Personal Information Protection Policy

The primary objective of this policy is to ensure the protection of personal information while establishing clear guidelines for the collection, use, communication, retention, destruction, and management of data within Maranda Pest Control. This applies to all stakeholders, including management, employees, suppliers, etc. Furthermore, this policy aims to inform any person concerned — whether clients, employees, or other individuals — about how Maranda Pest Control handles their personal information.

Responsibility

Maranda Pest Control assumes full responsibility for the preservation of personal information under its jurisdiction. Data that is collected, used, communicated, retained, or destroyed is subject to the provisions of this policy, with the primary goal of preserving each individual’s privacy.

To ensure the most effective protection of personal information, the data security officer at Maranda Pest Control must:

• Oversee and review internal practices and procedures for handling personal information and ensure compliance with applicable laws;
• Suggest measures to ensure the ongoing protection of personal information in line with privacy impact assessments;
• Implement the necessary measures within the organization to ensure the protection of information;
• Ensure staff compliance and training on best practices for protecting personal information;
• Coordinate, investigate, and respond to requests and complaints related to the protection of personal information;
• Communicate with the person(s) concerned and the Commission d’accès à l’information (CAI) in the event of a data breach or any incident;
• Maintain a register of incidents related to personal data.

The protection of personal information is everyone’s responsibility. No reprisals may be taken against an individual who files a complaint related to the protection of personal information or participates in a CAI investigation process.

Collection of Personal Information

The personal information collected enables Maranda Pest Control to carry out its functions and conduct its activities in accordance with applicable laws and standards. Maranda Pest Control collects personal information only when necessary and for specific, pre-defined purposes. Personal information is collected directly from the person concerned and with their consent, unless an exception is provided for by law.

Annex A contains a non-exhaustive list of the information collected and the intended use of the data. The majority of personal information collected concerns employees in order to meet the company’s legal obligations. Personal information from other individuals may be requested to assist employees in emergencies, for example. It is the responsibility of employees to obtain consent before providing us with their contact details.

Regarding client information, data is provided to populate our files, management software, contracts, and billing records. We place the utmost importance on the confidentiality and security of our clients’ data. All information collected, whether contact details or other personal information, is handled with the greatest care and in accordance with applicable personal information protection laws and regulations. Our team is committed to implementing robust security measures to prevent unauthorized access, and to regularly training our staff on best practices for data confidentiality. We consider the protection of our clients’ personal information a fundamental responsibility in order to safeguard their well-being and trust in our services.

Consent and Accuracy of Personal Information

Maranda Pest Control ensures that personal information is collected for justified, clear, and specific reasons, and with the free and informed consent of the individual. Consent is required for any collection, use, or disclosure of personal information. Before collecting personal information, we will obtain your informed consent in a written and separate manner, providing you with clear details regarding the purpose of the collection and how the information will be used. Your consent is essential to ensuring the protection of your personal data.

Limitation on the Use of Personal Information

We collect and use your personal information only when necessary and for the purposes for which consent was obtained. Maranda Pest Control may be required to provide certain information in order to satisfy legal and regulatory verification processes and requirements. The use may vary, but could serve various purposes as illustrated in Annex A.

Information may be transmitted to third parties to the extent necessary for the purposes of the activities mentioned in Annex A. Maranda Pest Control cannot be held responsible for the behavior and use undertaken by third parties.

Personal information will not be used or communicated for any purpose other than the specific objectives outlined, unless required by law.

Protection of Your Personal Information

Maranda Pest Control takes all reasonable precautions and implements significant physical and technical measures to prevent unauthorized or illegal use of and access to personal information. The measures in place include, among others:

• Use of information only when necessary;
• Ensuring the confidentiality and protection of personal information that an individual becomes aware of in the course of their duties, unless authorized to disclose it by the person concerned;
• Protection of files with selective and limited access for authorized persons;
• Secured office access with door locks and access codes;
• Secure shredding of paper files;
• Two-factor authentication for all logins on platforms;
• Immediate removal of access upon the end of a business relationship;
• All individuals are required to contribute to the protection of personal information. If you suspect that sensitive information has been compromised, you must immediately notify the person responsible for the protection of personal information.

Retention Period of Your Personal Information

Maranda Pest Control is committed to complying with the minimum retention periods required according to the category of personal information and applicable laws. However, if the information collected is no longer useful to Maranda Pest Control and its retention is neither necessary nor required under any applicable legislative framework, it will be destroyed, erased, or anonymized.

Commitment to Transparency

Maranda Pest Control is committed to being transparent regarding the processing, procedures, and purposes of use that govern personal information with clients, employees, interns, and business partners.

Access to Your Personal Information

An individual may request access to the personal information concerning them and the means used to collect it. Depending on the content of the individual’s file, exceptions may apply — such as personal information pertaining to others — however, the person will be informed accordingly. In the event of inaccurate information on file, the person concerned may request a correction.

For any consultation, withdrawal, and/or modification of personal information, you may write to info@exterminationmaranda.ca. At any time, you may withdraw your consent to the communication of your personal information. A written request must be submitted to the person responsible for the protection of personal information at info@exterminationmaranda.ca. A response will be provided within 30 days of the date of receipt. When it is not possible to share the requested information, a legal justification and supporting documentation must be provided to the applicant.

Filing a Complaint

Any individual who believes that their personal information has been collected, retained, used, disclosed, or destroyed in a manner inconsistent with the provisions of this policy may file a confidential complaint with the person responsible for the protection of personal information at info@exterminationmaranda.ca. The individual must provide their name, contact information including a phone number, as well as the subject and grounds of the complaint. Sufficient details must be provided so that the complaint can be properly assessed. A response will be provided within 30 days of the date of receipt of the complaint. If the complaint is insufficiently precise, the person responsible for the protection of personal information may request any additional information deemed necessary to evaluate the complaint. The responsible person will conduct an investigation into complaints received, minimize damages, and implement any necessary corrective measures.

It is also possible to file a complaint with the Commission d’accès à l’information du Québec. However, Maranda Pest Control encourages persons concerned to first contact the person responsible for the protection of personal information and to await the conclusion of the established processing procedure.

Approval

This policy is approved by the person responsible for the protection of personal information at Maranda Pest Control.

Person Responsible for the Protection of Personal Information

Maranda Pest Control
145 Chemin du Parc
Val-des-Monts (Québec) J8N 4K6
info@exterminationmaranda.ca

For any request, question, or comment regarding this policy, please contact the responsible person by email.

ANNEX A