Privacy Policy

Relief sur la Gare is committed to protecting the personal information it holds. Personal information is confidential, except as provided by law. Anyone who has access to personal information held by Relief sur la Gare must take the necessary steps to protect it and keep it confidential. This policy and its related procedures set out the measures to be taken to reduce the risk of a confidentiality incident, address any incident that occurs and prevent similar incidents from happening again.

COLLECTION OF INFORMATION BASED ON BUSINESS RELATIONSHIPS AND SERVICES PROVIDED

As part of the services it provides to its clients or its marketing activities, Relief sur la Gare collects certain information, which may include personal information. This information may be provided voluntarily by the individuals concerned during our communications or collected through technological tools (forms, emails, applications or other means). It is used to sell or provide products and services, or to offer them.

By providing this information to Relief sur la Gare or using the technological tools on our website, social media platforms, or any applications or services offered by Relief sur la Gare, you consent to the collection and use of this information.

Relief sur la Gare strives to share or disclose this information only when required for its activities and only with trusted partners whose security and confidentiality measures we have taken care to verify. Whenever possible, all information is stored on servers located in Québec or, at a minimum, in Canada.

Anyone has the right to obtain details of the information held about them and to request that it be corrected if necessary.

RETENTION AND DESTRUCTION OF INFORMATION

Upon request, anyone may obtain details about how personal information held about them is stored, who has access to it, how it is used and how long it is retained before being destroyed.

CONFIDENTIALITY INCIDENTS AND PROCEDURE

The following procedure sets out the steps to be taken when Relief sur la Gare has reasonable grounds to believe that a confidentiality incident involving personal information it holds has occurred, or when such an incident has been confirmed, in accordance with the Act respecting the protection of personal information in the private sector, chapter P-39.1, and the Regulation respecting confidentiality incidents.

DEFINITIONS

The following definitions apply to this procedure and may be supplemented by any other regulation, policy, directive or procedure that refers to them:

Confidentiality incident: Access to, use or communication of personal information not authorized by law, as well as the loss of such information or any other breach of its protection.

Examples include:

A hacker gains access to a computer system;
A person uses personal information from a database they can access as part of their duties to steal someone’s identity;
A communication containing sensitive information is mistakenly sent to the wrong person;
A person loses documents containing personal information or has them stolen;
A person gains access to a database containing personal information to alter it.

Personal information: Any information about an individual that makes it possible to identify them. A person’s name on its own is not considered personal information. However, when that name is associated or combined with other information about the same person, it becomes personal information.

Examples of personal information include:

A person’s name and date of birth;
Social insurance number;
Credit card number;
Health insurance number;
Medical or financial information;
A person’s name and personal telephone number;
A person’s name and home address.

Sensitive personal information: Personal information is considered sensitive when, by its nature, particularly if it is medical, biometric or otherwise intimate, or because of the context in which it is used or communicated, it gives rise to a high reasonable expectation of privacy.

Examples include medical, biometric, genetic or financial information, as well as information about ethnic origin, political beliefs, sexual life or orientation, or religious beliefs.

PROTECTION OF PERSONAL INFORMATION

Relief sur la Gare implements appropriate and reasonable security measures to protect personal information against loss or theft and against access, disclosure, copying, use or modification not authorized by law. Only staff members who strictly need access to personal information to perform their duties are authorized to access it.

Staff members of Relief sur la Gare and anyone working on its behalf must, in particular:

Make reasonable efforts to minimize the risk of accidental disclosure of personal information;
Take special precautions to ensure that personal information is not observed, overheard, accessed or lost when working outside Relief sur la Gare’s offices; and
Take reasonable steps to protect personal information when moving from one location to another.

REPORTING A CONFIDENTIALITY INCIDENT

Anyone to whom Relief sur la Gare communicates personal information (colleagues, suppliers, partners and experts, including subcontractors) must report it if they have reasonable grounds to believe that a confidentiality incident involving personal information held by Relief sur la Gare has occurred. The report must be made without delay to the person in charge of the protection of personal information.

A staff member of Relief sur la Gare who has reasonable grounds to believe that such an incident has occurred must also notify their supervisor.

Any serious incident involving a large number of individuals or sensitive information that could cause significant harm must be reported to the Commission d’accès à l’information as soon as possible after it becomes known.

