Privacy Policy

Last Updated: Feb 20, 2025

PRIVACY POLICY AND PERSONAL INFORMATION PROTECTION

At Surdek Solutions Inc., we place great importance on protecting the personal information of our clients, employees, and representatives. In accordance with the law on the protection of personal information in the private sector, we are committed to preserving the confidentiality of personal information collected in the course of our activities. Our privacy policy aims to inform you about our practices regarding the collection, use, disclosure, retention, and protection of your personal information. By providing us with your personal information, you accept the terms of this policy and authorize us to process your information in accordance with it.

1. Consent

1.1 Privacy Protection Commitment

We are committed to protecting our users' privacy. 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 (www.surdek.com) or providing us with personal information, you accept 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 is subject to certain legal or contractual restrictions. We will inform you of the possible consequences of this withdrawal, such as the inability to provide certain products or process certain requests. Your withdrawal decision will be recorded in our files.

1.4 Exceptions to Consent Requirements

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

2. Collection of Personal Information

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

• Emails and communications with our customer service
• Online application forms (including appointments)
• Cookies and similar technologies on our website

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

• A technology service provider like an ordering platform or newsletter service
• An online payment service provider to process financial transactions
• A cloud computing company storing customer data
• A customer relationship management (CRM) company that helps organize and analyze customer interactions

3. Types of Personal Information Collected

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

• Personal identifiers (name, postal address, email, phone number)
• Technical or digital information (IP address, online activities)
• Financial information (payment details)

3.2 Children's Privacy

We do not knowingly collect or solicit personal information from children under 13 years of age. By using our website, you declare that you are at least 13 years old. If you are under 13, please do not attempt to send us personal information. If we discover that we have inadvertently collected personal information from a user under 13, we will attempt to immediately delete this information from our files and records. We also encourage minor website users aged 13 or older to seek permission from their parents or guardians before sending any information about themselves over the Internet.

If you believe a child under 13 has provided us with personal information, please contact us using the contact information provided in the following section.

4. Use of Personal Information

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

• Respond to requests: To effectively respond to your requests and inquiries
• Transaction management: Processing payments and issuing receipts for transactions
• Registrations and participations: Managing your registrations for events, training, newsletters, website downloads, or webinar participation
• Human resources management: For internal management and administration of human resources, recruitment, employment contracts, and service agreements
• Marketing communications: Sending relevant information, special offers, and news updates, with the option to unsubscribe at any time
• User account management: Managing your user account to access various website features

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

4.2 We offer various options to allow you to control and limit the collection of your personal information. These options include:

• Communication choices: You can choose to receive our communications through different means (phone, SMS, email), or refuse them completely
• Cookie management: Our site allows you to refuse or customize cookie usage. Please note that blocking certain cookies may affect the accessibility and functionality of our site
• Granular consent: In most situations, when we collect information for specific purposes, you have the option to consent only to certain uses of your data

It's important to note that some of these options may limit your access to all features of our service. For example, by refusing certain cookies, some parts of our website may not function as expected, or by choosing not to create an account, certain personalization features may not be available.

5. Sharing and Disclosure of Personal Information

5.1 Personal information collected by our organization is accessible to specific categories of our staff and certain partner organizations, to effectively provide our products and services. For example:

• Customer service: Accesses contact information to respond to requests
• Training partners: Receive names and addresses for registration in joint training sessions
• Payment service providers: Access financial information for transaction processing
• Personal information and data security officers: Access information to ensure security and protection of data against unauthorized access or cyberattacks
• Cloud service providers: Host data on secure servers, enabling information storage and retrieval

We ensure that this information is used exclusively for the stated purposes and with respect for confidentiality. Data transfers outside Quebec are conducted as part of international collaborations while ensuring adequate protection of information 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 other websites you visit before providing any information.

7. Security of Personal Information

7.1 Security Measures for Personal Information Protection

To ensure the security and confidentiality of personal information, Surdek Solutions Inc. adopts rigorous security measures, including both physical and technological aspects. Here are some concrete examples:

• Access controls: Limiting access to personal data to authorized employees only
• Staff training: Regular staff awareness training on data security best practices
• Data encryption: Protection of sensitive data using advanced encryption techniques
• Intrusion monitoring and detection: Implementation of systems to monitor suspicious activity and detect potential intrusions

These measures aim to protect personal information against unauthorized access, use, or disclosure, and to maximize their integrity and confidentiality. Although we do our best to protect your personal data, it's important to keep in mind that no method of transmission over the Internet or electronic storage is 100% secure. Therefore, we cannot guarantee their absolute security

7.2 Staff and Board of Directors Commitment

Each employee, administrator, volunteer, independent contractor, or ad hoc advisor working within our board of directors' committees commits to respecting the personal information we collect. Additionally, these individuals commit to maintaining the confidentiality of information specific to our activities and not to disclose it or use it for personal benefit or the benefit of others. This commitment exists from the moment the employee, director, volunteer, independent contractor, or ad hoc advisor takes office and continues indefinitely.

8. Retention and Destruction of Personal Information

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

We will also retain usage data for internal analysis purposes. This data is generally retained for a shorter period unless it is used to strengthen security or improve website functionality, or we are legally obligated to retain it for longer periods.

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 concerning the personal information we hold. These rights include:

• Right of access: Individuals have the right to view personal information we hold about them. For example, a client can request to see data collected during their service registration
• Right of rectification: If information is inaccurate or incomplete, concerned individuals can request updates. For example, an employee can request correction of their incorrect postal address in our records
• Right to de-indexing: Individuals can request that their personal information be removed from circulation or that any hyperlinks associated with their name be de-indexed if this circulation causes them harm or violates the law or a court order. This right to erasure or to be forgotten allows individuals to control the availability of their personal information on the internet
• Right to file a complaint: If concerned about the processing of their data, individuals can file a complaint according to our established process

Subject to applicable laws, upon receipt of a written request from an individual and after verifying their identity, we will inform the person if we hold personal information about them and communicate this information to them.

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

To facilitate these rights, our personal information protection officer's contact information is clearly indicated for any questions or concerns. These measures ensure that individuals can exercise their rights with confidence and transparency.

10. Policy Modifications

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

11. Contact

Any requests or questions about this privacy policy can be sent to the person responsible for personal information protection at the following address:

By email:
steffan@surdek.com

By postal mail:
Surdek Solutions Inc.
418 Avenue St-Charles
Vaudreuil-Dorion, Quebec
J7V 2N1

Policy effective date: September 14, 2023
Last updated: February 20, 2025