Privacy Policy

This Policy applies to all activities of the Association pour la santé publique du Québec (ASPQ), including its websites, social media accounts, digital platforms, projects, campaigns, services, events, and initiatives that it administers or coordinates.

In particular, it applies to the following projects and initiatives:

• ASPQ.org;
• Alcohol and Women;
• Deceptive Appearances;
• Positive Mental Health: It Can Be Cultivated;
• Collectif Vital;
• Rights and Pregnancy;
• House of Sustainable Health;
• Slow Down;
• Disease Reduction;
• Quebec Network for Sustainable Health Action;
• Climate Health;
• Sustainable Health Week;
• Thirst for Health;
• Sustainable Health Summit;
• FASD: Talking About It to Take Better Action;
• Pesticide Victims of Quebec.

The Policy also applies to any other platform, project, campaign, or initiative administered by the ASPQ, even if it is not expressly mentioned in this list.

This list may be updated periodically.

Personal information is any information that relates to a natural person and that allows that person to be identified, either directly or indirectly.

This may include, for example:

• a name;
• an address;
• a phone number;
• an email address;
• a photograph;
• an audio or video recording;
• a digital identifier;
• information relating to a person’s health or personal circumstances.

Sensitive or Confidential Information

Certain personal information may be considered sensitive or confidential due to its nature or the context in which it is used. This may include, in particular, information relating to physical or mental health, diagnoses, medical treatments, ethnic origin, family situation, administrative or legal proceedings, or any other information whose use or disclosure could cause significant harm.

Certain ASPQ projects, particularly those offering support services or collecting testimonials, may require the collection of sensitive or confidential personal information when necessary to achieve their objectives and with the appropriate consent of the individual concerned.

When the ASPQ collects sensitive or confidential personal information, additional safeguards are implemented to ensure its confidentiality and security.

Public or Professional Information

Certain public information or information related to the performance of a role within a company or organization may not be considered personal information under the circumstances provided for by law.

To learn more about the protection of personal information in Quebec, visit the website of the Commission d’accès à l’information du Québec.

The ASPQ collects, uses, and retains certain personal information in order to fulfill its mission, provide its services, organize its activities, administer its projects, and communicate with individuals who interact with it.

We collect only the personal information necessary for the purposes for which it is intended. Depending on the context, this information is generally provided voluntarily by the individual concerned through a form, registration, service request, communication, or participation in an activity.

The personal information collected is used solely for the purposes for which it was obtained, except when the law permits or requires another use or when the consent of the individual concerned is obtained.

The ASPQ may collect certain personal information about you in the following situations:

• When browsing our websites

The ASPQ uses cookies, tracking pixels, and other similar technologies to ensure the proper functioning of its websites, improve the user experience, analyze traffic, and better understand visitors’ needs.

While you are browsing, certain technical information may also be collected automatically, including:

• IP address;
• domain name used;
• browser type;
• operating system used;
• certain browsing data.

This information is primarily used for statistical purposes, security, and the continuous improvement of our platforms.

For more information, please refer to the Cookie Policy on the page you are viewing.

• Contacting the ASPQ

When you contact us by email, phone, online form, or through our social media channels, we may collect the information necessary to respond to your request, follow up, or improve our services.

Depending on the context, this may include your name, contact information, the content of your message, and any other information or content you choose to share with us.

• When You Subscribe to Our Newsletters

When you subscribe to one of our newsletters, we primarily collect your email address to send you information about the ASPQ’s activities, projects, publications, or services.

We primarily use the Mailchimp platform to manage newsletter distribution and generate statistics to assess their reach and effectiveness.

You can withdraw your consent and unsubscribe at any time by using the link provided for this purpose in the communications you receive.

• By participating in our activities, consultations, and projects

The ASPQ organizes various activities such as training sessions, webinars, workshops, conferences, annual general meetings, events, discussion groups, citizen consultations, citizen roundtables, expert committees, surveys, evaluations, and other public engagement activities.

• In this context, we may collect certain personal information, such as:
• first and last name;
• contact information;
• city or region of residence;
• employer, organization, or industry;
• occupation or job title;
• age, gender, or other sociodemographic information;
• dietary preferences or allergies;
• any other information relevant to participation in the project or activity.

This information is used, among other things, to organize activities, communicate with participants, compile participation statistics, better understand the needs of the target populations, improve our projects, and evaluate the impact of our actions.

With the consent of the individual concerned, the ASPQ may also retain certain contact details and profile information in a participant database in order to contact them again for future projects, consultations, focus groups, civic engagement activities, committees, surveys, or other similar initiatives that align with their interests, expertise, or experience. The information is retained for the duration specified when consent is obtained or until consent is withdrawn.

• By participating in our podcasts, testimonials, and multimedia content

The ASPQ occasionally produces podcasts, interviews, video clips, testimonials, or other multimedia content to inform, raise awareness, document real-life experiences, share knowledge, or foster dialogue on sustainable health issues.

In this context, we may collect and use certain personal information, such as the participant’s name, voice, image, professional title, personal experiences, observations, opinions, perceptions, or any other testimony that the participant voluntarily chooses to share.

This content may be published, in particular, on the ASPQ’s websites as well as on various digital and social media platforms such as YouTube, Spotify, Facebook, LinkedIn, or other similar platforms.

Prior to any publication, the ASPQ obtains the participants’ consent via a consent form. When the participant is a minor, consent from a parent or legal guardian is also obtained in accordance with applicable legal requirements.

The information collected is used solely for the purposes specified in the consent form signed by the participant.

With the consent of the individual concerned, the ASPQ may retain certain contact information in a database of potential participants in order to contact them for future podcasts, interviews, testimonials, or multimedia content.

