Privacy terms | Ver-Mac

Privacy terms

Definitions 

In this VER-MAC Privacy Policy, the company operating this Website (“VER-MAC”):
    
Customer refers to a VER-MAC customer that is a company or organization and not an individual consumer. 

Supplier is a natural or legal person who provides VER-MAC with goods or services in exchange for payment.

Business Contact Information is information concerning the performance of duties within an enterprise by the person concerned, such as the person’s name, title and duties, as well as the address, email address and telephone number of the person’s place of work. “Performance of duties” means information must have been collected, used or disclosed for the purpose of communicating with the individual in the course of their employment, business or profession. 

Job Applicant means the individual who voluntarily agrees to transmit their contact information, curriculum vitae, as well as any other information relevant to the processing of their application for employment with VER-MAC. 

Consumer refers to the individual who visits the VER-MAC Website. The Job Applicant is also a Consumer for the purposes of the Policy. 

Personal Information refers to information that identifies a person, directly or indirectly. This excludes Business Contact Information, except where privacy laws deem it to be Personal Information. Anonymized information under the law is not Personal Information. 

Services refer to the supply of products designed to improve work zone safety or the implementation of smart work zones or connected work zones. 

The Website refers to the VER-MAC Website: www.ver-mac.com.

 

Scope and application

This Policy applies to VER-MAC’s Customers and Suppliers. 

It also contains a section specifically for Consumers and one for Job Applicants. These specific sections are complementary to the Policy applicable to our corporate Customers. 

VER-MAC’s employees, subcontractors and agents must comply with the Privacy Policy if they have access to Personal Information in the course of their duties. 


Privacy Program

In order to protect Personal Information, we have implemented policies, practices and procedures relating to the management of Personal Information in our possession or custody.  
These internal policies and procedures regulate the collection, use, disclosure, retention and destruction of Personal Information, as well as the handling of complaints, information security and data governance. These policies and practices also provide a framework for the operationalization of privacy impact assessments, as well as the prevention of and response to potential privacy incidents. All these policies and practices have been approved by our Privacy Officer.  

 

Privacy Officer

VER-MAC’s senior management has delegated the management of the Privacy Program to the Privacy Officer. The Privacy Officer is responsible for the internal management and oversight of VER-MAC’s Personal Information Management Program.  
The Privacy Officer approves and implements privacy policies and procedures, ensures that they are functioning properly, and reports to VER-MAC’s senior management on the effectiveness of the program.  
The Privacy Officer is also responsible for providing the necessary support in the event of a question, complaint or request relating to the protection of Personal Information. For more information, see the “Contact” section of our Website.

 

Consent

Since our products are intended for business Customers, we do not have a direct business relationship with the Consumer. For this reason, we require our Customers to ensure that they have obtained all mandatory consents from Consumers when needed. In particular, the Consumer should have been informed that their Personal Information may be transferred to service providers such as VER-MAC. 

We also ask our Customers to provide the notices required by law to Consumers and to ensure that the use, collection or disclosure of Personal Information between VER-MAC and the Customer is authorized. 

However, we may collect Personal Information from Consumers when they visit our Website, or Personal Information from Job Applicants if they use our Website to apply for a job. In such cases, VER-MAC obtains all necessary consents for the use and disclosure of Personal Information. 
 

Collection and use

When we develop and improve our Website, we limit the fields in which we collect Personal Information to what is strictly necessary for the operation of the Website, for example in our contact or service request forms.  


VER-MAC collects and uses Business Contact Information through its Website and in the course of providing Services for the following purposes: 

  • Establish and maintain a commercial relationship with our Customers and suppliers;
  • Develop, improve, promote or provide products and services to our Customers;
  • Meet contractual, legal and regulatory requirements;
  • Investigate and resolve incidents;
  • Supply products and services on behalf of Customers (in accordance with the contracts entered into between VER-MAC and the Customer);
  • For any other purpose permitted by law, including responding to law enforcement or government requests. 

As mentioned above and in very specific cases, VER-MAC may collect Personal Information for its own purposes.  

VER-MAC collects and uses Personal Information for its own purposes as follows: 

  • Maintain and improve the security of the VER-MAC Website;
  • Contact you if you use our online forms;
  • Manage your application, if you send us your application online;
  • Meet contractual, legal and regulatory requirements;
  • Investigate and resolve incidents;
  • Prepare statistics on visitors to our Websites; 
  • For any other purpose permitted by law, including responding to law enforcement or government requests. 

 

Communication and transfer of Personal Information

From time to time, VER-MAC may need to share Business Contact Information or Personal Information with its subcontractors or agents (“third parties”) in order to properly provide our Services or to help us make available all features of our Website (maintenance, analysis, legal requirements, fraud detection, marketing and development). These third parties will only have access to the Business Contact Information and Personal Information that is necessary to perform these tasks on our behalf and are required not to disclose or use it for any other purpose. 

Note that these subcontractors or agents may be located in Canada or in other jurisdictions or countries. Please be aware that we have contractual agreements with these third parties to ensure the security of the data we entrust to them, and that we conduct privacy impact assessments before disclosing any Personal Information outside the province of Quebec. Although the Business Contact Information and Personal Information that we share are protected by appropriate security measures, such information could be made available to foreign government agencies under applicable laws. 