PERSON IN CHARGE OF THE PROTECTION OF PERSONAL INFORMATION: ROLES AND RESPONSIBILITIES

The person in charge of the protection of personal information for Relief sur la Gare can be reached at:

France Rousseau, Finance Director
Email: frousseau@gi-dl.ca
Telephone: (514) 444-4442

Her responsibilities include:

Helping establish the process for managing confidentiality incidents;
Keeping the register of confidentiality incidents up to date, documenting incidents and ensuring that they are followed up appropriately;
Keeping the register of complaints up to date, documenting complaints and ensuring that they are followed up appropriately;
Helping assess the risks of confidentiality incidents in order to identify threats and vulnerabilities and implement appropriate solutions.

In the event of a confidentiality incident, the person in charge of the protection of personal information manages the incident and works with any other person whose involvement is useful, depending on the nature of the incident.

In this capacity, she:

Assesses the risk of injury and its severity. This assessment takes into account, in particular, the sensitivity of the information concerned, the anticipated consequences of its use and the likelihood that it will be used for injurious purposes.
Promptly notifies the person whose personal information is affected by the incident when it presents a risk of serious injury, unless doing so would be likely to hinder an investigation by a person or body legally responsible for preventing, detecting or repressing crime or statutory offences. The notice must include:

A description of the personal information affected by the incident or, if this is not known, the reason why such a description cannot be provided;
A brief description of the circumstances of the incident;
The date or period when the incident occurred or, if this is not known, an approximate period, and a brief description of the measures the organization has taken or intends to take to reduce the risk of injury following the incident;
The measures the organization suggests the person take to reduce the risk of injury or mitigate any injury;
Contact information the person can use to obtain further information about the incident.

Where applicable, notifies any person or body likely to reduce the risk, communicating only the personal information necessary for that purpose.
Promptly notifies the Commission d’accès à l’information in writing of a confidentiality incident that presents a risk of serious injury. The notice must include:

The name of the enterprise (Relief sur la Gare) and the Québec enterprise number assigned to it under the Act respecting the legal publicity of enterprises;
The name and contact information of the person to contact at Relief sur la Gare about the incident;
A description of the personal information affected by the incident or, if this is not known, the reason why such a description cannot be provided;
A brief description of the circumstances of the incident and, if known, its cause;
The date or period when the incident occurred or, if this is not known, an approximate period;
The date or period when Relief sur la Gare became aware of the incident;
The number of people affected by the incident and, among them, the number who live in Québec or, if these numbers are not known, an estimate of each;
A description of the factors that led Relief sur la Gare to conclude that there is a risk of serious injury to the people affected, such as the sensitivity of the personal information involved, its possible malicious uses, the anticipated consequences of its use and the likelihood that it will be used for injurious purposes;
The measures Relief sur la Gare has taken or intends to take to notify the people whose personal information is affected by the incident, as well as the date on which they were notified or the anticipated timeframe for notifying them;
The measures Relief sur la Gare has taken or intends to take following the incident, particularly to reduce the risk of injury, mitigate any injury and prevent similar incidents from happening again, as well as the date on which the measures were taken or the anticipated timeframe for taking them;
Where applicable, a statement that a person or body outside Québec with responsibilities similar to those of the Commission d’accès à l’information for overseeing the protection of personal information has been notified of the incident.

Promptly notifies Relief sur la Gare’s insurers, where applicable.
Records the confidentiality incident in the designated register.
Provides a copy of the register at the request of the Commission d’accès à l’information.

REGISTER OF CONFIDENTIALITY INCIDENTS

Relief sur la Gare must maintain a register of confidentiality incidents.

Retention period for information in the register

The information in the register must be kept up to date and retained for the longer of the following two periods: at least five years after the date on which Relief sur la Gare became aware of the incident, or the period required by any government authority or applicable law or regulation.

REGISTER OF COMPLAINTS AND THEIR HANDLING

Relief sur la Gare must maintain a register of complaints and how they are handled.

Retention period for information in the register

EFFECTIVE DATE

This policy and its procedures came into effect on September 22, 2023.

CONTACT US

If you have questions about our privacy policy, wish to exercise the rights described above, file a complaint or update your personal information, please contact the person in charge of the protection of personal information:

By email: info@lerelief.ca

By mail: Relief sur la Gare, Attn: Person in Charge of the Protection of Personal Information, 126 rue St-Pierre, Saint-Constant, QC J5A 2G9.

We will make every effort to process your request promptly.

Last revised: April 9, 2026