Personal Information Protection Policy

The primary purpose of this Policy is to ensure the protection of personal information while establishing clear guidelines for its collection, use, disclosure, retention, destruction, and management within Solico Construction Inc. It applies to all stakeholders, including management, employees, suppliers, and partners. It also aims to inform all individuals concerned, whether clients, employees, or others, about how Solico Construction Inc. handles their personal information.

Accountability

Solico Construction Inc. is responsible for protecting the personal information under its control. Personal information collected, used, disclosed, retained, or destroyed is handled in accordance with this Policy to ensure its confidentiality and protection.

The person responsible for the protection of personal information must:

Supervise and review internal practices and procedures for handling personal information and ensure compliance with applicable laws;
Recommend measures to ensure the ongoing protection of personal information based on risk assessments;
Implement the necessary measures to safeguard information within the company;
Ensure compliance and provide staff training on best practices for protecting personal information;
Coordinate, review, and process requests and complaints relating to personal information;
Communicate with the individuals concerned and the Commission d’accès à l’information (CAI) when required following a confidentiality incident;
Maintain a register of confidentiality incidents involving personal information.

Collective responsibility: Protecting personal information is everyone’s responsibility. No retaliation may be taken against an individual who has filed a complaint or participated in a CAI investigation.

Collection of Personal Information

Personal information is collected only when necessary for the company’s activities and functions, in accordance with applicable laws and standards. Information is primarily collected directly from the individual concerned and with their consent, except where otherwise permitted by law.

Examples of information collected:

Employee information required to comply with legal obligations and manage emergency situations;
Client information required to manage files, contracts, services, and billing.

All information collected is handled with confidentiality and security. Technical and organizational measures are implemented to prevent unauthorized access and to educate staff on best practices regarding privacy and confidentiality.

Consent and Accuracy

Valid consent is obtained when required for the collection, use, or disclosure of personal information. Before collecting information for which consent is required, the company ensures that consent is obtained clearly and separately and that the individual concerned is informed of the purposes for which their information will be used. Any individual may request the correction of inaccurate or incomplete personal information.

Limitation of Use

Personal information is used only for the purposes for which it was collected or as otherwise permitted by law. It may be disclosed to third parties when necessary for the company’s activities or when permitted by law. Solico Construction Inc. takes reasonable measures to ensure that third parties to whom personal information is disclosed adequately protect it.

Protection of Personal Information

Measures implemented include:

Using personal information only when necessary;
Limiting access to personal information to staff members who require it in the performance of their duties;
Securing physical and electronic records through appropriate measures, including restricted access, locking mechanisms, and, where applicable, two-factor authentication;
Securely destroying paper documents and removing access when it is no longer required or at the end of a business relationship.

Everyone with access to personal information must contribute to its protection. Any incident or suspicious activity must be reported as soon as possible to the person responsible for the protection of personal information.

Retention Period

Personal information is retained in accordance with applicable legal requirements and for as long as necessary for the company’s activities and the purposes for which it was collected. When it is no longer required, it is securely destroyed or anonymized in accordance with applicable requirements.

Transparency

Solico Construction Inc. is committed to informing clients, employees, interns, suppliers, and partners about its practices regarding the handling of personal information and the purposes for which such information is collected and used.

Access and Correction

Any individual may request access to the personal information Solico Construction Inc. holds about them, request its correction, or, where applicable, withdraw their consent to its use or disclosure.

Requests may be submitted to Solico Construction Inc. using the contact information provided at the end of this Policy.

Requests are processed within the time limits prescribed by applicable laws. When a request cannot be fulfilled, the reasons for the refusal will be provided in accordance with legal requirements.

Filing a Complaint

Any individual may submit a complaint regarding the protection or handling of their personal information to Solico Construction Inc. using the contact information provided at the end of this Policy, or contact the Commission d’accès à l’information (CAI).

A complaint should include the individual’s contact information and a sufficiently detailed description of the situation to allow for proper assessment. The complaint will be reviewed, and appropriate measures will be taken when necessary.

Approval

This Policy is approved by Solico Construction Inc. and applies to the company’s personal information protection practices.

Solico Construction Inc.
1623 Atmec Street, Unit 1
Gatineau, Quebec J8R 0H8

Administrative Office
819-893-4473

Sales Office
QC: 819-303-0464
ON: 613-518-2111