Retention

VER-MAC has established retention periods for the Personal Information in its custody. VER-MAC will not retain Personal Information longer than is necessary or relevant for the identified purposes, except where otherwise mandated by legal or regulatory requirements. Once these periods have expired, VER-MAC will return or destroy the Personal Information in accordance with its internal Personal Information management policies. 
 

Security measures

VER-MAC prioritizes the security of the Personal Information it collects, uses and holds. Accordingly, VER-MAC ensures that safeguards appropriate to the sensitivity of the data are in place to protect Personal Information against risks such as the loss, theft, unauthorized access, use, disclosure, modification or destruction. 

To the extent possible and applicable in connection with our Services, VER-MAC implements, maintains and monitors technical and administrative measures to help protect the security, integrity, availability and confidentiality of the Personal Information we collect or have in our custody, such as:

  • Restrict and secure access to applications, operating systems and platforms through the use of access controls, unique usernames and passwords, and two-factor authentication, guaranteeing access only to authorized VER-MAC employees and agents;
  • Protect data with network and Web application firewalls, as well as intrusion detection and prevention systems;
  • Use technologies such as tokenization, de-identification, standard encryption of data at rest and in transit, and other mechanisms to protect Personal Information, where appropriate;
  • Use endpoint security software that scans application files and sensitive file systems for malware and takes appropriate action accordingly;
  • Monitor networks and applications for security incidents and regularly test incident response plans;
  • Maintain a business continuity plan and emergency plan applicable to our operations, reviewed and updated annually to address any significant deficiencies;
  • Regularly test our protection measures and our global security program.

 

Accuracy

VER-MAC relies on the Job Applicant, the Consumer, the Supplier and the Customer to ensure the ongoing accuracy of the Personal Information that VER-MAC collects, uses and retains for the purposes set out above.


Incident management

VER-MAC’s Personal Information Management Program includes incident detection and response practices and procedures designed to facilitate the reporting of incidents involving Personal Information. 

In accordance with the contracts entered into with the Customer or Supplier, VER-MAC will provide reasonable assistance to support them in investigating the incident and complying with its obligations in relation to the incident, where applicable. This could include notifications to the people concerned (including End Users) and reporting the incident to the relevant privacy commissioners or other relevant parties. 

 

Access to information and similar rights

Since we generally do not have a direct business relationship with the Consumer, VER-MAC will refer requests for access to information, correction of Personal Information or other such requests from Consumers to the Customer, unless VER-MAC has contracted to do so with the Customer as part of its provision of Services.  

Depending on applicable law, where you live and how you interact with the VER-MAC Website, you may have certain rights with respect to the Personal Information we hold about you. 
 

Our commitments to Consumers

This section describes VER-MAC’s Personal Information management practices when the Consumer (“you,” “your”) visits our Website. 

Please note that visiting and using our Website is also governed by our Terms of Use.

Transparency

This Privacy Policy aims to inform you as fully as possible about our practices in managing the Personal Information we collect. Any Personal Information that you voluntarily provide to us through our Website as a Consumer may be collected, used and retained by VER-MAC for the purposes listed above. 

Transparency about our privacy management practices is an integral part of our Personal Information Management Program. 

Our Privacy Officer is specifically designated to help you with any privacy-related questions you may have.

Accountability

We fulfill our obligations as required by applicable law. We have implemented policies and practices that enable us to fulfill our obligations, particularly regarding the management of confidentiality incidents and access to information, where applicable. 

Limitation

As we develop and update our Website, we consistently strive to minimize the collection and use of your Personal Information required for the operation and management of our Site. 

Similarly, if we can use de-identified or anonymized information to achieve the above purposes, we will prioritize these methods. 

We will only retain your Personal Information for a period of time that is limited by our retention schedule. We will destroy your Personal Information, subject to retention periods imposed by our internal policies and by law. 

Security

We are aware of our role as custodian of your Personal Information, and for this reason, we strive to implement the best reasonable security measures to maintain the security, integrity, availability and confidentiality of our Site.

Right of access and rectification

You may access your Personal Information at any time by contacting our Privacy Officer directly. You can also change or correct this Personal Information, if it is wrong, with our Privacy Officer, where applicable. 

 

Section specific to Job Applicants

 
When you send us your application online, you authorize us to collect and process your: 

  • Personal contact data, such as your last name, first name, address, telephone number and email address;
  • Credentials, such as your date of birth and gender;
  • Curriculum vitae and cover letter, as well as any other documents you provide to us, whether required or not, including your photograph if included in your CV; 
  • Information about your right to work in a specific country where Ver-Mac operates; 
  • Information about your previous jobs, professional affiliations, education, qualifications, experience and employment references;
  • Information about any disability requiring reasonable accommodations in the recruitment process;
  • Criminal background, only if required by the nature of the position you are applying for. 

This Personal Information will be accessible only to those involved in our recruitment process, i.e. members of our human resources team, relevant managers or team leaders, interviewers, as well as certain IT department employees, if access to the data is necessary for their work.  

