PRIVACY POLICY AND PERSONAL DATA MANAGEMENT

Please note that the use of the masculine gender in this document includes the feminine and is used, without discrimination, to lighten the text.

Last Updated: October 16, 2023

ACCEPTANCE AND APPLICATION

Agile Montreal provides you with this privacy policy to inform you of our policies and procedures regarding the collection, use, storage, and disclosure of personal data and information that we receive from users who use Agile Montreal’s website, products, and services. This Privacy Policy applies to anyone using the site and services.

We reserve the right at any time, at our sole discretion and without any liability, to update or modify the Privacy Policy without notice, and your continued access or use of the services or our website means that you accept the updated or modified Privacy Policy. If we modify it, we will update the “Last Updated” date at the top of the Privacy Policy. By continuing to access the website or use the services, you indicate that you agree to be bound by the revised Privacy Policy. If the revised Privacy Policy is not acceptable to you, please do not use the website or services. Make sure to check back regularly on this page to view the most recent version of the Privacy Policy.

COLLECTION OF PERSONAL INFORMATION

In this privacy policy, the term “Personal Information” refers to any information about an individual that directly or indirectly allows for identification.

We collect the information you provide to us, for example when you:

• Use our services;
• Browse our website;
• Submit a comment or question via our website through any means of communication or on our social media accounts;
• Consent to receive marketing communications through any means of communication;
• Respond to a survey, poll, or participate in a contest on our website or social media accounts;
• Register for an activity or submit a proposal for a conference, workshop, or training;
• Wish to obtain on-demand services;
• Transmit any document containing personal information;
• Apply for or hold a job at Agile Montreal;
• Act as a volunteer for the organization, its Communities of Practice, or its Signature Events;
• Contact employees of Agile Montreal, its administrators, volunteers.

On each of these occasions, the collected personal information may be used for various purposes, including but not limited to:

• Ensuring the provision, management, execution, and improvement of our services;
• Engaging in research and development activities, as well as statistical analysis, to improve the User experience and better understand their needs;
• Carrying out internal operations, including, among other things, the prevention of fraud and abuse of our services, solving software and operational problems, conducting data analysis, tests, and research, as well as monitoring and analyzing trends in usage and activity;
• Communicating with you by sending newsletters or any other type of communication that may be of interest to you, including information about our products, services, promotions, and news.

Specifically:

• Your first and last name: for identification purposes, to facilitate your registration for activities, and to improve our service quality;
• Your email: for communication purposes;
• Your phone number: for communication purposes;
• Information about your professional situation, including a biography: to provide additional information about speakers and trainers;
• Your home address: for legal purposes, especially for board members;
• Financial or banking information: for invoice settlement;
• Any information about your use of our website, including browsing cookies, your IP address: to analyze and improve our website;
• Any document verifying your identity: required for board members in accordance with the Registraire des entreprises du Québec (REQ);
• Any other personal information that you choose to share.

When you give your consent, it is possible for us to acquire personal information about you from third parties. For example, when you register to participate in one of the services offered via the website or mobile application of this third party, or through our services. We have the ability to automatically import some of the personal information you provided to this third party for the purpose of using our services.

We want to explicitly state that we will not use your personal information for other purposes without your prior consent. Furthermore, the collection of personal data will be limited to what is strictly necessary for the aforementioned purposes.

Additionally, personal information may be used and disclosed to the extent that Agile Montreal reasonably believes it is necessary for the enforcement of the terms of an agreement between you and Agile Montreal, or to protect the rights, property, or safety of a person or entity, or in response to a request from competent government authorities, in accordance with applicable law.

INFORMATION ABOUT SHARING

We do not sell, rent, or disclose to third parties the information we collect and record. You can rely on the fact that we do not share the information collected with other parties, except in accordance with the following practices:

• Service providers: we have established agreements with various service providers to facilitate the provision of our services. Under these agreements, we may share the personal information we have collected. All administrative service providers we use are required to maintain the same level of protection for personal information as ours. Therefore, we expect your personal information to be treated with the same degree of confidentiality that we apply.
• Statistical analysis: We may share personal and non-personal information aggregated anonymously with third parties, including, but not limited to, for statistical, machine learning, advertising, or marketing purposes. However, in no case will non-anonymized personal information be shared in this way.

