Policies & personal information

Safari Condo is committed to protecting all personal information collected and used in the management of its activities.

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PURPOSE OF INFORMATION COLLECTION

Our personal information protection policy describes the standards for the collection, use, disclosure, and retention of your personal information. It also explains how we protect your personal information and your right to access it.

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PERSONAL INFORMATION

Personal information is defined as any information or combination of information that relates to a natural person and allows them to be identified (such as information about their financial situation, social insurance number, driver's license, and health insurance number). However, an individual's name, as well as their professional contact details, namely their professional title, address, phone number, and email address, are not considered personal information.

Personal information must be protected regardless of the nature of its medium and whatever its form: written, graphic, audio, visual, computerized, or other.

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CONSENT

When we obtain information about you, we first request your written consent for the collection, use, or disclosure of your information for the stated purposes. We will seek your consent for any other use, disclosure, or collection of your personal information, or when the purposes for which your information was collected change.

Our Company commits to using the information provided solely for the purposes for which it was collected and to retaining it for the duration necessary to fulfill the requested service.

However, we may collect, use, or disclose them without your consent when permitted or required by law. In certain specific circumstances, we may collect, use, or disclose personal information without your knowledge or consent. Such circumstances arise when, for legal, medical, or security reasons, it is impossible or unlikely to obtain your consent, or when the information is necessary to conduct an investigation into a possible breach of contract, to prevent or detect fraud, or to enforce the law.

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LIMITATIONS ON THE COLLECTION, USE, AND DISCLOSURE OF PERSONAL INFORMATION

The purposes for which information is collected are generally to confirm a person's identity, create an employee file, and comply with legal requirements (certain information required for tax purposes).

We limit the collection, use, and disclosure of your personal information strictly to the purposes we have indicated to you. Your personal information can only be accessed by certain authorized individuals, and only within the scope of the tasks assigned to them.

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RETENTION OF INFORMATION

We retain your personal information for as long as necessary for the purposes for which it was collected. We must destroy this information in accordance with the law and our record retention policy. When we destroy your personal information, we take the necessary measures to ensure its confidentiality and to prevent any unauthorized person from accessing it during the destruction process.

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ACCURACY

Personal Information must be as accurate, complete, and up-to-date as required for the purposes for which it is intended.

Personal Information that is used on an ongoing basis, including personal information that may be disclosed to third parties, will generally be accurate and up-to-date unless limitations regarding the accuracy of such information are clearly established.

We do not systematically update personal information unless it is necessary to achieve the purposes for which it was collected.

The degree of accuracy, up-to-dateness, and completeness of personal information will depend on the data you provide when filling out the consent form for collection.

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RESPONSIBILITY

We are responsible for the personal information in our possession or under our custody, including information entrusted to third parties for processing. We require these third parties to maintain this information according to strict confidentiality and security standards.

Our Privacy Officer oversees this personal information protection policy and its related processes, as well as the procedures to be followed to protect this information.

Our staff is informed and adequately trained on our personal information protection policies and practices.

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SECURITY MEASURES

We have implemented and continue to develop rigorous security measures to ensure your personal information remains strictly confidential and is protected against loss or theft, and against any unauthorized access, disclosure, copying, use, or modification.

These security measures include organizational measures such as restricting access to what is necessary; data backup and archiving using an external system, etc.); and technological measures such as the use of passwords and encryption (for example, frequent password changes and the use of firewalls).

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ACCESS TO PERSONAL INFORMATION

Only authorized personnel may access information about you. The Company ensures that these individuals are qualified to access this information and that access is necessary for the performance of their duties.

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REQUEST FOR INFORMATION ACCESS AND MODIFICATIONS

You have the right to know if we hold personal information about you and to consult this personal information. You also have the right to ask questions about how this information was collected and used, and to whom it was disclosed.

We will provide you with such information within a reasonable timeframe, starting from the date of receipt of the written request. Reasonable fees may also be charged to process your request.

In certain specific circumstances, we may refuse to provide you with the requested information. Exceptions to your right of access include cases where the requested information concerns other individuals, where the information cannot be disclosed for legal, security, or copyright reasons, where the information was obtained as part of a fraud investigation, where the information can only be obtained at prohibitive costs, or where the information is subject to litigation or is privileged.

When we hold medical information about you, we may refuse to disclose it directly to you and instead request that it be transmitted to a healthcare professional you have designated to communicate it to you.

You can verify the accuracy and completeness of your personal information and, if necessary, request its modification. Any modification request will be processed within a reasonable timeframe.

Any request for access to personal information or modification of personal information can be sent to the address below:

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PRIVACY OFFICER

André Deschamps

andre.deschamps@safaricondo.ca

418 426 3666 ext. 2069

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COMPLAINTS AND QUESTIONS

You can contact the Privacy Officer at the aforementioned address.

Any complaint regarding the protection of personal information must be forwarded to the Privacy Officer at the address listed above.

We will investigate all complaints. If a complaint is deemed justified, we will take appropriate measures, including, if necessary, modifying our policies and practices.

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TRAINING AND AWARENESS

The Company promotes best practices and respect for rights regarding transparency and personal information protection in various ways:

• It informs all its staff (consent form);

• It displays the name and contact details of the person responsible for personal information protection;

• It employs various awareness-raising methods, including: information sessions on personal information protection, reminders during team meetings, staff training, an action plan for PI protection, a logbook, etc.

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APPLICATION

If for any reason you believe the Company has not adhered to these principles, please notify us by contacting our Personal Information Protection Officer. We will then take the necessary steps to identify and correct the problem within a reasonable timeframe. Please mention « Privacy Protection » as the subject.

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POLICY UPDATE

This policy must be reviewed every three years. It must also be updated whenever there is any substantial change to legislation or regulatory requirements.

Update: March 16, 2023