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PRIVACY AND PERSONAL INFORMATION PROTECTION POLICY

Groupe Talentrix, an expert in human resources consulting, talent assessment, and survey services, is committed to protecting the personal information and privacy of its clients and users. 

At Groupe Talentrix, we place great importance on safeguarding the personal information of our clients, employees, and representatives. In accordance with the Act Respecting the Protection of Personal Information in the Private Sector, we are committed to maintaining the confidentiality of the personal information collected as part of our activities.

The purpose of this policy is to inform our clients and users of our commitments regarding the collection, use, disclosure, retention, and protection of their personal information. By providing us with your personal information, you accept the terms of this policy and authorize us to process your information accordingly.

1 Consent

1.1 Commitment to Privacy Protection

We are committed to protecting the privacy of our users. We collect and use personal information only with their explicit consent and in compliance with applicable laws.

1.2 Acceptance of Policy Terms

By accessing our website at www.talentrixgroup.com or by providing us with personal information, you agree to the terms of our privacy policy. This includes your consent to the collection and use of your personal information in accordance with this policy.

1.3 Right to Withdraw Consent

You have the right to withdraw your consent at any time. However, this may be subject to certain legal or contractual restrictions. We will inform you of any potential consequences of such withdrawal, such as our inability to provide certain products or process certain requests. Your withdrawal decision will be recorded in our files.

1.4 Exceptions to the Need for Consent

In certain exceptional circumstances, we may collect, use, or disclose personal information without obtaining your prior consent. This may occur when legal, medical, or security requirements make obtaining consent impossible or impractical. These situations include, but are not limited to, suspected contract breaches, fraud prevention or detection, or law enforcement needs.

2 Collection of Personal Information

At Groupe Talentrix, we collect certain personal information when you purchase our products and services or when you respond to questionnaires or surveys. We may also obtain personal information about you from an “Organization” if you have agreed to participate in one of our questionnaires or surveys as part of your relationship with that Organization.

2.1 We collect personal information through various means, such as:

  • Emails and communications through our customer service activities
  • Online application forms and questionnaires
  • Cookies and similar technologies on our website

These details are collected in the following circumstances:

  • When you purchase a product or service, we collect the information required to complete the transaction. This may include your name and contact information for delivery.
  • When an organization registers you as a candidate, it provides us with information to allow you to access the selected test or survey. This may include your name, employee number, identification number, and contact information.
  • When you complete your candidate profile, we collect your name, contact information, employment history, education, and sociodemographic information. Optional fields will be clearly identified, and you may choose whether to answer them. Sociodemographic information you provide will be shared with the Organization only in aggregated form.
  • When you participate in an assessment or survey, we collect your IP address, browser type and version, date and time of access to the Platform, as well as your responses and results.
  • When you interact with us, we collect information to better identify you and respond to your questions. This may include your name, phone number, email address, order number, or a copy of your correspondence with us.
  • When you apply for a job or internship, we collect your name, email address, and any other information you provide, including your professional background. We use this information to evaluate and respond to your application.

2.2 We may also collect information through third parties, such as:

  • Recruitment portals allowing candidates to submit their résumé and personal data
  • Professional social networks such as LinkedIn for recruitment or marketing purposes
  • Consultants providing part of the services we offer
  • IT security service providers monitoring threats and protecting data
  • Customer relationship management (CRM) companies helping organize and analyze client interactions

2.3 We may use advanced technologies to collect personal information, including for identification or profiling purposes (e.g., creating consumer profiles). However, we ensure the protection of our clients’ privacy:

  • Responsible use of technology: These technologies are used solely to improve our services and better understand client needs.
  • Feature activation: By default, these features are disabled to protect data confidentiality. Clients may choose to activate them based on their preferences.

We are committed to transparency regarding the use of these technologies and to respecting our clients’ privacy choices.

3 Types of Personal Information Collected

3.1 We collect various types of data, including but not limited to:

  • Personal identifiers (name, mailing address, email, phone number)
  • Technical or digital information (IP address, online activity)
  • Financial information (salary)
  • Demographic data (age, ethnic origin, place of residence)

3.2 Children’s Privacy

We do not knowingly collect or solicit personal information from children under the age of 14.

4 Use of Personal Information

4.1 We use your personal information for a range of essential activities:

  • Responding to requests: To effectively respond to your questions and inquiries.
  • If you participate in an assessment or survey, your data will be used:
    • to identify you to the Organization that invited you;
    • for technical support purposes;
    • to generate your assessment results;
    • to generate your survey results;
    • to obtain information from your Organization about your job performance for research purposes, particularly to verify the extent to which test results relate to future job performance. Validity study results will not be shared with your Organization and, if published, will be anonymized;
    • internally, to produce aggregated anonymous statistics, conduct research, develop and analyze the effectiveness of our assessments/surveys, and improve our Platforms and services.
  • Transaction management: Processing payments and issuing receipts.
  • User experience improvement: Operating, maintaining, and enhancing our website, personalizing your online experience, and providing requested services and information.
  • Marketing communications: Sending information, special offers, and relevant updates, with the option to unsubscribe at any time.
  • User account management: Managing your account to access various site features.