Your personal employment information will allow us to: 

  • Evaluate your profile and application;
  • Check your employment history and references;
  • Secure our buildings;
  • Communicate with you regarding the progress of your application;
  • Prepare a job offer and present it to you, if you are selected during the process; 
  • Give you feedback at the end of the recruitment process;
  • Compile statistics based on your Personal Information, previously de-identified or anonymized, in order to improve our recruitment practices.

With your specific consent, certain information you have provided to us during a previous recruitment process may be used to contact you with a view to offering you new employment opportunities corresponding to your profile. 

Storage and communication of employment information

Your Personal Information will be stored in various locations, including our recruitment files and other computer systems, such as our email system. 

We may need to transmit or provide access to your personal employment information to our service providers, Ver-Mac affiliates or government authorities, located inside or outside Quebec. 

These suppliers and agents may:

  • Host our recruitment page on our Website;
  • Advertise our job openings and screen applications; 
  • Manage our network of security cameras and access to our buildings, if your interview takes place in person at our offices; 
  • Check your background and references;
  • Generate statistical analyses to improve our recruitment process.

Retention period for employment information

Your Personal Information will be kept for a maximum of three years from the end of the recruitment process. 

Access and other legal rights

Depending on applicable laws, where you live and how you interact with our Website, you may have certain rights with respect to the Personal Information we hold about you. 

For example, you may have the right to: 

  • Obtain access to the Personal Information we hold about you;
  • Correct Personal Information we hold that is inaccurate, equivocal or incomplete;
  • Obtain additional information, for example about the categories of third parties to whom we disclose your Personal Information;
  • Request the portability of your Personal Information in a structured, commonly used and machine-readable format;
  • Withdraw your consent at any time, if we have collected and processed your Personal Information with your consent. The withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal, nor the processing of your Personal Information on the basis of legitimate processing grounds other than consent.
  • File a complaint with a privacy supervisory authority, such as a privacy commissioner or the Commission d’accès à l’information.

Filing a complaint
 
You may file a complaint with VER-MAC’s Privacy Officer if you are dissatisfied with our handling of your Personal Information or compliance with this Policy.  

You are also entitled by law to file a complaint with a privacy commissioner or any other appropriate privacy supervisory authority. 

Exercising your rights

You may exercise your above rights by addressing a written request to our Privacy Officer. The Privacy Officer will be able to help you with the process, as required.
 
For your protection, we may need to verify your identity before processing your request. Based on the applicable laws, we will inform you of the procedure to follow, the processing time and information required, if applicable. We try to respond to requests promptly, usually within 30 days.

In the context of the Services covered by this Policy, VER-MAC does not make decisions based solely on automated processing producing legal or similar significant effects. 

 

Cookies and similar technologies

A cookie (“Cookie”) is a small text file that is stored in a dedicated location on your computer, mobile device, tablet or other device when you use your browser to visit an online service. This Policy includes in the term “Cookie” other tracking technologies, including but not limited to web beacons and tracking pixels. These tracking technologies are not necessarily stored on your computer or device. Any Personal Information we collect using Cookies or that is collected on our behalf is treated with the same level of confidentiality as all other Personal Information we hold.

  1. Essential Cookies

These Cookies are essential for the operation of the Site, providing basic functions such as maintaining your session and preventing security threats. We cannot disable these Cookies in our systems without affecting the operation of the Website. However, if you wish, you can block or delete them by modifying your browser settings and forcing the blocking of all Cookies on the Website.

  1. Non-essential Cookies

Non-essential Cookies provide certain non-essential functionalities on our Site, for functional, analytical or advertising purposes. We will ask for your consent before using these Cookies. 

  • Functional Cookies: We use these Cookies to support non-essential functionalities on our Website, such as the integration of content like videos or the sharing of Website content on social media.
  • Advertising Cookies: Our Site displays ads. These Cookies help us to track the effectiveness of our advertising campaigns and personalize our ads to make them more relevant to you.
  • Analytical Cookies: These Cookies store information such as the number of visitors to our Site or the page they visited. They help us to understand and analyze the performance of our Website and our potential improvements.
  1. How to Manage Cookies

You can manage and disable Cookies via your browser’s Cookie settings and your mobile device’s advertising settings. However, if you refuse Cookies, you may not be able to use all the functionalities of the Site or Platforms, and you will continue to receive advertising, but it will not be as well suited to your needs.

 

Changes to this Privacy Policy

We revise the Policy from time to time to comply with applicable laws and our operations. If we update this Policy in a material way, we will notify you by posting a notice on our Website. In any other circumstance, the posting of a new version of the Policy on our Website will suffice as notice and consent to changes in the Policy.

 

Contact us

Our Privacy Officer is available to respond to any questions, requests or complaints regarding VER-MAC’s Personal Information management practices. Here are their contact details: 

Privacy Officer
VER-MAC
1781 Bresse Street
Québec, Quebec
G2G 2V2
PRP@ver-mac.com 


VER-MAC wants you to know that we are committed to promptly and accurately responding to all your questions and concerns about the confidentiality and security of Personal Information, as well as our privacy policies and practices.