Personal information protection policy

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Système E Inc. is aware that the personal information that our employees entrust to us is precious 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:

• Firstname, name;
• Date of birth;
• Address;
• Phone;
• Civil stature;
• Email Address;
• Social Security number;
• Photocopy of union affiliation (CCQ employee);
• Photocopy of the skills card (CCQ employee);
• Workplace;
• Form TP-1015.3 Declaration for withholding tax;
• Form TD1 withholding tax declaration;
• Specimen check.

Information for driving our vehicles:

• Photocopy of driving license;
• Copy of driving record.

Information for the employee file:

• Report, discipliinary warning;
• Employee files;
• Date of entry into position.

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

Access to personal information within Système E Inc. is strictly reserved for employees who need this information as part of their tasks. These employees treat the information strictly confidentially and do not give access to this information to any unauthorized person.

Any employee who contravenes the provisions made by Système E Inc. under the Personal Information Protection Act will be subject to definitive termination of contract.

Right to access information

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

To view their documents, employees 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 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 not using or disclosing it without their authorization. These documents are protected by appropriate administrative and physical security and protection measures.

Retention for a limited period

Système E Inc. retains employee information, in physical or digital format, for 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;
• Tax (federal/provincial): 6 years;
• Bank documents: 3 to 10 years.

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.