RIGHTS RELATED TO ACCESS TO INFORMATION

In accordance with applicable privacy laws, you have the following rights:

• Right of access: You have the opportunity to verify if we hold personal information about you, and if so, to request a copy. Fees may be charged for the transcription, reproduction, or transmission of this information.
• Right to rectification: If personal information about you is found to be inaccurate, incomplete, ambiguous, or if its collection, communication, or storage does not comply with the provisions of the Act Respecting the Protection of Personal Information, you have the right to demand its correction.

If you wish to review, consult, or correct this information, please send us a written request to confidentialite@agilemontreal.ca.

WITHDRAWAL OF CONSENT

You have the option to withdraw your consent at any time for the retention of your personal information by sending a written request to confidentialite@agilemontreal.ca. Upon receiving your consent withdrawal request, we will cease to retain your personal information within a reasonable timeframe, which will depend on the nature of the personal information we have collected and the purpose for which it was collected. Please note that you will receive an email acknowledging receipt of your request.

PROMOTIONAL COMMUNICATIONS

You have the option to choose not to receive promotional messages from us by following the instructions provided at the bottom of these messages. However, please note that even if you choose to unsubscribe, we remain authorized to send you non-promotional communications, including those related to the services you have requested.

COMPLAINTS

For any complaint related to the collection, use, destruction, storage, or protection of your personal information, please contact us at confidentialite@agilemontreal.ca. We will process your complaint within 30 business days.

SECURITY

We have implemented security measures in the provision of our services to prevent the loss, misuse, and alteration of personal information under our supervision. However, it is important to note that no data security measure can offer an absolute guarantee of effectiveness. Therefore, we cannot certify or guarantee the total security of personal information or other information. You provide us with your personal information at your own risk.

EMPLOYEES, AGENTS, AND INDEPENDENT WORKERS

Agile Montreal collaborates with other companies and/or individuals to perform various functions on its behalf. For example, we may enlist third parties for the development of software applications, database management, or for sending communications on our behalf. It is possible that your personal information may be shared with these individuals during Agile Montreal’s operations. All employees, agents, affiliates, volunteers, and administrators working for Agile Montreal who have access to your personal information are required to ensure the confidentiality of your personal information in accordance with this Privacy Policy. Your personal information will only be disclosed to them to the extent that this disclosure is necessary for the exercise of their respective functions.

EXTERNAL LINKS

We disclaim any responsibility for the privacy practices of other websites you may be directed to using our services or by visiting our website. We encourage you to review their privacy policies.

RETENTION PERIOD

We will retain your personal information in our possession for the period necessary to achieve the objectives for which it was collected, as well as in accordance with any legal or regulatory obligations. Once this period expires, we may make your personal information anonymous, in accordance with applicable legal provisions.

STORAGE LOCATIONS AND INTERNATIONAL TRANSFER

Your personal information is stored, in particular, through a Cloud service whose servers are located in the United States. It is important to note that privacy laws in the United States may not guarantee protection similar or adequate to those in your jurisdiction. By consenting to this Privacy Policy, you expressly accept the transfer and storage of your Personal Information to the United States.

Additionally, your personal information may be transferred and stored on other servers located outside your jurisdiction, where privacy laws may not guarantee protection similar or adequate to those in your jurisdiction. By consenting to this Privacy Policy, you accept such transfer.

CONTACT US

For any questions, comments, or concerns about this Privacy Policy, please send us an email at confidentialite@agilemontreal.ca.

RESPONSIBLE FOR PERSONAL INFORMATION PROTECTION

Ms. Linda Linise serves as the responsible party for the protection of personal information and ensures compliance with and enforcement of applicable law. You can contact the responsible party for personal information protection at the following coordinates:

confidentialite@agilemontreal.ca

ELIGIBILITY

Please note that our services are not intended for individuals under the age of 18. If Agile Montreal becomes aware that personal information of individuals under the age of 18 has been inadvertently collected, we will proceed to its immediate deletion.