Privacy Policy

ROLES AND RESPONSIBILITIES OF WORK TEAM MEMBERS

Each member of the work team at the Maison d'aide et d'hébergement Alternative pour Elles formally undertakes in their employment contract to respect the confidentiality of personal information collected by themselves or any other person, as well as this policy.

The Board of Directors of the Maison d'aide et d'hébergement Alternative pour Elles has designated the organization's coordinator, Ms. Cathy Allen, as the person responsible for the protection of personal information within the Maison d'aide et d'hébergement Alternative pour Elles. Her name and contact information are indicated on the organization's website.

This person is responsible for:

Ensure that the means are in place to protect personal information, from collection to destruction.
Respond to requests for access, rectification and disclosure to third parties.
Receive, file and process confidentiality complaints and incidents.
Maintain confidentiality incident log.

OUR COMMITMENT

Alternative pour Elles is committed to:

Protect personal information and confidential data obtained and within its control
Inform the person concerned at the moment personal information is collected
Collect only necessary and useful data
Obtain consent for the collection, use or disclosure of personal information when required
Retain personal information only as long as necessary for the fulfillment of identified purposes
Protect personal information with appropriate measures
Upon request, inform individuals of the personal information we hold about them
Ensure prompt and confidential handling of complaints.

1. PROTECT PERSONAL INFORMATION AND CONFIDENTIAL DATA OBTAINED AND WITHIN ITS CONTROL

Alternative pour Elles is responsible for the personal information it holds and controls. It will establish appropriate measures to offer comparable protection when a third party processes said information. Alternative pour Elles has established policies and procedures to protect personal information. A privacy officer has been designated to oversee privacy issues and to train employees on the privacy policy and their role in protecting personal information.

2. INFORM THE PERSON CONCERNED AT THE MOMENT PERSONAL INFORMATION IS COLLECTED

When Alternative pour Elles collects personal information, you will be informed verbally, in writing or by e-mail of the reasons for such collection, of our intention concerning your information and of the persons with whom we may share it.

Except where required or permitted by law, Alternative pour Elles will not, without your consent, disclose information for purposes other than those for which it was collected. Personal information is shared only with those who need it to perform their duties.

3. COLLECT ONLY NECESSARY AND USEFUL DATA

La Maison d'aide et d'hébergement Alternative pour Elles will limit the collection of personal information and will only ask for what is reasonably required to operate its activities and to offer its services. The personal information collected is limited to what is necessary for the file. All information is treated as confidential.

Customer information

La Maison d'aide et d'hébergement Alternative pour Elles collects, uses, retains and communicates information about its customers for the following purposes:

Establishing and maintaining supportive relationships;
Understanding needs and preferences;
Offering assistance and accommodation services appropriate to their situation;
Ensuring personal safety.

Employee and candidate information

Alternative pour Elles collects personal information about employees to pay their salaries, to comply with applicable legislation, to provide benefits, to use performance management tools and to improve or manage programs, policies and employee relations for emergency response purposes, and generally to establish, manage or terminate the employment relationship.

La Maison d'aide et d'hébergement Alternative pour Elles also collects personal information about people who apply for positions. This information is collected during selection to ensure candidates have the required qualifications.

When necessary, personal information collected by the Maison d'aide et d'hébergement may be transferred to our insurance and benefits providers, pension plan administrators and any other company involved in contractual activities on our behalf. Personal information will be used only for the purposes for which it was collected.

La Maison d'aide et d'hébergement Alternative pour Elles will seek consent before disclosing personal information to a third party, except for exceptions provided by law. When an employee accepts an offer of employment or benefits, such acceptance generally constitutes consent authorizing la Maison d'aide et d'hébergement Alternative pour Elles to collect, use and disclose personal information for all identified purposes.

Information on interns, contract workers and volunteers

La Maison d'aide et d'hébergement Alternative pour Elles collects personal information on interns, contract workers and volunteers required to manage the internship, business contract or collaboration with volunteers.

Information on donors

Alternative pour Elles places great importance on the trust of donors who decide to support us. As a result, we do our best to limit the collection and use of our donors' personal information to protect their confidentiality. No information is disclosed without the donor's consent.

4. OBTAIN CONSENT FOR THE COLLECTION, USE OR DISCLOSURE OF PERSONAL INFORMATION WHEN REQUIRED

Consent to collect, use and retain personal information is generally implied during data collection.

However, where the information collected is sensitive, specific consent will be requested to clarify the reasons for collection. Information may only be collected for these purposes. The individual's permission will be obtained again if another purpose is involved. Consent is valid only for the time required to carry out the activities for which the personal information was collected. La Maison d'aide et d'hébergement Alternative pour Elles will consider the sensitivity of personal information when choosing the format and method of obtaining consent. Due to the sensitive nature of the information collected from women, Alternative pour Elles is committed to obtaining these individuals’ free and informed consent before creating a file.

Personal information concerning a minor under the age of 14 will be collected from that minor with the consent of the person having parental authority, except when such collection is clearly for the benefit of the minor.

