Personal information protection policy

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Système E Inc. is aware that the personal information that our employees and customers entrust to us is valuable and that we have a responsibility to protect it. It is for this reason that we have adopted this personal information policy.

For any questions about this policy, you can contact our Privacy Officer at the following contact details:

Ann-Sophie Jean

Vice President | Accounting | Responsible for the Protection of Personal Information

as.jean@systemeE.ca

418.609.6537, ext.105

Accounting information:

• First Name, Last name;
• Date of birth;
• Address;
• Phone number;
• Marital status;
• Email Address;
• Social Security number;
• Photocopy of union affiliation (CCQ employee);
• Photocopy of the competency card (CCQ employee);
• Work position;
• Tax deduction declaration form TP-1015.3;
• Tax deduction declaration form TD1;
• Sample check;
• Client payment information.

Information for driving our vehicles :

• Photocopy of driver's license;
• Copy of driving record;

Employee file information :

• Report, disciplinary warning;
• Employee files;
• Date of hire.

Residential Client Information

• First name, Last name;
• Address;
• Phone number;
• Email address.

Recruitment Information :

• All information you voluntarily provide by sending your resume.

The information collected from our employees and clients is limited only to what is necessary for communications, human resources, and accounting within Système E Inc. 

We may collect your personal information in the following situations, if applicable:

• You complete a contact or quote form on our website;
• You communicate with us by phone, email, in person, or otherwise;
• You send us your resume by email.

Access to personal information within Système E Inc. is strictly limited to employees who need this information as part of their duties. These employees handle the information in strict confidence and do not give access to unauthorized persons.

Any employee who violates the provisions taken by Système E Inc. under the Personal Information Act will be subject to termination of contract.

Right to access information

Système E Inc. employees and clients have the right to request access to the information we hold about them, unless the law does not allow it.

To view their documents, they must make a request to our Privacy Officer. This will process the request within 7 working days or within a longer period if provided for by law.

Correction of documents

It is the responsibility of employees and clients to notify the person responsible for the protection of personal information in the event that the information has changed or is inaccurate.

How do we protect our employees' personal information?

We are committed to protecting the personal information of our employees  and clients and not using or disclosing it without their authorization. These documents are protected by appropriate administrative and physical security and protection measures.

Limited retention period 

Système E Inc. retains employee and client information, in physical or digital format, as long as necessary to fulfill the purposes for which the information was collected or as long as required or permitted by law:

• Employee files (labor standards): 3 years;
• Employee files (CCQ) Monthly reports, schedules, timesheets, files, etc.: 3 years;
• Equipment-related documents : Warranty period of depreciation period;
• Taxes (federal/provincial) and supporting documents : 6 years;
• Bank documents: 3 to 10 years.

Data destruction

Personal information will be destroyed at the end of the retention period or as long as necessary to achieve the purposes for which the information was collected, either by physical shredding or secure deletion of digital data. 

To ask a question or send a comment, you can contact us:

• Send an email to as.jean@systemee.ca
• Call 418.609.6537 x105

To make a complaint, you must complete the complete the complaint form below.

This policy will be kept up to date and revised as circumstances require, including the resulting protection and security measures, to ensure compliant and appropriate management of personal information.