Privacy Policy

Cloé Bourque, Digital Project Manager, Brand Management, and Marketing Communication
Thank you for visiting the Maïa Connex website. This Privacy Policy applies to the website accessible at the link https://maiaconnex.com/ and the web platform accessible at the link www.app.maiaconnex.com.

For the purposes of this privacy policy (the "Privacy Policy"), any reference to the Réseau des Femmes d’affaires du Québec (RFAQ) is deemed to include its related companies (including any subsidiary), divisions, and other member companies of its corporate group, its suppliers or licensors, as well as their respective employees, officers, directors, shareholders, agents, subcontractors, and other representatives.

This Privacy Policy has been developed on behalf of the RFAQ: when we use the terms "we", "us", or "our" below, we refer to the RFAQ entity responsible for processing your personal information. Additional laws and practices regarding the protection of personal information apply to individuals whose personal data is collected and used within the European Economic Area ("EEA").

The purpose of this Privacy Policy is to present our practices regarding the collection, use, disclosure, sharing, and management of personal information provided on the Website or otherwise collected in the context of RFAQ's activities. Our Privacy Policy also describes the measures we take to protect the security of this information and how you can access, modify, or delete your personal information. In addition to this Privacy Policy, your visit to this Website is subject to (i) our Website Terms of Use, accessible at https://www.rfaq.ca, and (ii) any other terms of use that may be communicated to you from time to time by the RFAQ.

If you do not consent to the terms regarding our collection, use, disclosure, sharing, and management of personal information set out in this Privacy Policy, please do not provide us with your personal information or use the Website.

2. WHEN AND HOW WE COLLECT YOUR PERSONAL INFORMATION

We collect personal information that you provide to us in various ways, including:

2.1 Through our direct interactions:

• Communication with us through a form available on the Website;
• Communication with us about the services and products we offer;
• Communication with us to ask a question, submit a comment, or make a complaint (customer service);
• Subscription to our mailing lists, email communications, and messaging services to receive news and updates;
• Job application; Use of social media.

2.2 Through automated technologies or interactions:

When you use our Website, we automatically collect certain technical data (further detailed below) about your equipment and internet browsing. Our Website uses a technology called "cookies." A cookie is a small data file that our Website can send to your browser and that can then be stored on your computer's hard drive to allow us to recognize you on your next visits. We use cookies to understand which parts of our Website are useful and which parts we need to optimize, allowing us to plan improvements to our Website. You can configure your browser to notify you when you receive a cookie or to refuse certain cookies. However, if you choose to refuse cookies from our Website, you may not be able to take full advantage of the site's features.

Our Website may also use a technology called "web beacons" or "pixel tags." This technology allows us to understand which pages of our Website you visit. We use these web beacons to optimize and customize our Website for you and other future visitors.

We may also collect certain technical information about you if you visit other websites that use our cookies.

2.3 Through third parties:

We may obtain information about you from other sources, including customers, service providers, and business partners, and combine this information with the information we have collected about you.

For example, we may use third parties, such as Google, to:

• Perform remarketing, which involves displaying ads to people who have previously visited our website on other websites, including through Google Analytics (an internet audience analysis solution). In such cases, the concerned third parties, including Google, may display our ads on websites across the internet;
• Use the following Google Analytics features: reporting on impressions recorded from our ads (i.e., a solution allowing ads to be placed on a set of news sites, blogs, and other specialized websites) to attract more potential customers; integration with any management tool containing a set of features used for the delivery, targeting, and verification of ads for our advertising campaigns on websites and mobile devices, as well as related reporting, and reporting on the demographics and interests of internet users;
• Collect, analyze, and/or compile your personal information (such as IP address, gender, age, and internet users' interests), including through reporting on the demographics and interests of internet users, to help us understand how visitors interact with our Website and improve our Website, products, and services. Remarketing companies may combine the use of first-party cookies (e.g., Google Analytics cookie) and third-party cookies (e.g., DoubleClick cookie) to (i) collect personal information; (ii) inform, optimize, and deliver ads based on your previous visits to our website; and (iii) determine the relationship between recorded visits to our website and ad impressions, other uses of advertising services, and interactions with these ad impressions and advertising services. These companies may also use web beacons or pixel tags to report certain information about your visits to our Website and websites containing links to our site and advertising our services, to measure the effectiveness of our ads.
  
