Personal Information Protection Policy

The main objective of this policy is to ensure the protection of personal information while establishing clear guidelines for the collection, use, disclosure, retention, destruction, and management of data within Les Bâtiments Kolabor. This policy applies to all stakeholders, including management, employees, suppliers, and partners. It also informs any individual concerned, clients, employees, or others, of how Les Bâtiments Kolabor manages their personal information.

1. Responsibility

Les Bâtiments Kolabor assumes full responsibility for the protection of personal information under its control. Data collected, used, disclosed, retained, or destroyed is handled in accordance with this policy to preserve confidentiality.

The Data Security Officer must:

Supervise and review internal data handling practices and compliance with applicable laws;
Propose measures to ensure ongoing data protection based on risk assessments;
Implement necessary safeguards within the company;
Ensure compliance and employee training in best practices for data protection;
Coordinate, investigate, and respond to personal data inquiries and complaints;
Communicate with affected individuals and the Commission d’accès à l’information (CAI) in case of a data breach or incident;
Maintain a registry of all personal data incidents.

Collective Protection: Safeguarding personal information is everyone’s responsibility. No retaliation may be taken against an individual who files a complaint or participates in a CAI investigation.

2. Collection of Personal Information

Personal information is collected only when necessary for company operations, in compliance with applicable laws and standards. Data is generally collected directly from the individual and with their consent, except where otherwise permitted by law.

Examples of collection:

Employee information for legal obligations or emergency purposes;
Client information for file management, contracts, software use, and billing.

All collected data is treated with the highest level of confidentiality and security. Technical and organizational measures are in place to prevent unauthorized access, and staff receive ongoing privacy training.

3. Consent and Accuracy

Free and informed consent is required for all collection, use, or disclosure of personal data. Before collecting any information, the company ensures that consent is clearly obtained and documented, with transparent communication about the purpose and use of the data. Individuals may request corrections to inaccurate information.

4. Limitation of Use

Personal information is used only for the purposes for which consent was obtained. It may be shared with third parties only as necessary to carry out those activities. Les Bâtiments Kolabor is not responsible for how third parties use the data once transmitted.

5. Protection of Personal Information

Protective measures include:

Using information only when necessary;
Maintaining data confidentiality, accessible to staff solely within the scope of their duties;
Securing both physical and digital files (restricted access, locked storage, two-factor authentication);
Secure destruction of paper documents and revocation of access at the end of business relationships.

All individuals must help protect personal data. Any suspected incident must be reported immediately to the Data Protection Officer.

6. Retention Period

Personal information is retained in accordance with legal obligations and only for as long as necessary for company activities. When no longer needed, the data is destroyed or anonymized.

7. Transparency

Les Bâtiments Kolabor is committed to informing clients, employees, interns, and partners about how their data is processed and the purposes for which it is collected.

8. Access and Modification

Any individual may request access to, correction of, or withdrawal of consent regarding their personal data.

Requests must be sent to: info@kolabor.ca

A response will be provided within 30 days. If the request cannot be fulfilled, a legal justification will be provided.

9. Filing a Complaint

Individuals may file a confidential complaint with the Data Protection Officer (info@kolabor.ca) or the Commission d’accès à l’information (CAI). Complaints must include the name, contact details, subject, and reasons, with sufficient details to allow proper evaluation. The officer will investigate and implement corrective measures where necessary.

10. Approval

This policy has been approved by the Data Protection Officer of Les Bâtiments Kolabor.

Data Protection Officer

Les Bâtiments Kolabor
329 Industriel Road, Unit 5
Gatineau, Quebec J8R 0C6
Phone: 819 663-4764
Fax: 819 663-4704