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POLICY RELATING TO CONFIDENTIALITY AND PROTECTION OF PERSONAL INFORMATION

Approved by the Board of Directors and Privacy Officers

Camping Les Cèdres recognizes the importance of privacy, security and personal information protection.

This Privacy and Personal Information Protection Policy is intended to inform you of Camping Les Cèdres practices regarding the governance of personal information protection. It also aims to provide a framework for the security of personal information collected, held, used, communicated and stored.

The Policy applies to all employees of Camping Les Cèdres, its customers, suppliers and business partners who may have access to personal information in the course of performing their duties.

In this Policy, the term “customer” refers to Camping Les Cèdres customers who rent the campsites offered by Camping Les Cèdres, on a seasonal or temporary basis.

1. GENERAL PRINCIPLES OF THE POLICY

Camping Les Cèdres takes appropriate security measures to ensure the protection of personal information collected, held, used, communicated, stored or destroyed and which are reasonable given, in particular, their sensitivity, the purpose of their use, their quantity, their distribution and their medium, in particular by ensuring the following elements:

The integrity of the information, so that it is not destroyed or altered without authorization or in contravention of applicable laws, and that the medium of this information provides it with the desired stability and durability.

The confidentiality of personal information, by limiting its disclosure to only those persons authorized to have access to it, either externally in accordance with agreements with customers or internally when this information is necessary for the performance of employees’ duties.

Identification and authentication, in order to confirm, when required, the identity of a person or the identification of a document.

Compliance with legal, regulatory or business requirements to which Camping Les Cèdres is subject.

2. POLICY OBJECTIVES

The objectives of the Policy are as follows:

  • Define the type of personal information that Camping les Cèdres collects, uses, communicates and retains.

  • Define the means used by Camping les Cèdres to protect this information.

  • Specify the standards for use, conservation, communication and destruction of this information.

  • Determine the rights of access, rectification and destruction of personal information by Camping les Cèdres regardless of the nature of their medium and regardless of the form in which they are accessible, whether written, graphic, audio, visual, computerized or other.

  • Establish the roles of the persons involved, in particular that of the person responsible for the protection of personal information.

3. DEFINITION OF PERSONAL INFORMATION

For the purposes of the Policy, “personal information” means any information that concerns a natural person, that allows them to be identified directly or indirectly and that is not of a public nature within the meaning of the Act respecting the protection of personal information in the private sector.

4. WHAT PERSONAL INFORMATION IS COLLECTED?

Camping les Cèdres offers short-term (temporary) and long-term (seasonal) campsite rentals.

As part of these activities, the necessary personal information collected, used, communicated and stored by Camping les Cèdres may include, but is not limited to:

Contact information such as first and last name, street address, email address, IP address, telephone number, date of birth, driver’s license number.

Billing information such as a billing address, banking information, a credit card number or payment system data.

Information relating to the use of Camping les Cèdres services, including technical or connection information (cookies) on visits to the Camping les Cèdres website or any other information collected through cookies or other similar tools.

Any other necessary personal information that may be requested and provided.

5. HOW IS YOUR PERSONAL INFORMATION COLLECTED?

Camping les Cèdres collects personal information from the customer and a possible third party, in person, through secure file/data sharing platforms, by email, through forms or by telephone.

At the time of collection, Camping les Cèdres provides the following information up front and in simple and clear terms, and subsequently communicates it upon request from the customer:

  • The name of Camping les Cèdres

  • The purposes for which this information is collected

  • The means by which the information is collected

  • The rights of access and rectification provided for by law

  • The right to withdraw consent to the communication or use of the information collected

  • The name of the third party for whom the collection is carried out, if applicable

  • The name of the third parties to whom it will be necessary to communicate the personal information, if applicable

  • The possibility that personal information may be communicated outside Quebec, if applicable.

6. CONSENT TO COLLECTION

It is the responsibility of Camping les Cèdres to collect personal information with the prior, free and informed consent of the customer by disclosing in advance the purposes for which this information is collected. Consent is obtained through a detailed consent form in simple and clear terms.

In compliance with applicable laws, Camping les Cèdres will ensure that separate consent is obtained before using the personal information held for purposes that are not compatible with those for which it was initially collected.

Any person concerned may, at any time, withdraw their consent to the collection, use, disclosure or retention of their personal information by contacting the person responsible for the protection of personal information at Camping les Cèdres. Following receipt of the notice of withdrawal of consent, Camping les Cèdres undertakes to cease all processing of the personal information concerned and to proceed with its irreversible destruction, subject to a legal or regulatory obligation relating to its retention.

Camping les Cèdres will also notify any person or entity to whom this personal information has been disclosed so that these persons or entities can also cease processing it and irreversibly destroy it, where applicable, subject to a legal or regulatory obligation relating to its retention.

7. USE OF COLLECTED INFORMATION

Camping les Cèdres uses personal information to offer a secure campground rental service, in compliance with applicable laws and safety regulations and more specifically for the following purposes:

 

  • Verify the identity of the customer

  • Communicate with the customer and the employee

  • Offer a campground rental service

  • Generate the issue and payment of customer invoices and account statements

  • Manage the various customer reservations

  • Share personal information with third parties when necessary to execute the campground rental service contract

  • Recruit staff, evaluate applications and hire employees

  • Pay employees' salaries

  • Produce personalized annual tax statements

  • As permitted or required, for any applicable legal or regulatory obligation or provision

  • Assert your rights, if applicable

  • Any other purpose to which a person has consented.

