POLICY CONCERNING PRIVACY AND THE PROTECTION OF PERSONAL INFORMATION
Approved by the Board of Directors and the Privacy Officer
Camping du Lac Sandysun Inc. recognizes the importance of privacy, security and protection of personal information.
The purpose of this Privacy and Confidentiality Policy ("Policy") is to inform you of Camping du Lac Sandysun inc.'s privacy governance practices. It is also intended to provide a framework for the security of personal information collected, held, used, communicated and retained.
The Policy applies to all Camping du Lac Sandysun inc. employees, customers, suppliers and business partners who may have access, in the course of performing their duties, to personal information.
In this Policy, the term "customer" refers to Camping du Lac Sandysun inc. customers who rent campgrounds offered by Camping du Lac Sandysun inc. on a seasonal or temporary basis.
1. GENERAL PRINCIPLES OF THE POLICY
Camping du Lac Sandysun inc. takes appropriate security measures to protect personal information that is collected, held, used, disclosed, retained or destroyed, and that are reasonable in light of, among other things, the sensitivity of the information, the purpose for which it is used, its quantity, distribution and medium, including ensuring the following:
- The integrity of information, so that it is not destroyed or altered without authorization or in contravention of applicable laws, and that the medium of such information provides it with the desired stability and permanence;
- The confidentiality of personal information, limiting its disclosure to only those authorized to have access to it, either externally in accordance with customer agreements or internally when such information is necessary for the performance of employees' duties;
- Identification and authentication, so as to confirm, when required, the identity of a person or the identification of a document;
- Compliance with legal, regulatory or business requirements to which Le Camping du Lac Sandysun inc. is subject.
2. POLICY OBJECTIVES
The objectives of the Policy are as follows:
- Define the type of personal information that Camping du Lac Sandysun Inc. collects, uses, communicates and retains;
- Define the means used by Camping du Lac Sandysun inc. to protect this information;
- Specify the standards of use, retention, communication and destruction of such information;
- Determine the rights of access, rectification and destruction of personal information by Camping du Lac Sandysun inc. regardless of the nature of its medium and regardless of the form in which it is accessible, whether written, graphic, sound, visual, computerized or other;
- Establish the roles of the people involved, including that of the person responsible for the protection of personal information.
3. DEFINITION OF PERSONAL INFORMATION
For the purposes of the Policy, "personal information" means any information that relates to a natural person, that allows that person to be identified directly or indirectly and that is not public information within the meaning of the Act respecting the protection of personal information in the private sector.
4. WHAT PERSONAL INFORMATION IS COLLECTED?
Camping du Lac Sandysun inc. offers both short-term (temporary) and long-term (seasonal) campsite rentals.
In the course of these activities, the necessary personal information collected, used, communicated and retained by Camping du Lac Sandysun inc. may include, but is not limited to:
- Contact information such as first and last name, street address, e-mail address, IP address and telephone number.
- Billing information such as billing address, banking information, credit card number or payment system data;
- Information relating to the use of Camping du Lac Sandysun inc. services, including technical or connection information (cookies) about visits to the Camping du Lac Sandysun inc. website or any other information collected through cookies or other similar tools;
- Information relating to the customer's recreational vehicle such as the make and model of the recreational vehicle, the insurance company, the insurance policy number as well as the expiration date and serial number of the vehicle;
- Any other necessary personal information that may be requested and provided.
5. HOW IS YOUR PERSONAL INFORMATION COLLECTED?
Camping du Lac Sandysun Inc. collects personal information from the customer and a possible third party, in person, through secure file/data sharing platforms, by email, through forms or by telephone.
At the time of collection, Camping du Lac Sandysun inc. provides upfront and in clear and simple terms notably the following information, and subsequently communicates it upon the customer's request:
- The name of the campsite, Camping du Lac Sandysun inc.
