Protection and Management of Personal Information Policy
Vortex is committed to the protection and security of your personal information. With your consent, Vortex Solution collects and stores some of your personal information. We use it for specific and legitimate purposes and for a specific period. We have put measures in place to protect them.
You have the right to access and correct the personal information we hold and to withdraw your consent to its use at any time.
See the following sections to learn more.
Vortex Solution hosts its website and uses Google Analytics for analysis purposes to improve its content, its campaigns, and the navigability of its website.
When you visit our site, Google Analytics collects certain specific information such as your IP address and certain information that we only have access to in an anonymized form compiled with the data of other users, such as your browser or your device.
When you write to email@example.com, we collect your email address along with any information you choose to include in your message. We use it to assess the subject of your request, direct it to the right person and communicate with you. We keep your message for the time necessary to process it adequately and offer you additional services, for a maximum of 2 years.
Contact and Billing Information
We collect information necessary for the sound financial management of our organization, such as the name and contact information of your internal contacts and your payment information. We keep them for the duration of our collaboration and for a reasonable period thereafter, to allow for an optimal and personalized treatment if you choose to use our services in the future.
We keep payment information for up to 7 years, in compliance with applicable legal and tax provisions.
Management Information for your website content, your hosting service or your web campaign
As part of providing of our services, we may exchange with you, in a secure manner, information such as login details, passwords, personal information to verify the identity of the administrators of your site, etc. This information is used to provide you with a secure and well-functioning website. We retain this information as long as your project is open or the service in question is used, until we receive confirmation that you are no longer using the service or no longer need to share access to it.
Personal information on your website
If you are already a client of Vortex Solution and the website we built or improved for you is online, you have access to the personal information collected by your site through your content management system. You therefore have access to the details of how your site collects and stores personal information, in order for example to develop your own protection and management of personal information policy.
If your site is not yet online or you would like to obtain this information ahead of a project, contact us at firstname.lastname@example.org.
If you apply to work at Vortex Solution, we use the personal information contained in your CV and your application documents (name, email, telephone number, educational and professional history, etc.) to identify you, analyze whether your profile corresponds to the profile sought, and exchange invitations, information and documents related to the recruitment process.
Only Vortex Solution employees directly involved in your candidate journey have access to the personal information contained in your CV.
We will keep your personal information for a period of two years following its transmission. We will use this to contact you if a position similar to the one you applied for opens during this time.
We have access to who subscribed to our Vortex Solution Facebook and LinkedIn pages (names, profiles, etc.), and we can see how users interact with our posts (comments, shares, views, etc.).
If you visit our website from one of our social media posts, we use certain trackers to judge the impact of our posts and measure the effectiveness of our campaigns.
See the “Visits to our website” section above. To learn more about the privacy policies of our social media, we invite you to consult:
Your personal information is stored in Canada, or in the United States when used by service providers located in the United States (e.g. Google Analytics).
We take the following steps to keep your personal information safe:
- We have all new team members sign information confidentiality clauses.
- All recruits are subject to a background check.
- Our employees complete mandatory cybersecurity training.
- Our work from home policy contains additional provisions on security and confidentiality standards for any information used in the context of work.
- We choose recognized and trustworthy service providers, and we sign confidentiality agreements with them when applicable.
- Our electronic devices are protected by passwords and our internet network by a firewall. Our accounts are secured using multi-factor authentication.
People who work at Vortex have access to your information only for one of the reasons described in this policy. We will never sell your information to an external person or organization.
Any person can, upon request to vie-privée@vortexsolution.com:
- Know and if applicable, consult, the personal information which is or is not held on them
- Withdraw consent to the use of personal information held about them
- Correct outdated or inaccurate personal information
The request must clearly indicate that it is a request for access to personal information and provide sufficient information to identify the person and the information sought.
To prevent any fraudulent request, Vortex Solution may take all reasonable measures to validate the identity of the person and reserves the right to refuse to disclose the requested information if the person does not fully collaborate in this validation or doubt remains about their identity.
We also reserve the right to refuse any request clearly formulated in a malicious, excessive, abusive and unjustified manner.
Personal information or confirmation of the absence of personal information will be provided by encrypted email within a reasonable time, not to exceed 60 business days.
Vortex Solution’s personal information protection delegate is Maryse Chouinard, Director, Organizational development, Culture & Talent, whom you can contact for the reasons set out in this policy at email@example.com.
This policy was last updated on September 14, 2023. Any changes will be posted immediately on our website, with a mention of the new update date.