The person who has given consent may withdraw it at any time by submitting a written request if permission was granted in writing; otherwise, a verbal request will be sufficient.

5. RETAIN PERSONAL INFORMATION ONLY AS LONG AS NECESSARY FOR THE FULFILLMENT OF IDENTIFIED PURPOSES

La Maison d'aide et d'hébergement Alternative pour Elles will retain personal information only as long as necessary for the identified purposes or as required or permitted by law.

6. ROTECT PERSONAL INFORMATION WITH APPROPRIATE MEASURES

Information may be stored on various media, in paper or digital files, and access to it is secure. In all cases, only those persons in charge of the Alternative pour Elles authorized to access the information are allowed to do so. The information must be necessary for the performance of their duties.

Alternative pour Elles will protect personal information using appropriate security safeguards against loss, theft, unauthorized access, disclosure, copying, use, modification or destruction, regardless of the format in which it is held. We consider the sensitivity of the information when determining the level of protection required. Alternative pour Elles will carefully destroy personal information to prevent unauthorized access. In the event of a security breach, we will make every effort to limit any potential damage.

All employees with access to personal information shall respect the confidentiality and privacy of such information.

La Maison d'aide et d'hébergement Alternative pour Elles will protect the personal information transferred to third parties under contractual agreements that stipulate that the third party must respect the confidentiality of the personal information and comply with all legal requirements imposed by legislation.

La Maison d'aide et d'hébergement Alternative pour Elles works with one or more technology service providers to store personal information and has obtained a commitment from them to protect it and keep it confidential. This commitment is in the contract between the company and its suppliers. Suppliers must also specify in their contracts the measures they have taken to protect personal information and that such information will be used only to perform the contract.

Alternative pour Elles has also included a clause in its contracts with technology service providers stipulating that it be notified of any confidentiality incident involving personal information collected by the organization.

7. UPON REQUEST, INFORM INDIVIDUALS OF THE PERSONAL INFORMATION WE HOLD ABOUT THEM

Upon request, la Maison d'aide et d'hébergement Alternative pour Elles will allow individuals to review the personal information kept about them by the organization. All requests for personal information must be addressed in writing to the coordinator of Alternative pour Elles. It must specify the information requested, the name and contact information (postal address, e-mail and telephone number) of the person making the request and provide proof of identity. The request may also concern the rectification or removal of information.

Alternative pour Elles will respond promptly within 30 days of receipt of the request.

Any personal information disclosure request by a third party must also be made in writing. In most cases, la Maison d'aide et d'hébergement Alternative pour Elles will obtain the person’s written consent before disclosing personal information to a third party. Alternative pour Elles may also disclose personal information without consent when required by law. In such cases, we will ensure that only the personal information required by law and the circumstances of the request are disclosed.

In some cases, the home may be unable to access all personal information about an employee, woman or child. For example, Alternative pour Elles will not offer access when it could reveal personal information about a third party unless the requested information can be separated from the file or the third party consents to releasing his or her information. Other grounds for refusing access may include but are not limited to, situations in which communication could reasonably be expected to threaten the life, health or security of another person, information protected by solicitor-client confidentiality, communications that could reveal information collected in the course of an investigation or breach of an agreement or contravention of a law. When access to a person's information is refused, Alternative pour Elles will provide the reasons for such refusal.

You may also request that Alternative pour Elles change your personal information if it is outdated, inaccurate or incomplete. Alternative pour Elles will promptly amend any personal information found to be incorrect or incomplete. Any unresolved issues regarding the accuracy of personal information will be noted in the individual's file.

8. ENSURE PROMPT AND CONFIDENTIAL HANDLING OF COMPLAINTS

Any person wishing to submit a complaint relating to this policy or, more generally, to protect personal information must do so in writing, indicating his or her name, contact information and the reason(s) for the complaint. The complaint must be forwarded to the person responsible for protecting personal information designated by the Board of Directors of Alternative pour Elles.

Alternative pour Elles is committed to treating the complaint confidentially and responding diligently within 30 days of receipt of the complaint, subject to having obtained all the information necessary to process the request correctly.

The Privacy Officer is also responsible for investigating any confidentiality incident and notifying the person(s) concerned and the Access to Information Commission without delay, where appropriate, i.e. if the incident presents a risk of serious harm. In addition, it is responsible for identifying reasonable measures to reduce the risk of damage being caused to the persons concerned and prevent similar incidents from occurring.

USE OF COOKIES

Most of our cookies will not collect personally identifiable information but rather will collect general information, such as how users access and use the Site.

The use of such files allows:

To improve our service by analyzing the performance of our website in order to make any necessary corrections, if need be;
Statistics in order to produce reports on traffic on our website.

Privacy officer at Alternative pour Elles :

Privacy officer : Mrs. Cathy Allen, ps.ed.

Email : callen@alternativepourelles.com

Adress : P.O. Box 1225, Rouyn-Noranda, Qc, J9X 6E3

Phone : 819-797-1754