- The purposes for which this information is collected;
- The means by which the information is collected;
- The rights of access and rectification provided by law;
- The right to withdraw consent to the communication or use of the information collected;
- The name of the third party for whom the collection is carried out, if applicable;
- The name of third parties to whom it will be necessary to communicate personal information, if applicable;
- The possibility that personal information may be communicated outside Quebec, if applicable.
6. CONSENT TO COLLECTION
It is the responsibility of Camping du Lac Sandysun inc. to collect personal information with the prior, free and informed consent of the customer by disclosing in advance the purposes for which such information is collected. Consent is obtained by means of a consent form detailed in simple and clear terms.
In compliance with applicable laws, Camping du Lac Sandysun inc. will ensure that separate consent is obtained before using personal information held for purposes that are not compatible with those for which it was originally collected.
Any person concerned may, at any time, withdraw his or her consent to the collection, use, communication or retention of his or her personal information by contacting the person responsible for the protection of personal information at Camping du Lac Sandysun inc. Following receipt of the notice of withdrawal of consent, Camping du Lac Sandysun inc.
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undertakes to cease all processing of the personal information in question and to proceed with its irreversible destruction, subject to any legal or regulatory obligation relating to its retention.
Camping du Lac Sandysun inc. will also notify any person or entity to whom such personal information may have been disclosed so that such persons or entities will also proceed to the cessation of their processing as well as to their irreversible destruction, where applicable, subject to a legal or regulatory obligation relating to their retention.
7. USE OF INFORMATION COLLECTED
Camping du Lac Sandysun inc. uses personal information in order to offer a safe campground rental service, in compliance with applicable laws and safety rules and more specifically for the following purposes:
- Verify customer identity;
- Communicate with customer and employee;
- Offer a land rental service;
- Generate issuance and payment of customer invoices and statements;
- Manage various customer reservations;
- Share personal information with third parties when necessary for the performance of the land rental services contract;
- Recruit personnel, evaluate applications and proceed with the hiring of employees;
- Pay salaries of employees;
- Produce personalized annual tax statements;
- As permitted or required, for any applicable legal or regulatory obligation or provision;
- To enforce its rights, where applicable;
- Any other purpose to which a person shall have consented.
Camping du Lac Sandysun Inc. uses information only for the purposes identified above and for which consent has been obtained. Thus, except with specific consent, Camping du Lac Sandysun inc. does not communicate, sell, rent, give, exchange, share or disclose to third parties any personal information.
This information is accessible only to employees who necessarily need it to perform their duties, and these employees are required to respect the confidentiality of this information.
8. COMMUNICATION OF PERSONAL INFORMATION TO THIRD PARTIES
Camping du Lac Sandysun inc. shall require the consent of the person concerned before disclosing personal information concerning him or her to a third party, unless applicable laws authorize disclosure without such consent.
Camping du Lac Sandysun inc. may, as part of the campground rental services offered, communicate personal information, in compliance with applicable legal requirements, to its external suppliers located in and outside Quebec.These suppliers include:
- Desjardins Employeur
- Desjardins Entreprise
- First Data (Heritage)
- EzSign
In this case, Camping du Lac Sandysun inc. 's external service providers are subject to written confidentiality agreements.
Camping du Lac Sandysun inc. and its suppliers may be required to provide personal information held as a result of a court order, administrative investigation or other situation provided for by law.
As part of a possible restructuring of Camping du Lac Sandysun inc. operations, the latter may be required to disclose personal information to potential or existing acquirers and their advisors for the purposes of said transaction, subject to prior written confidentiality agreements from potential acquirers.
9. CONSERVATION AND SECURITY OF PERSONAL INFORMATION
All personal information collected, regardless of the medium, is kept in a secure environment against physical or technological access, unauthorized disclosure, copying, use or modification, as well as loss or theft. These security measures include, where applicable, the use of firewalls and secure servers,the deployment of appropriate access rights management systems and procedures, and other measures essential to ensure appropriate protection of personal information against unauthorized use or dissemination.
