Confidentiality Policy

Subject to the Act Respecting Access to Documents held by Public Bodies and the Protection of Personal Information, the City has drafted this policy to outline the way in which your personal information collected by technological means is protected, particularly when  a person visits or uses one of its websites, downloads and uses one of its mobile applications, or uses any other technological tool operated by the City.

By using the City’s websites, applications, or other technological tools, you consent to the conditions outlined in this policy.

Definitions

Personal Information

Personal information may, on its own or in combination with other information, make it possible to learn your identification and location, or enter in contact with you.

Cookies

A cookie is a small text file stored on your computer by the browser. It can be retrieved by a website you have visited during a subsequent connection to facilitate and optimize your web-browsing experience. You can change your browser’s privacy settings at any time to block cookies or delete those that are already stored.

Collection

1.    Means

The City collects your personal information when you:

• Use one of its websites or applications;

• Fill out one of the forms available on its websites;

• Submit a request for a service provided by the City;

• Submit a claim, comment or complaint;

• Complete an online permit application (Accès cité Territoire);

• Create a user account on the following platforms:

  Citizen portal (BCiti+);

  My Account – Library (InMédiaTechnologie);

  Registration platform for recreational activities (Accès Cité Loisirs);

  Automated call system portal (Somum);

• Respond to surveys (Google Forms, Microsoft Forms, SurveyMonkey);

• Subscribe to the newsletter or one of the City’s mailing lists (CyberImpact);

• Communicate with the City by email, via its social network, or by phone;

• Apply for a job.

If you choose to voluntarily transmit personal information to the City through any other technological means, the City will only use the information it needs to respond to you or follow up on your request. 

2.    Information collected

The City only collects the personal information it needs to carry out its municipal services. Therefore, it may collect the following categories of information.

Cookies

When you visit a website, data can be stored in or retrieved from your browser, usually in the form of cookies. This information may relate to you, your preferences, or your device, and is mainly used to ensure that the website works properly. The information generally does not make it possible to identify you directly but can assist in offering you a personalized web experience.

You can choose to enable or disable these cookies but disabling them may affect your browsing experience.

Geolocation         

If the geolocation function is activated on your browser when using the City’s websites, the City uses your location only to enhance website usability. The City does not keep track of your movements when using these websites. You can disable geolocation on your device at any time by consulting the manufacturer’s guidelines. However, this may prevent you from accessing certain features.

Personal information

Type	Examples1
Information related to the person (or dependant)	Name First name Date of birth Sociodemographic profile
Identification	Driver’s license number Health insurance number Social insurance number Photograph of the person
Contact details	Mailing address Email address Telephone number Registered lot
Financial information	Credit card number Expiry date   Verification number Information related to a bank account or payment details
Information regarding diplomas, work experience, and skills assessment	CV Diplomas Work experience Performance assessment report Tests and interview questions Results of physical tests Self-identification questionnaire under the Employment Equity Act (EEA)
Pre-employment screening	Criminal records Pre-employment medical checks (strictly to confirm if the person is capable of performing the job or has any limitations, if applicable)
Medical information	Information about allergies, medications, and specific medical conditions requiring employer support, or that require the implementation of any accommodation measures, Medical information received following an expert medical evaluation requested by the employer; Information required in the case of issues related to a disability, work accident or other accidents and/or accommodations, or the management of a return-to-work situation.

 

¹ Summarized and non-exhaustive list. Subject to change according to requirements.

3.   Motives 

This personal information is collected for the following reasons:

• Manage your user accounts on one of the City’s applications;

• Analyze browsing data and make sure the City’s websites are working properly;

• Analyze your application in connection to a hiring or staffing process;

• Ensure proper processing of your requests, inquiries, claims, complaints, problem reports, improvement suggestions;

• Relay important information or notify you about an urgent matter;

• Communicate information or request your opinion on services provided by the City;

• Determine your eligibility for subsidies and programs offered by the City;

• Change an address or produce a tax statement;

• Carry out a financial transaction (payment or refund);

• Obtain statistics to measure and improve the performance of the City’s websites according to your interests;

• Verify your identity.

Sometimes
The City must use your personal information to:

• Comply with its legal obligations;

• Prevent fraud, cyber threats, and false statements;

• Respond to requests, warrants and orders from courts or other agencies;

• Protect your rights and interests as well as those of the City;

• Collaborate in legal proceedings or investigations.