These uses aim to enhance your experience with our services and support effective interaction with our organization.

4.2 We offer several options to help you control and limit the collection of your personal information:

  • Communication preferences: You may choose how you receive our communications (phone, SMS, email) or opt out entirely.
  • Cookie management: Our website allows you to refuse or customize cookie usage. Note that blocking certain cookies may affect site functionality.

Some options may limit access to certain features—for example, refusing specific cookies may prevent parts of the website from functioning properly, or choosing not to create an account may limit personalization features.

5 Sharing and Disclosure of Personal Information

5.1 Personal information collected by our organization is accessible to specific categories of personnel and certain partner organizations, for the purpose of providing our products and services effectively. For example:

  • Customer service: Access to contact information to respond to inquiries
  • IT department: Access to technical data for support and maintenance
  • Marketing department: Use of data for advertising campaigns and market studies
  • Payment service providers: Access to financial information for transaction processing
  • Information security officers: Access to data to ensure protection against unauthorized access or cyberattacks
  • Cloud service providers: Hosting data on secure servers
  • Research and development partners: Access to certain data for innovation or product/service improvement

We ensure that this information is used exclusively for the stated purposes and in compliance with confidentiality requirements. Data transfers outside Quebec occur within international collaborations while ensuring adequate protection in accordance with applicable laws.

6 Links to Other Websites

6.1 Our website may contain links to third-party websites.

When you follow these links, you leave our website. Information exchanged at that point is no longer subject to our privacy policy. We recommend reviewing the privacy statements of any website you visit before providing any information.

7 Security of Personal Information

7.1 Security Measures

To ensure the security and confidentiality of personal information, Groupe Talentrix implements rigorous physical and technological security measures, including:

  • Physical security: Electronic lock systems, secure cabinets, surveillance cameras, restricted access to areas where personal data is stored
  • Access controls: Limiting access to authorized employees only
  • Staff training: Regular awareness training on data security best practices
  • Intrusion monitoring and detection: Systems to detect suspicious activity
  • Disaster recovery plans: Procedures to restore data in case of incidents such as outages or cyberattacks

These measures aim to protect personal information from unauthorized access, use, or disclosure and to maintain its integrity and confidentiality. While we do our best to protect your data, no method of Internet transmission or electronic storage is 100% secure. Therefore, we cannot guarantee absolute security.

7.2 Commitment of Staff and Board Members

Every employee, director, volunteer, independent contractor, or ad hoc advisor working with Groupe Talentrix agrees to respect the personal information we collect. They also commit to maintaining the confidentiality of information related to our activities and not disclosing or using it for personal benefit or the benefit of others. This commitment begins upon joining the organization and continues indefinitely.

8 Retention and Destruction of Personal Information

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this privacy policy. We retain and use it as needed to comply with legal obligations, resolve disputes, and enforce our legal policies.

We also retain usage data for internal analysis purposes. This data is generally kept for a shorter period unless required to enhance security, improve website functionality, or comply with legal obligations.

9 Your Rights

9.1 Recognition and Respect of Your Rights

As part of our privacy policy, we recognize and respect the fundamental rights of individuals whose personal information we hold. These rights include:

  • Right of access: Individuals may request access to the personal information we hold about them.
  • Right of rectification: Individuals may request corrections to inaccurate or incomplete information.
  • Right to de-indexing: Individuals may request the removal of their personal information from public dissemination or the de-indexing of hyperlinks associated with their name if such dissemination causes harm or violates the law or a court order.
  • Right to file a complaint: Individuals may file a complaint regarding the handling of their data.

Subject to applicable laws, upon receiving a written request and verifying identity, we will inform the individual whether we hold personal information about them and provide access to that information.

We may refuse access in accordance with applicable laws, in which case we will provide reasons for the refusal.

Contact information for our Privacy Officer is clearly provided to support these rights.

10 Policy Changes

This policy may be updated to reflect changes in our practices or legal requirements. Updates will be posted on our website. We encourage you to review this policy regularly to stay informed of any changes.

11 Contact

Any request or question regarding this privacy policy may be sent to the person responsible for the protection of personal information at the following address:

By email: Sabrina Poirier

By mail: 155 Radmore Street, Gatineau (Québec) J8R 3T7

Effective date: September 30, 2023

Last updated: April 1, 2024