e-mail address, telephone number, date of birth, permanent student code, social insurance number, demographic information, such as your gender and age, and financial information, such as that recorded on your pay stub or record of employment.

4. Why do we collect your personal information?

SEIZE collects, receives, uses and discloses your personal information for the purposes to which you have consented or which are permitted by law, which are set out below:

Use of personal information received from employers :

  •  To validate your eligibility for our subsidy or programs;
  •  To manage your files;
  •  Confirm your identity, verify the accuracy of your personal information and update it;
  •  Meet our regulatory and legal obligations;
  •  Communicate with you by e-mail or regular mail;
  •  Manage our website and provide technical support;
  •  Send satisfaction surveys.

Use of personal information collected directly from applicants or website users :

  • To answer questions you submit to us through our website;
  • Manage our website and provide technical support;
  • To share upcoming opportunities;
  • Send satisfaction surveys.

You may ask us for more details about these uses at any time.

5. How is your personal information collected?

5.1 From employers

Most of the personal information we collect is provided directly by employers after they have collected it from you.

5.2 Directly from students or website users

We also collect personal information directly from you when you:

  • Communicate with us by e-mail or regular mail;
  • Submit questions or requests through our website;
  • Complete satisfaction surveys.

6. Under what conditions may we collect, use and disclose your personal information?

SEIZE collects, receives, uses and discloses your personal information collected by employers or directly from you with your consent or in accordance with applicable requirements unless an exception is provided for by law (for example, in the context of criminal or penal proceedings) and taking into account, in particular, the sensitivity or non-sensitivity of the personal information that will be collected or received and the uses that will be made of it.

7. When and how can you withdraw your consent?

It will generally not be possible to withdraw your consent to the use of your personal information for the management and administration of our programs for the duration of a project that is part of the execution of an agreement with an employer and for the duration required to validate the eligibility of grant applications.

8. To whom is your personal information disclosed?

Your personal information is accessible only to worker members and board members of SEIZE who require access in order to perform their duties.

SEIZE may also provide access to your personal information to third parties, such as:

  • A person acting on your behalf with your consent;
  • Our service providers, including the company that manages our Web site and the company that hosts our Web site.
  • To the Commission d'accès à l'information (a control authority for the protection of personal information) and to all persons authorized by law to obtain such information.

Third parties are subject to commitments aimed at adequately protecting your personal information.

9. How do we store your personal information and for how long?

SEIZE uses systems and technology service providers that ensure the secure storage of your personal information in order to maintain its confidentiality.

Your personal information is generally stored in Québec. It is possible, however, that the communication of personal information to certain technology solution providers may result in the transfer of such information outside Quebec. In such cases,SEIZE will first validate the privacy laws and practices applicable in the jurisdiction in question and ensure that your personal information is adequately protected.

SEIZE retains your personal information only as long as necessary for the purposes for which it was collected and in accordance with applicable retention periods. When the retention of your personal information is no longer necessary, SEIZE will destroy or anonymize it. Destruction or anonymization is carried out in a secure manner.

10. How do we ensure the protection and security of your personal information?

SEIZE applies security measures that are proportionate to the sensitivity of your personal information. These measures protect your personal information and reduce the risk of loss or theft, unauthorized disclosure and use.

The security measures applied by SEIZEs include the following:

  •  Administrative measures, such as the implementation of a framework for the protection of SEIZEs' information assets, including your personal information, based on recognized standards, continuous verification of the evolution of security threats, and training activities.

as well as recurring training and awareness-raising activities on the protection of personal information for SEIZE worker and board members.

  • Physical measures, such as restricting access to SEIZE’s premises and implementing passwords or two-factor authentication mechanisms for access to SEIZE computer equipment and other systems.
  • Technical measures, such as restricting access to your personal information to only those people who need it to perform their duties, setting up alerts in the event of suspicious events and securely encrypting communications.

Although SEIZE employs security measures to adequately protect your personal information and minimize the risk of a breach, there is always a risk and we cannot guarantee 100% that your personal information will not be compromised in the event of a breach of our security measures. If you have reason to believe that your personal information has been compromised, please contact the Office of the Chief Privacy Officer, whose contact information can be found in question 13.

11. What are your rights regarding your personal information?

SEIZE respects your legal rights with respect to your personal information and have procedures in place to deal with the following requests:

Access and rectification of your personal information: You will be able to consult the personal information that SEIZE has collected or obtained about you, verify its accuracy and modify it if necessary, subject to exceptions provided by law. Requests for access and rectification are free of charge. However, you may be charged a reasonable fee for the transcription, reproduction or transmission of your personal information. Your request for access or rectification must be forwarded to the office of the Chief Privacy Officer at the address indicated in question 13 and will be processed no later than thirty (30) days following the date of receipt of your written request by SEIZE.

Automated processing: If SEIZE implements a decision-making process that is based exclusively on automated processing (without human intervention) of personal information, for example, a process that has a specific effect on an individual (cancellation of a contract, eligibility for employment) and that relies solely on an algorithm, you will be informed of the fact that you are the subject of such a process, of the decision that has been made and of your right to make representations with respect to that decision. You may also be informed of the following on request:

  • The personal information used to render this decision;
  • The reasons for the decision;
  • Your right to have the personal information used to make this decision corrected.

12. What if I have a question or complaint about my personal information?

Any questions regarding your personal information or complaints arising from a breach of the principles set out in the Notice should be directed to the office of the Chief Privacy Officer, whose contact information can be found in question 13.

13. What is the contact information for the SEIZE  Privacy Officer?

The Chief Privacy Officer is responsible for ensuring the protection of your personal information.

The contact information for the Chief Privacy Officer's office is as follows:

Malcolm McClintock, Operations Coordinator

  • Mailing address: 352 Beaudion, Montreal QC H4C 2Y2

14. Is this notice subject to change, and if so, how do I find out about it?

SEIZE  may periodically modify the content of this Notice. In such a case, a notice will be posted on  our website and linked in our forms.