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PRIVACY POLICY

Protecting privacy is important to the Regroupement Québécois des Résidences pour Aînés (hereinafter referred to as “the Organization,” “we,” “us,” or “our”). For this reason, we have implemented safeguards and sound management practices for your personal information in accordance with applicable laws, including Law 25.

This Privacy Policy (the “Policy”), which must be read in conjunction with the website’s Terms of Use and any Service Agreements entered into with the Organization, outlines our practices regarding the collection, use, processing, disclosure, and retention of personal information of our clients, visitors, and users.

By using our website Accueil – Regroupement québécois des résidences pour aînés (RQRA) (the “Website”) or by interacting with us, you agree that we may collect, use, process, disclose, and retain your personal information in accordance with the terms described herein. If you do not agree to comply with and be bound by this Policy, you are not authorized to visit, access, or use our Website, nor to share your personal information with us.

This Policy does not apply to the personal information of employees, representatives, and consultants of the Organization, or to any other individuals affiliated with the Organization, nor to any information that does not constitute personal information as defined by applicable law.

Purpose of this Policy

This Policy explains which personal information we collect through technological means, how we process it, and when we need to share it with subcontractors or third parties.

The term “personal information” refers to any data about an individual that reveals, directly or indirectly, something about their identity, characteristics, or activities. For example, this may include your name, date of birth, personal email address, financial information, or personal identification numbers.

Contact us

Any questions, comments, requests, concerns, exercise of rights, or complaints regarding this Privacy Policy must be directed to our Privacy Officer at the following contact details:
Email : scoulibaly@rqra.qc.ca
Address : 425 Boul. De Maisonneuve West, Suite 1008, Montreal, Quebec, H3A 3G5

Consent to the Collection of Personal Information

Respecting your privacy and the confidentiality of your data is a top priority for the Organization. That’s why this Privacy Policy explains which personal information we collect electronically and for what purposes, the methods used for collection, how we process the data, when we may need to share it with subcontractors or third parties, the confidentiality and security measures in place, and your rights regarding your personal information.

By providing us with your personal information, you authorize the Organization to collect and process the data necessary to provide our services. Please note that you remain in control of your personal information at all times and may refuse to allow us to collect it. To do so, simply inform us when the information is being collected—whether on paper, verbally, or in the presence of a staff member. You may also contact our Customer Service department to inquire about the information collected electronically and express your refusal. In such cases, we may not be able to provide you with our services.

The consent you provide at the time of collection or processing of your personal information may be withdrawn at any time. We will respect your decision in accordance with our legal obligations.

As part of our activities, we collect and use personal information through specified collection methods such as:

While browsing our website;
During visits to our business locations;
Through the use of Wi-Fi at our business locations;
When downloading our applications onto your smart electronic devices;
During communications by phone or live chat;
Through interactions via social media and email;
Through interactions on websites such as Facebook, YouTube, etc.;
When viewing or engaging with our online advertisements;s
During interactions with our authorized representatives;
Through audio or video recordings.

Personal Information Collected

As part of our activities, we may collect, process, and use various types of personal information. We strive to limit the collection of personal information to what is necessary to provide our services or as permitted by law. The personal information we collect includes:

Through our Website and all electronic platforms or sites:

Contact details, such as your first and last name, and email address, for subscribing to our newsletter or creating a user account with us;
Information automatically collected during the use of the Website and our Services, including:
- Connection data and other activity-related information on the Website, such as your IP address, pages visited, date and time of visits, browser type, device operating system, and other hardware and software details;
- Geolocation data, such as your IP address, precise or approximate location determined by your IP address or your mobile device’s GPS (depending on your device settings);
Credit card or other payment method information, along with related details for any transactional section on our Website.
- Personal information may also be collected by our online payment partners and our tax processing provider. To learn more about their data handling, retention, and destruction practices, we invite you to consult their respective privacy policies.

During your interactions with us:

Contact details, such as your first and last name, email address, phone number, and mailing address for creating a client account;
Tax-related information, including your income, social insurance number, and other personal financial details;
Information related to products or services, such as details about services we have provided to you;
Transaction and payment information, such as the payment method used, date and time, payment amount, billing postal code, address, and other related data;
Information you choose to provide or share with us, for example, when filling out a form, responding to surveys, or communicating with one of our employees or representatives;
Professional or employment-related information, such as your résumé, workplace, job titles or government positions, employers, owned businesses, salary or self-employment income, as well as details regarding your criminal background and other information you provide when applying for a job.

Use of Personal Information

In general, we use your personal information only for purposes permitted or required by law, or for the following purposes:

To offer or improve our products and services, or to develop new ones;
To allow you to subscribe to our newsletter, apply for a job, respond to your inquiries, collect feedback and comments, or provide assistance when needed;
To operate, maintain, monitor, develop, improve, and offer all functionalities of our Website;
For identity verification and background checks, as permitted by law, or to comply with our legal and regulatory obligations;
To send messages, updates, security alerts, or other communications in accordance with the law;
To administer contests, promotions, surveys, or other features of the Website or our services;
To conduct research and analysis related to our business and services;
To detect and prevent fraud, errors, spam, abuse, security incidents, and other harmful activities;
To establish, exercise, or defend a legal right or proceeding.

