Policies and Practices Governing the Governance of Personal Information

MSEI MultiSciences Expertises Inc. (hereinafter MSEI) is committed to protecting all personal information collected and used in the management of its activities.

Objectives of Information Collection

Our personal information protection policy outlines 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.

Personal Information

Personal information is defined as any information or combination of information about an individual that allows for their identification. However, an individual’s name and professional contact information, such as title, address, phone number, and professional email, are not considered personal information. Personal information must be protected regardless of its medium and form: written, graphic, audio, visual, computerized, or otherwise.

Consent

When we obtain information about you, we first request your written consent for the collection, use, or disclosure of your collected information for the specified 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 is committed to using the information provided only for the purposes for which it was collected and retaining it for the duration necessary to fulfill the requested service. However, we may collect, use, or disclose it without your consent when permitted or required by law. In certain specific circumstances, we may collect, use, or disclose personal information without informing you or obtaining your 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 for a potential breach of contract or law enforcement.

Limits on the Collection, Use, and Disclosure of Personal Information

The purposes for which information is collected are generally to confirm an individual’s identity, create an employee file, comply with legal requirements (certain information required for tax purposes). We limit the collection, use, and disclosure of your personal information only to the purposes we have indicated to you.

Retention of Information

We retain your personal information 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 necessary measures to ensure its confidentiality, and no unauthorized person can access it during the destruction process.

Accuracy

Personal information must be as accurate, complete, and up-to-date as required for the purposes for which it is intended. Personal information used continuously, including information that may be disclosed to third parties, will generally be accurate and up-to-date unless clear limits on the accuracy of this information are established. We do not systematically update personal information unless necessary to achieve the purposes for which it was collected. The degree of accuracy and updating, as well as the completeness of personal information, will depend on the input of your data when consenting to the collection.

Responsibility

We are responsible for the personal information we have in our possession or under our control, including information entrusted to third parties for processing. We require these third parties to retain this information according to strict confidentiality and security standards. Our privacy officer oversees this personal information protection policy and related processes, as well as the procedures to be followed to protect this information. Our staff is informed and adequately trained on our privacy policies and practices.

Security Measures

We have implemented and continue to develop rigorous security measures to ensure that your personal information remains strictly confidential and is protected against loss or theft and unauthorized access, communication, 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 (e.g., frequent password changes and firewall usage).

Access to Personal Information

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

Request for access to information and modifications

You have the right to know if we hold personal information about you and to access that personal information. You also have the right to ask questions about how this information has been collected and used and to whom it has been disclosed. We will provide such information within a reasonable time, 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, among other things, that the requested information concerns other individuals, the information cannot be disclosed for legal, security, or copyright reasons, the information was obtained in connection with an investigation into fraud, the information can only be obtained at prohibitive costs, or the information is subject to dispute or privilege. When we hold medical information about you, we may refuse to disclose it directly to you and request that it be transmitted to a healthcare professional you have designated to provide it to you. You can verify the accuracy and completeness of your personal information and, if necessary, request its modification. Any request for modification will be processed within a reasonable time. Any request for access to personal information or modification of personal information can be sent to the address below:

Privacy Officer

Name of the officer: Sylvain Allard
Email address: sallard@msei.ca
Phone: 514-797-7678

Complaints and Questions

You can contact the privacy officer at the above address. Any complaint about the protection of personal information must be sent to the privacy officer at the address above. We will investigate all complaints. If a complaint is found to be valid, we will take appropriate measures, including, if necessary, modifying its policies and practices.

Training and Awareness

The company promotes best practices and respect for rights in terms of transparency and protection of personal information in various ways:

• It informs all staff members (consent form);
• It displays the name and contact information of the person responsible for Personal Information;
• It employs various awareness means, including:
  • Information sessions on the protection of personal information, reminders at team meetings, training for its staff, an action plan for personal information, a logbook, etc.

Enforcement

If for any reason you believe that the company has not adhered to these principles, please notify the privacy officer. We will then take the necessary steps to determine and correct the problem within a reasonable timeframe. Mention as the subject “Privacy Protection”.

Policy Update

This policy must be reviewed every three years. It should also be updated in the event of any substantial changes to legislation or regulatory requirements.

Update: September 2023

ABOUT MSEI
Our mission is to be the Quebec reference in legal scientific expertise. To fulfill this demanding mission, we assemble teams of seasoned professionals with a perfect mastery of scientific, engineering, and legal contexts.

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