Protection of personal information

Scope

This policy applies to personal information handled by Beautec Enr. in connection with its public website, communications, professional services, client relationship management, billing and system administration.

Personal information we may collect

Beautec limits collection to information necessary for identified purposes. Depending on the nature of your interactions with us, the information handled may include:

• your name and contact information, such as your email address and telephone number;
• the content of emails, requests, documents or other communications you send us;
• voicemail messages you choose to leave;
• information necessary to assess, prepare or carry out an engagement;
• billing information and, where applicable, transaction information;
• technical information generated by website infrastructure, such as an IP address, request logs, or browser or device information, when recorded for operation or security.

Why we use personal information

Beautec uses personal information only for purposes related to its activities and the services requested, including to:

• respond to inquiries and communicate with you;
• assess a need and prepare an estimate, proposal or quote;
• provide, administer and support agreed services;
• manage the client relationship, billing and payments;
• operate, secure and troubleshoot systems and improve their reliability;
• comply with legal, regulatory and contractual obligations.

How information is collected

Information may be collected directly from you, including by email, telephone or voicemail, through documents you provide, during communications related to an engagement or billing, or through technology services used by Beautec. Technical data may also be generated automatically by website infrastructure to operate and secure the site.

Public website, cookies and analytics

Beautec does not currently configure its public website to use advertising or behavioural analytics tools. Website infrastructure may nevertheless process technical data or use mechanisms strictly necessary to operate, secure and deliver the site. If Beautec later adds analytics, profiling or advertising technology, this policy and any applicable consent mechanisms will be reassessed.

Service providers

Beautec may rely on technology service providers when necessary for its activities. Depending on the service used, these providers may fall into categories such as:

• hosting, infrastructure, networking and security;
• email and electronic communications;
• telephony and voicemail;
• billing, payments and client relationship management;
• backup, storage and technical tools needed to provide services.

A provider’s access to personal information must be limited to what is necessary for the relevant service, subject to applicable legal requirements.

Processing outside Quebec

Some technology providers may operate infrastructure outside Quebec. Depending on the service used, personal information may therefore be disclosed or processed outside Quebec. Where required by law, Beautec performs the applicable assessment before such a disclosure and puts the required safeguards in place.

Retention and destruction

Beautec retains personal information only for as long as necessary for the purposes for which it was collected or used, or for any additional period required by law. Once those purposes have been fulfilled and no retention obligation applies, the information is appropriately destroyed or anonymized where permitted by law and where Beautec intends to use it for serious and legitimate purposes.

Security

Beautec applies security measures appropriate to the circumstances and sensitivity of the information. These measures may include access controls, authentication, backups, logging, security updates and appropriate destruction methods. No technical or organizational measure can guarantee zero risk.

Your rights

Subject to the conditions and exceptions provided by law, you may ask Beautec to confirm whether it holds personal information about you, provide access to it and correct it when it is inaccurate, incomplete or ambiguous. Where the right to data portability applies, you may also request certain computerized personal information collected from you in a structured, commonly used technological format.

Withdrawal of consent

Where the use or disclosure of personal information is based on your consent and the law allows that consent to be withdrawn, you may withdraw it by contacting Beautec. Legal or contractual obligations may nevertheless require certain information to continue to be retained or processed. Beautec will inform you of relevant consequences of withdrawal where applicable.

Roles and responsibilities

The privacy officer approves and oversees Beautec’s policies and practices concerning personal information. The privacy officer receives access and correction requests and privacy complaints, participates in the handling of confidentiality incidents and oversees the application of relevant governance measures. Anyone authorized to access personal information in the course of Beautec’s activities must limit access and use to what is necessary for their duties and comply with applicable safeguards.

Privacy complaints

Questions or complaints about Beautec’s personal information practices may be submitted in writing to the privacy officer identified below. A complaint should describe the concern and provide the information reasonably necessary to review it. The privacy officer reviews the matter, may request additional information, carries out relevant checks and determines appropriate corrective measures where warranted. Beautec’s internal process does not limit any right or remedy available under applicable law.

Changes to this policy

Beautec may update this policy to reflect changes in its practices, services or applicable requirements. The last-updated date appears at the top of this page. Where the law requires specific notice of a change, Beautec provides that notice through an appropriate means.