  

3. WHAT PERSONAL INFORMATION WE COLLECT

For the purposes of this Privacy Policy, "personal information" means any information about an individual from which that person can be identified. This does not include information where the identity has been removed (anonymous data). We may collect, use, store, and transfer different types of personal information about you, which we have grouped as follows:

• Contact information includes first and last name, email address, title, phone number, postal address, and contact preferences;
• Any information that may be included in a resume or similar document submitted in connection with a job application;
• Social media data includes information associated with any social media account you hold and the profile associated with it, such as name, username, email address, profile picture, date of birth, and gender;
• Technical data includes IP address (Internet protocol), your login data, number of clicks, and other related information, such as websites you visited immediately before and after your visit to our website, your time zone and geographical area settings, the Internet service provider you use, and other technologies on the devices you use to access our website;
• Usage data includes the number of visits to our websites, the date and average time spent on our websites, and information about how you use our products and services;
• Marketing and communication data includes your preferences for receiving marketing from us and third parties related to us and your communication preferences.

For example, certain information may be requested when you visit the website, such as your name, postal address, email address, phone number, country of residence, and resume when you decide to communicate or otherwise engage with us through one of the various means available on our website.

We also collect, use, store, and share aggregated information, such as statistical or demographic information. Aggregated information may be derived from your personal information but is not considered personal information as it does not reveal your identity directly or indirectly. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific feature of our website. However, if we combine or connect aggregated data with your personal information to identify you directly or indirectly, we treat it as personal information that will be used in accordance with this Policy.

We do not collect any personal information that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, nor any genetic data, biometric data for uniquely identifying a person, health data, or data concerning a person's sex life or sexual orientation.

Consequences of refusing to provide certain personal information:

When we need to collect personal information by law or under a contract we have with you, if you do not provide this information when requested, we may not be able to perform the contract in question. In this case, we may need to cancel the delivery of a product or service you have requested from us to the extent that your refusal makes it impossible to fulfill our obligations, but we will inform you if this is the case in due course.

4. HOW WE USE THE PERSONAL INFORMATION COLLECTED

4.1 General Principles:

We limit the collection of personal information to that which is reasonably required to achieve the purposes for which it is collected. Most often, we will use your personal information in the following circumstances:

• With your consent: for example, we will obtain your consent before sending you marketing communications;
• When we need to perform the contract we are about to enter into or have entered into with you: contract performance means processing your personal information when it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract;
• When it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests: a legitimate interest means the RFAQ's interest in conducting and managing our business to enable us to provide you with the best service or product. We ensure that we consider and balance any potential impact on you (both positive and negative) and your rights before processing your personal information for our legitimate interests. We do not use your personal information for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting our personal data protection officer; When we need to comply with a legal obligation: compliance with a legal obligation means processing your personal information when it is necessary for compliance with a legal obligation to which we are subject.
  
  4.2 Purposes for which personal information is collected:
  
  The personal information we collect may be collected or used by all the entities and persons composing the RFAQ and listed above and may also be disclosed internally to enable us to respond adequately to your requests, communicate with you, or assist you for the purposes described in this Privacy Policy.

We describe below all the ways we plan to use your personal information and the legal grounds we rely on to do so. We have also identified our legitimate interests where applicable. Note that we may process your personal information for more than one legitimate ground, depending on the specific purpose for which we use your information. Please contact our personal data protection officer if you need more details about the specific legal ground we rely on to process your personal information.

Description of the activity, use, and justification:

Communication with us through a form available on the website

Our website may make available forms that allow structuring the information sent to us, including forms that allow you to upload documents from our website.

Consent; Necessary due to our legitimate interests (to operate our business and process forms for the intended purposes).

Communication with us about the services and products we offer

We use this information to process your request and to send you information about the services and products we offer.

Consent; Necessary due to our legitimate interests (to operate our business and respond to requests for information about our services and products by customers).

Communication with us to ask a question, submit a comment, or make a complaint (customer service)

If you choose to send us an electronic feedback form or email with your comments, questions, or feedback, we may collect some of your personal information as well as your comments, suggestions, or feedback. In such cases, this personal information will be used to respond to your comments, questions, or feedback. We may also use your comments, suggestions, or feedback to monitor and/or improve our product and service offerings and our website.

Contract performance; Necessary due to our legitimate interests (to operate our business and respond to various requests from current and potential customers).