 

Camping les Cèdres uses the information only for the purposes determined above and for which consent has been obtained. Thus, unless specifically consented to, Camping les Cèdres does not communicate, sell, rent, give, exchange, share or disclose to third parties any personal information.

This information is accessible only to employees who necessarily need it to perform their duties, and they are required to respect the confidential nature of this information.

8. COMMUNICATION OF PERSONAL INFORMATION TO THIRD PARTIES

Camping les Cèdres must obtain the consent of the person concerned before communicating personal information about them to a third party, unless applicable laws authorize communication without such consent.

Camping les Cèdres may, as part of the campsite rental services offered, communicate personal information to its external suppliers located in and outside Quebec, in compliance with applicable legal requirements. In this case, Camping les Cèdres’ external service suppliers are subject to written confidentiality agreements.

Camping les Cèdres and its suppliers may be required to provide personal information held by reason of a court order, an administrative investigation or other situation provided for by law.

As part of a possible restructuring of Camping les Cèdres' activities, the latter may be required to disclose personal information to potential or existing purchasers and their advisors for the purposes of said transaction, subject to prior written confidentiality agreements from the potential purchasers.

9. CONSERVATION AND SECURITY OF PERSONAL INFORMATION

All personal information collected, regardless of its medium, is stored in a secure environment against unauthorized physical or technological access, disclosure, copying, use or modification, as well as against loss or theft. These security measures include, where applicable, the use of firewalls and secure servers, encryption, the deployment of appropriate access rights management systems and processes, and other essential measures to ensure appropriate protection of personal information against unauthorized use or dissemination.

10. DESTRUCTION OF PERSONAL INFORMATION

Personal information is retained for the period necessary to achieve the purposes for which it was collected and is then destroyed. Personal information may be retained beyond the achievement of the purposes for which it was collected only when another period provided for by law applies. It will be destroyed securely and irreversibly in accordance with applicable laws.

11. RESPONSIBILITY OF THE PERSON WHO COMMUNICATES THE INFORMATION

Any customer who sends personal information to Camping les Cèdres is responsible for the accuracy of the information.

The customer must also ensure that the system or equipment with which he or she transmits or receives information is sufficiently secure.

Camping les Cèdres cannot be held responsible for unauthorized access to personal information resulting from negligence or vulnerabilities present on the equipment or system of a customer who sends or receives information.

In the event that the confidentiality of his or her information is compromised or his or her identity is usurped, the customer is required to notify Camping les Cèdres as quickly as possible by contacting the person responsible for the protection of personal information designated below.

12. RIGHT OF ACCESS AND RECTIFICATION

Any person may request access to the personal information concerning them held by Camping les Cèdres. Any person may request the rectification of personal information concerning them held by Camping les Cèdres. The request for access or rectification is sent to the person responsible for the protection of personal information at the contact information provided below. The rights of access and rectification are exercised in accordance with the Act, within the time limits provided for in the Act and subject to the applicable limitations and restrictions.

13. HANDLING COMPLAINTS

Any person who wishes to file a complaint regarding the collection, use, communication, retention, destruction or rights of access or rectification to their personal information by Camping les Cèdres must forward their complaint to the person responsible for the protection of personal information at Camping les Cèdres designated below. Camping les Cèdres undertakes to process the complaint within fifteen (15) business days following receipt thereof.

14. DATA, COOKIES AND PRIVACY SETTINGS

Camping les Cèdres collects cookies when using its website in order to ensure proper management and to provide a consistent, efficient and personalized experience on the website.

A cookie is a small data file that is stored on the user’s computer or mobile device. A consent banner is automatically displayed upon arrival on the Camping les Cèdres platform to allow the user to activate cookies. The effectiveness of certain services offered by the website may be affected if the user refuses to activate cookies. The cookies used are divided into four (4) distinct categories:

  • Necessary cookies

  • Functionality cookies

  • Performance cookies

  • Tracking cookies.

Any person who provides personal information in accordance with this article consents to their use and disclosure for the purposes for which the information was collected.

15. DISTRIBUTION OF THIS POLICY

Camping Les Cèdres publishes this policy on its website and disseminates it by any means likely to reach the persons concerned. Camping Les Cèdres does the same for any modification to this policy.

16. INCIDENT REPORTING

Upcoming content.

17. KEEPING THE INCIDENT REGISTER

Camping les Cèdres keeps a register of all confidentiality incidents to which it has been subject, where applicable, even those that do not present a risk of serious harm.

Camping les Cèdres will allow the Access to Information Commission to consult this register and may provide it with a copy upon request.

18. ROLES AND RESPONSIBILITIES

The owners of Camping les Cèdres, Eric Landry and Francois Landry are responsible for the protection of personal information and can be reached at the following address: info@campinglescedres.com or at 450-346-9276

Coming into force

This policy will come into force on the day of its adoption by the board of directors of Camping les Cèdres on September 1st 2023.

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