We always respect the purposes for which your personal information was collected. If we wish to use or disclose your personal information for other purposes, we will seek your consent, unless otherwise permitted by law.

Disclosure of Personal Information

As part of our operations, we make your personal information accessible to our employees, consultants, or agents whose duties require it.

Although we strive to avoid sharing your personal information with third parties, we may engage service providers to perform various services on our behalf, such as IT management and security, marketing, data analysis, hosting, and storage. In such cases, we only provide the personal information necessary for the execution of their mandate and ensure that the principles outlined in this Policy are respected.

Additionally, these service providers offer sufficient guarantees regarding the implementation of adequate protective measures for your personal information before it is disclosed to them. When our service providers no longer need your personal information, we require them to properly destroy the data.

The personal information we collect and retain remains protected and is securely hosted on servers that may be located outside of Quebec, including in Canada and the United States.

We may also share, transfer, or disclose your personal information, in strict accordance with this Policy, to third parties when required by law or in the context of a business transaction involving the sale, transfer, or assignment, in whole or in part, of the RQRA or its assets. In such cases, and if the transaction is finalized, we will inform you before your personal information becomes subject to a different privacy policy.

We do not sell, trade, or otherwise disclose your personal information to third parties, except as permitted by law.

Retention of Personal Information

Subject to applicable laws, we retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, unless you consent to its use or processing for another purpose. After this period, your personal information will be securely destroyed or anonymized.

For more information about the retention periods of your personal information, please contact us as indicated in the “Contact Us” section.

Your Rights Regarding Personal Information

You have the following rights:

The right to be informed about the personal information we hold about you and to request a paper copy of documents containing your personal information, subject to exceptions provided by applicable law;
The right to have your personal information corrected, modified, or updated if it is incomplete, ambiguous, outdated, or inaccurate;
The right to withdraw or modify your consent for RQRA to collect, use, disclose, or retain your personal information at any time, subject to applicable legal and contractual restrictions;
The right to request that we stop disseminating your personal information and to de-index any link associated with your name that provides access to such information if its dissemination violates the law or a court order;
The right to file a complaint with the Organization regarding the protection of your personal information;
The right to file a complaint with the Commission d’accès à l’information, subject to the conditions provided by applicable law.

To exercise any of these rights, please contact us as indicated in the “Contact Us” section.

Protection of Personal Information

RQRA has implemented physical, technological, and organizational security measures to adequately protect the confidentiality and security of your personal information against loss, theft, or unauthorized access, disclosure, reproduction, communication, use, or modification. These measures include access control to our offices and equipment, secure connections between your device and our server on our Website, employee awareness of this Policy, their commitment to comply with it and respect the confidentiality of your personal information, and governance practices aimed at the secure retention and destruction of your personal information.

Additionally, we limit access to your personal information to staff members who need it to perform their duties. These individuals only have access to the information necessary to carry out their tasks.

Despite these measures, we cannot guarantee the absolute security of your personal information. If you have reason to believe that your personal information is no longer protected, please contact us immediately as indicated in the “Contact Us” section.

Limitation of Liability

RQRA is committed to taking all reasonable measures to ensure a level of confidentiality and security for personal information that meets appropriate technological standards for its industry.

Despite the above, you acknowledge and understand that no computer system offers absolute security and that there is always a degree of risk when transmitting personal information over the public network that is the Internet.

You therefore agree that RQRA cannot be held responsible for any breach of confidentiality, hacking, viruses, loss, theft, misuse, or alteration of personal information transmitted or hosted on its systems or those of a third party. You also waive any claims in this regard, except in cases of gross negligence or intentional misconduct by RQRA. Accordingly, you agree to release RQRA and its officers, directors, affiliates, and business partners from any liability for any damages of any kind, whether direct or indirect, incidental, special, or consequential, related to the use of your personal information.

In the event of a breach of confidentiality or security of your personal information that poses a high risk to your rights and freedoms, you will be notified as soon as possible, and RQRA will take the necessary steps to preserve the confidentiality and security of your personal information.

Cookies

We use cookies and other similar technologies (collectively, “Cookies”) to help operate, protect, and optimize the Website and the services we offer. You can configure your browser to be notified when Cookies are set during your visit to the Website, allowing you to decide whether to accept or reject the use of some or all Cookies.

Among the Cookies we collect through our Website are:

Functionality Cookies : These allow the Website to remember your choices (such as username, preferred language, etc.) to provide a personalized and enhanced experience during future visits.
Analytics Cookies : These help us analyze and understand how you use our Website, so we can improve its usability, features, and content.
Advertising Cookies : These are used to display relevant ads based on your interests and browsing history.

Updates to this Policy

We reserve the right to modify this Policy at any time in accordance with applicable legislation. In the event of a change, we will publish the revised version of the Privacy Policy, update its revision date, and display a notice of update on the homepage of our Website. The notice will indicate the publication date, the general nature of the changes made, and the effective date of the modifications.

We encourage you to review this Policy each time you access our Website to stay informed about the protection measures and sound practices regarding your personal information.

If you do not agree with the new terms of the Privacy Policy, we invite you to stop using our Website and services. If you choose to continue using our Website or services after the new version of our Policy comes into effect, your use will be governed by that updated version.

This Policy was last updated on April 14, 2025.

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