Subscription to our mailing lists, communications, and messaging services by email

From time to time, we may collect certain personal information (e.g., first name, last name, postal code, country, province, gender, phone number, and email address) to send you emails about our services or promotions, as well as those of third parties with whom we have a relationship. You can unsubscribe from our mailing list at any time by following the instructions in each of our emails. You can also unsubscribe from our mailing list by contacting us as indicated in the "Contact Us" section on the last page of this document. Your request will be processed within the time limits prescribed by law, if applicable.

Consent; Necessary due to our legitimate interests (to analyze how our customers (current or potential) use our products and services, to improve our marketing strategies, to develop our product and service offerings, and to operate and grow our business).

Job application (e.g., information included in a resume, cover letter, or other similar documents related to a job application)

As part of a job application or any related request for information, we use this information to process your application and respond to you about current and future career opportunities.

Consent; Necessary due to our legitimate interests (to operate our business and respond to your job application).

Social media

We may offer you the opportunity to enjoy our content from third-party networking sites, plugins, and applications or through them. When you enjoy our content in this way, you may also allow us to access certain information associated with your social media accounts (e.g., your name, username, email address, profile picture, and gender) to share the content or in connection with operating our website or platform, plugins, and applications. When you provide information about your social media accounts, we may use that information to personalize your browsing experience on our website and third-party networking sites, plugins, and applications, and to provide you with other products or services you may request.

Necessary due to our legitimate interests (to analyze how our customers (current or potential) use our products and services, to improve our marketing strategies, to develop our product and service offerings, and to operate and grow our business).

Visit to our Websites – Technical Data

When you visit our website or platform, the RFAQ collects certain information about you. We collect the IP addresses (Internet protocol) of all visitors to our website, their browsing data, and other information such as the websites visited immediately before and after ours, the pages requested, the type of browser, the operating system, the Internet service provider you use, the number of times you have visited our website, and the date and average time spent on our website. We use this information to administer, monitor, and improve our services and website, determine how our website is used, understand which parts of our website are popular, and analyze trends and usage habits.

Necessary due to our legitimate interests (to operate our business, provide administrative and technical services, prevent fraud); Necessary to comply with a legal obligation.

Customer Relationship Management (CRM) Databases

When you participate in any of the activities described above, we collect the personal information provided in connection with these activities to complete and update our customer relationship management databases. In this context, the personal information collected is used to generate mailing lists and internal reports on the relationships between the RFAQ and its current or potential customers to monitor and/or improve our product and service offerings and our website or platform.

Necessary due to our legitimate interests (to analyze how our current or potential customers use our products and services, to improve our marketing strategies, to develop our product and service offerings, and to operate and grow our business).

5. HOW WE DISCLOSE YOUR PERSONAL INFORMATION

5.1 Principle:

Unless expressly stated in this Privacy Policy, we do not sell, rent, transfer, or disclose your personal information to third parties for undisclosed purposes without your consent. Access to your personal information is restricted to the RFAQ, including staff, management, and the marketing team who need to access this personal information in the course of their duties for the RFAQ.

5.2 Exceptions:

We may transfer the personal information that is not encrypted and to which we have access to:

• Service providers, i.e., third parties (or otherwise make it available to them) who provide services on our behalf in Canada, the United States, or abroad, including Google, to use the various Google Analytics features described herein. We provide our service providers with the information they need to fulfill their mandate, and we do not authorize them to use or disclose this personal information for their own commercial or other purposes;
• Entities, organizations, and authorities for judicial purposes. In other words, we and our third-party service providers may disclose your personal information in response to a search warrant or other lawful request or order, or to respond to an investigative body in the event of a breach of agreement or law, or as otherwise required or permitted by law. We may also disclose personal information as necessary to assert or exercise legal claims or defend against such claims, or to prevent actual or suspected loss or to avoid bodily harm or property damage; and/or
• Another entity in the event that we sell part or all of our business or if we sell or transfer assets or otherwise participate in a merger or business transfer. In such a case, we may transfer the personal information about you to a third party as part of the transaction.

Our website or platform may contain links to other sites that are not owned or operated by the RFAQ. Additionally, links to our website or platform may appear on third-party websites that advertise our services. Except as provided herein, we will not disclose your personal information to these third parties without your consent. We offer users links to third-party websites for convenience. These links are not endorsements or recommendations of the linked sites. Linked websites contain privacy statements, notices, and terms of use that are distinct and independent and that we recommend you read carefully. We have no control over these websites and, therefore, we cannot be held responsible for how the organizations operating these linked websites may collect, use, disclose, obtain, or otherwise process your personal information.

