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Confidentiality policy

The privacy policy sets out the City's practices for protecting the confidentiality of personal information collected by technological means, such as a website, an application or a related object. By browsing our website, you recognize and accept these terms of use.

The City of Pointe-Claire is committed to protecting the privacy and insuring the safety of your personal information.This policy concerns you. It describes how we collect, use and disclose your personal information. It also explains how you can request access to this information or have it corrected, when necessary. When you provide us with personal information in writing, verbally or online, via our website or one of our mobile applications, you consent to our use and disclosure of such information in the manner described in the policy.

CONFIDENTIALITY POLICY AT A GLANCE

WHO:
The City of Pointe-Claire (herein after the City)

WHO ELSE:
Suppliers that help us process payments, provide a service or communicate with you also have access to certain information.

HOW:
When you visit our website, download one of our mobile applications or contact us, we collect certain information about you that enables us to identify you.

WHAT:
We collect information that allows us to identify you, information about purchases and information about the use you make of our services.

WHY:
To better serve you, answer your questions, process your requests and manage our website and applications.

WHERE:
We are located in Quebec, but some of our suppliers may have access to your information outside of Quebec.

YOUR RIGHTS:
You have the right to request access to or rectification of this information by writing to us.

YOUR CONSENT:
You have the right to withdraw your consent at any time, but this may prevent us from providing the services offered.

What is meant by “personal information”?

“Personal information” can, on its own or in combination with other information, allow for your identification, location, or for us to contact you.

How do we collect your personal information?

We collect your information when you :

Browse on our website or applications;
Fill out one of our online forms;
Submit a request to one of our services;
Create a user account;
Register to cultural and leisure activities;
Subscribe to our newsletter or a mailing list;
Create a profile to view job offers and apply for a job online;
Contact us by email or by phone.

What information do we collect and why?

We collect only the personal information we require in order to provide our municipal services. The personal information we collect is gathered in a variety of ways, including in writing, verbally or online. This includes our computer systems, online forms and the interactivity between you and our website. We also use cookies or log files to gather information about you.

Accordingly, we may collect the following information:

Which ones?	why?
Information about your identity
Last name, first name, date of birth; Postal address; Email address; Phone number; Driver’s license number; Health card number; Social insurance number; MULTI card including your LUDIK client number.	To identify you and verify your identity; To ensure an adequate follow up to your requests; To communicate with you; To better orient our municipal services according to your place of residence; To make a change of address for municipal taxes.
Website usage information
IP address of your device; Type of web browser used; Operating system; Web pages that you visit; Date and time of your visit and the address of the site from which you accessed our site; Navigation cookies.	For identification and service providing purposes; To facilitate navigation for users of the site; To obtain data on traffic to our website; To better understand the interests and needs of the people who consult it.
Financial information
Credit card number; Billing address; Information relating to a bank account and payment data.	To provide the online payment services, particularly for registrations to leisure activities, municipal taxes as well as for permits and licenses requests; To ensure the administrative processing of invoices and associated payments.
Information related to municipal services
Last name, first name and contact information; Date of birth; Identification numbers (driver’s license, health insurance; social insurance, MULTI card); Health condition.	To submit any type of request; To manage online registrations for cultural and leisure activities, particularly for libraries, day camps, classes, activities and events; To collect the information that is required for the issuance of permits; To determine your eligibility for certain services; To offer services adapted to your needs.
Information related to recruitment
Last name, first name and contact information; Resume; Social insurance number.	To collect the information necessary for the application selection and hiring processes for jobs offered at the City.

Occasionally, we may need to use your personnel information to:

Comply with our legal obligations;
Prevent cyber threats and fraud;
Respond to requests, warrants and orders from courts or other organizations;
Protect your rights and interests as well as our own;
Cooperate in legal proceedings or investigations.

Who do we disclose your personal information to?

In certain circumstances, we call on suppliers to help us serve you. Before disclosing your personal information to them, we take reasonable measures to ensure these suppliers undertake to comply with this policy.

Where is your personal information hosted?

We host and process your personal information in Quebec. In certain circumstances, they may be hosted outside of Quebec, where we hire third-party service providers.

Your personal information may be communicated in countries other than your country of residence, which may have different rules for the protection of personal information. They are subject to the laws of the country in which they are located and may be disclosed to the government, courts, or law enforcement agencies or regulators of that country.

However, our practices regarding your personal information are at all times governed by this policy and applicable Quebec laws on the protection of personal information.

How long do we keep your personal information?

We will keep your personal information for as long as necessary for the purposes described in this policy, to comply with our legal obligations, settle disputes and conclude agreements with our customers or partners.

We delete obsolete or unnecessary personal information, for example, if you inform us that you have permanently stopped using our services.

How do we protect your personal information?

Measures

We have implemented physical, administrative and technical measures to protect the confidentiality and insure the security of the personal information we hold, most notably to prevent unauthorized access.

We have a plan in the event of an incident involving personal information. It stipulates that we will notify the authorities and the persons concerned when such an incident presents a risk of serious harm, and that we will put in place measures to limit negative consequences.

Limited access

Only authorized and qualified personnel who need to access your personal information in the course of their duties have access to it. Furthermore, for certain access and when available, employee accounts and server access are subject to dual authentication.

Disclaimer

However, no security measure is absolute or fully guaranteed. If you have reason to believe that your interaction with us is no longer secure (for example, if you believe that the security of any information you have provided to us has been compromised), please contact the person in charge of the protection of personal information for which you can find the contact information on our website through the following link Access to information.

When does this policy not apply?

This Policy does not apply to websites operated by third parties over whom we have no control. If you follow a link to a third-party site (for example, to register for an event), the privacy policy of that third party site will apply.

We are not responsible for their privacy policies, procedures or practices concerning the protection of personal information. We encourage you to review these policies before submitting any personal information on these websites.

What are your rights regarding personal information?

Access, deletion and rectification

You can access the personal information we hold about you and, where applicable, request corrections, as permitted or required by law. You can also request the deletion of outdated or unjustified information or provide written comments.

However, to ensure that the personal information we hold about you is accurate and up to date, please inform us promptly of any changes.

Withdrawal of your consent

You can also withdraw your consent to the use and disclosure of your personal information. If you withdraw your consent, we may no longer be able to offer you some of these services.

To exercise your rights, please write to us at greffe@pointe-claire.ca. Please note that we may ask you for identification to make sure it’s you.

To find out more about your rights under Quebec privacy laws, visit the following website: Commission d’accès à l’information du Québec.

How to contact us?

For any question or comment about this Policy or the protection of your personal information, please visit our website through the following link: Access to information.

Our Person in Charge of the Protection of Personal Information will reply to requests for access to or correction of information and look into any complaints you may have regarding our practices with respect to your personal information.

Will this Policy be updated?

If we make significant changes to this Policy, for example, to comply with new legal requirements, we will publish a new version on our website, with the date of the latest update.

Effective

December 5, 2023