4.    Storage

The City will store your personal information for as long as required for the purposes described in this policy, to comply with its legal obligations, settle disputes and conclude agreements with its clients or partners.

The City will delete any personal information that is obsolete or unnecessary, for example, if you inform the City that you will be ceasing use of its services definitively. You may at any time request the rectification or deletion of information (learn more about this here).

Protection

1.    Measures

The City has implemented physical, administrative and technical protection measures to safeguard the confidentiality and security of the personal information in its possession, particularly to prevent any unauthorized access.

Its servers are managed by the City’s Information Technology and Geomatics division.

In the event of an incident involving personal information, the City has an incident response plan in place.  The Plan stipulates that the City will notify authorities and persons concerned whenever such an incident has the potential to cause serious harm and will take measures to limit the negative impact. 

This policy does not apply to websites operated by third parties over which the City has no control. If you follow a link to a third-party site, it is the privacy policy of that third-party site that will apply. The City is not responsible for any third party’s privacy policies, procedures or practices related to the protection of personal information. The City urges you to review these policies before submitting personal information to third-party sites.

2.    Access

Only qualified and authorized personnel who need to consult your personal information in the performance of their duties have access to it.

In certain circumstances, the City must call on suppliers to assist in providing services to you. Prior to sharing your personal information with them, the City will take reasonable measures to ensure they agree to comply with this policy.

3.    Hosting

Your personal information is hosted and processed by the City in Quebec and Canada. In certain cases, it may be hosted outside Canada.

Your personal information may be shared in countries other than your country of residence, where different rules may exist regarding the protection of personal information. The information is subject to the laws of the country in which it is located, and may be shared with government bodies, courts, law enforcement or regulatory agencies of that country.

However, the City’s practices concerning your personal information are at all times governed by the present policy and the applicable Quebec laws on the protection of personal information.

4.    Warning

Aucune mesure de sécurité n’est absolue ou entièrement garantie. Si vous avez des raisons de croire que votre interaction avec la Ville n’est plus sécurisée (par exemple, si vous pensez que la sécurité des renseignements que vous avez fournis à la Ville a été compromise), veuillez contacter la Ville immédiatement à l’adresse indiquée dans la section « Responsable de la protection des renseignements personnels » ci-dessous.

Officers in charge of the protection of personal information

For any questions or comments regarding this policy or the protection of your personal information, please contact the Officers in charge of the protection of personal information using the contact information below:

Mélissa Côté, Assistant Director General 2555, rue Dutrisac, Vaudreuil-Dorion, Québec  J7V7E6 450-455-3371 greffe@ville.vaudreuil-dorion.qc.ca

Me Zoë Lafrance, Clerk and Director 2555, rue Dutrisac, Vaudreuil-Dorion, Québec  J7V7E6 450-455-3371 greffe@ville.vaudreuil-dorion.qc.ca

The Officers in charge of the protection of personal information are responsible for responding to requests for access, information, rectification, and any complaints you may have regarding our practices with respect to the protection of your personal information.

Your rights

1.    Access, deletion, and rectification

You may access the personal information that the City holds about you and, if necessary, request rectifications, as permitted or required by law. Upon request, and in the absence of any serious practical difficulties, the City may provide you with a computerized version of your personal information in a structured and commonly used technological format. You may also request the deletion of outdated or unjustified information or provide written comments. However, to ensure that the personal information the City holds about you is accurate and up-to-date, please inform the City of any changes without delay.

2.    Withdrawal of consent

You may also withdraw your consent to the use and disclosure of the personal information collected. However, the City may no longer be able to offer you certain services.

To exercise your rights, please send an email to greffe@ville.vaudreuil-dorion.qc.ca (see section entitled “Officer in charge of the protection of personal information” for other options). The City may request identification to ensure that it is actually you.

To learn more about your rights under the Quebec laws that protect your private life, please consult the following link: Commission d’accès à l’information du Québec.

Effective date

The present policy takes effect upon its adoption by the municipal council on February 19th, 2024.

Updates

The City may update the contents of this policy when necessary. In such a case, an amendment notice to this effect will be posted on the City’s website.

Updated: February 2nd, 2024