6. HOW WE PROTECT YOUR PERSONAL INFORMATION

We have established and implemented administrative, technical, and physical security measures to protect your personal information under our custody and control from unauthorized access, use, modification, and disclosure. We also take special measures to assess potential risks associated with the disclosure of your personal information. In the event of a security breach, meaning if your personal information is lost, disclosed without your authorization, or becomes accessible to an unauthorized person, we will inform you of such a breach if it poses a real risk of significant harm. For example, a real risk of significant harm includes bodily harm, humiliation, loss of job opportunities, financial loss, or identity theft. If the breach poses a real risk of significant harm, we will inform you directly as soon as possible. If we cannot inform you directly, we will inform you of the breach through a public communication. We will provide you with the necessary information to understand the significance of the security breach and take steps to reduce the risks of harm that may result. We will also report the security breach to the government and any other organization that we believe can reduce the risk of harm that may result from this breach. We maintain a record of all security breaches. Following a security breach, the RFAQ investigates its causes and reviews the protection measures in place to prevent future breaches.

7. HOW LONG WE RETAIN YOUR PERSONAL INFORMATION

We have procedures in place regarding the retention of personal information designed to retain personal information only as long as necessary to achieve the purposes described in this Privacy Policy or to otherwise comply with legal requirements.

8. TRANSFERS OF PERSONAL INFORMATION TO OTHER COUNTRIES

Your personal information will be accessible from Canada. In some cases, your personal information may be collected, disclosed, used, or stored outside of Canada by all the entities and persons composing the RFAQ, a subsidiary, or a third-party service provider, and this personal information may be disclosed in accordance with the laws applicable in the relevant territories. We will take all reasonable steps to ensure that any personal information transferred outside of Canada or the EEA is handled securely and in accordance with data protection laws applicable in the jurisdiction where the information is processed or stored. These laws may not offer the same level of protection as Canadian or EEA privacy laws.

9. CHANGES TO THE PRIVACY POLICY

This Privacy Policy is regularly reviewed and may be updated from time to time to reflect changes in applicable laws or our personal information practices. The updated Policy will be posted on the website and platform. We will handle your personal information in accordance with the Privacy Policy in its most recent version.

10. CONTACT US

We have appointed a personal data protection officer responsible for overseeing issues related to this Policy. The RFAQ has not currently designated a representative in the European Union because its processing of personal data of EEA nationals is occasional, does not include large-scale sensitive data, and is unlikely to result in a breach of individuals' rights and freedoms.

If you have any questions or comments about how we handle your personal information, including any requests to exercise your rights, or if you wish to request access to, update, or correct your personal information in our possession, please contact our officer as indicated below:

Attention: Personal Data Protection Officer
Cloé Bourque, Digital Project Manager, Brand Management, and Marketing Communication
cbourque@rfaq.ca
476 Jean-Neveu Street, Suite 200
Longueuil, Quebec
J4G 1N8

You can also withdraw your consent to the collection, use, and disclosure of your personal information at any time using the contact information above. However, if you withdraw your consent, we may no longer be able to respond to your requests, process any requests presented to us, or otherwise assist you concerning the website or platform.

11. POLICY FOR MINORS

We recognize the importance of protecting the privacy and security of children. Our website, platform, and services are not intended for children under the age of 18, and we do not knowingly collect personal information from children under that age.

If we learn that we have collected personal information from a child under the specified age without verifying parental consent, we will take steps to delete that information from our records as soon as possible. If you believe we may have information from or about a child under the specified age, please contact us using the information provided in the "Contact Us" section.

12. YOUR RIGHTS REGARDING YOUR PERSONAL INFORMATION

You have the rights detailed below regarding your personal information:

• Request access to your personal information: This allows you to receive a copy of the personal information we hold about you and verify that we are processing it lawfully.
• Request correction or updating of the personal information we hold about you: This allows you to correct or update incomplete, inaccurate, or outdated data we hold about you. However, we may need to verify the accuracy of the new data you provide to us.
• Request the erasure of your personal information: This allows you to ask us to delete or remove personal information when there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal information when you have successfully exercised your right to object to processing (see below), when we may have processed your information unlawfully, or when we must erase your personal information to comply with applicable law.

Note, however, that we may not.