10. DESTRUCTION OF PERSONAL INFORMATION
Personal information is retained for the period necessary to fulfill the purposes for which it was collected and thereafter destroyed. Personal information may be retained beyond the fulfillment of the purposes for which it was collected only when another statutory time limit applies. It will be destroyed securely and irreversibly in accordance with applicable laws.
11. RESPONSIBILITY OF THOSE WHO COMMUNICATE INFORMATION
Any customer who sends personal information to Camping du Lac Sandysun inc. is responsible for its accuracy.
The customer must also ensure that the system or equipment with which he or she transmits or receives information is sufficiently secure.
Camping du Lac Sandysun inc. cannot be held responsible for unauthorized access to personal information resulting from negligence or vulnerabilities present in a customer's equipment or system that sends or receives information.
In the event that the confidentiality of his or her information is compromised or his or her identity is impersonated, the customer is required to notify Camping du Lac Sandysun inc. as soon as possible by contacting the privacy officer designated below.
12. RIGHT OF ACCESS AND RECTIFICATION
Any individual may request access to personal information about him or herself held by Camping du Lac Sandysun inc.
Any person may request the rectification of personal information concerning him or her held by Camping du Lac Sandysun inc.
The request for access or rectification is sent to the person responsible for the protection of personal information at the coordinates designated below. The rights of access and rectification are exercised in accordance with the Act, within the time limits provided for in the Act and subject to applicable limitations and restrictions.
13. COMPLAINT PROCESSING
Any person who wishes to file a complaint concerning the collection, use, communication, retention, destruction or rights of access or rectification to his or her personal information by Camping du Lac Sandysun inc. must forward his or her complaint to the person responsible for the protection of personal information at Camping du Lac Sandysun inc. Camping du Lac Sandysun inc. designated below. Camping du Lac Sandysun inc. undertakes to deal with the complaint within fifteen (15) working days of receipt.
14. DATA, WITNESSES AND PRIVACY PARAMETERS
Camping du Lac Sandysun Inc. collects cookies during the use of its website to ensure proper management and to provide a consistent, efficient and personalized website experience.
A cookie is a small data file that is stored on the user's computer or mobile device. A consent banner is automatically displayed on arrival at the Camping du Lac Sandysun inc. platform to allow the user to activate cookies. The effectiveness of certain services offered by the website may be affected if the user refuses to activate cookies. The cookies used fall into four (4) distinct categories:
- Required cookies;
- Functionality cookies;
- Performance cookies;
- Follow-up cookies;
Anyone who provides personal information pursuant to this section consents to its use and disclosure for the purposes for which such information was collected.
15. DISSEMINATION OF THIS POLICY
Camping du Lac Sandysun inc. publishes this policy on its website and makes it available at the Camping du Lac Sandysun inc. reservation counter. In addition, Camping du Lac Sandysun inc. disseminates by any means suitable to reach the persons concerned. Camping du Lac Sandysun inc. will do the same for any modification to this policy.
16. INCIDENT REPORTING
In the event of an incident affecting the protection of personal information, Camping du Lac Sandysun inc. will take the measures required to reduce the risks of harm being caused and to prevent further incidents of a similar nature from occurring.
17. INCIDENT RECORD-KEEPING
Camping du Lac Sandysun Inc. shall keep a record of all privacy incidents to which it has been subject, if any, even those that do not present a risk of serious harm.
The Camping du Lac Sandysun inc. will allow consultation of this register to the Commission d'accès à l'information t will be able to provide it with a copy upon request.
18. ROLES AND RESPONSIBILITIES
The owner of Camping du Lac Sandysun inc. is the person responsible for the protection of personal information and can be reached at the following address:
info@campingsandysun.com or at 450-827-1082.
Entry
This policy will come into effect on the day it is adopted by the Board of Directors of Camping du Lac Sandysun inc.