• When Receiving Assistance or Support Services

As part of certain projects or services—including “Victimes des pesticides du Québec,” “Droits et grossesse,” or any other similar initiative—the ASPQ may collect certain personal information in order to document a situation, provide information, assist a person with their procedures, or refer them to the appropriate resources.

Depending on the nature of the project or request, the information collected may include contact information, details regarding health, family or professional circumstances, administrative procedures, claims, or legal actions, as well as any other information voluntarily provided to the ASPQ.

When sensitive or confidential personal information is collected, it is subject to enhanced protective measures. Access to this information is limited solely to staff members, professionals, consultants, or collaborators directly involved in providing the service or following up with the individual concerned.

The ASPQ collects only the information necessary to provide its services and retains it only for as long as required to achieve its objectives or comply with its legal obligations.

• When making a donation, becoming a member, or completing a transaction

When you make a donation, become a member, register for a paid activity, or complete any other transaction with the ASPQ, certain personal information may be collected in order to process your request, administer your membership, collect payments, issue the required receipts, and carry out the necessary administrative follow-up.

This information may include your name, address, email address, phone number, and the information needed to process your payment.

The ASPQ uses the Zeffy platform for certain online transactions. We encourage you to review this provider’s privacy policy to learn more about its privacy practices.

• In the Context of Professional Collaborations or Partnerships

The ASPQ regularly collaborates with organizations, partners, experts, professionals, and suppliers as part of its activities and projects.

In this context, we may collect certain professional information, such as name, business contact information, organization, job title, or position held.

This information is used primarily for project management, communications, administrative follow-ups, coordination among partners, and the development of collaborations related to the ASPQ’s mission.

This section also applies to partner organizations and tenants of the Maison de la santé durable, as well as the individuals who represent them.

• When using one of our online platforms

Some ASPQ projects may offer digital platforms that require users to create an account or use interactive features.

In this context, we may collect certain personal information such as your name, email address, phone number, information needed to authenticate your account, content voluntarily shared by users, and certain platform usage data.

This information is used, in particular, to manage accounts, ensure platform security, maintain the proper functioning of the services offered, communicate with users, and evaluate and improve the relevant projects.

For example, this section specifically applies to the Espace Défi platform of the Soif de santé project, as well as any other similar platform developed or administered by the ASPQ.

• When Applying for a Job or a Role with the ASPQ

When you apply for a job, an internship, a professional assignment, or any other civic or volunteer role with the ASPQ, we may collect the information contained in your resume, cover letter, application form, or any other documentation you submit to us.

This information may include, among other things, your name, contact information, education, professional experience, skills, references, or any other information relevant to the review of your application.

This information is used solely for the purposes of the recruitment, evaluation, and follow-up of applications.

With the consent of the individual concerned, the ASPQ may retain certain application files in a candidate database in order to consider the individual for future employment, internship, contract, or volunteer opportunities within the organization. The information is retained for the duration specified when consent is obtained or until consent is withdrawn.

• When submitting an application for an award, honor, or contest

The ASPQ occasionally organizes or administers contests, awards, honors, or recognition programs designed to highlight outstanding achievements, initiatives, or contributions.

In this context, we may collect personal information contained in application forms and documents submitted in support of an application, such as the applicant’s contact information, biography, professional background, achievements, letters of support, photographs, or any other document relevant to the evaluation of the application.

This information is used to review applications, facilitate the work of juries, evaluators, or evaluation committees, communicate with the individuals concerned, and, where appropriate, promote the recipients and their achievements.

When required, consent is obtained from the individuals concerned prior to the public disclosure of personal information in connection with the promotion of awards, honors, or contests.

With the consent of the individual concerned, the ASPQ may retain certain applications in an application or reference database to allow for their consideration in future awards, honors, contests, or similar initiatives administered by the ASPQ. The information is retained for the duration specified at the time consent is obtained or until it is withdrawn.

• In the Context of an Employment Relationship with the ASPQ (Staff Members)

The ASPQ collects and uses certain personal information regarding its staff members (including interns and contract employees) in order to administer the employment relationship and comply with its legal, regulatory, and contractual obligations.

Depending on the context, the information collected may include, among other things :

• personal contact information;
• date of birth;
• Social Insurance Number;
• information necessary for payroll, withholding taxes, and tax obligations;
• information related to employee benefits and insurance;
• information related to the management of schedules, time off, and absences;
• information necessary for occupational health and safety;
• information related to workplace injuries, claims, or cases administered by the CNESST, among others;
• information necessary for the enforcement of labor laws and human resources management.

Some of this information may constitute sensitive or confidential personal information, particularly when it relates to health status, functional limitations, accommodations, disability records, or occupational health and safety records.

Access to this information is limited to individuals who need to review it in the course of their duties, as well as to authorized service providers when necessary for the administration of the employment relationship.

The ASPQ places great importance on the security and confidentiality of the personal information entrusted to it.

To protect this information from loss, theft, unauthorized access, disclosure, alteration, or destruction, the ASPQ implements administrative, technological, and physical safeguards appropriate to the nature and sensitivity of the information in question.

These measures include, in particular:

limiting access to personal information to only those individuals who need it to perform their duties;

using secure technological and cloud-based environments;

implementing access control and authentication mechanisms;

adopting internal policies, procedures, and practices regarding the protection of personal information;

raising awareness among staff members and collaborators regarding their confidentiality obligations;

implementing enhanced protective measures when sensitive or confidential personal information—including information related to health or personal or legal circumstances—is collected or used.

Despite the measures in place, no security mechanism can guarantee absolute protection. In the event of a privacy incident involving personal information, the ASPQ will take the necessary steps to limit risks, mitigate potential harm, and prevent a recurrence of the situation.

When required by law—particularly when an incident poses a risk of serious harm to the individuals concerned—the ASPQ will notify the individuals concerned and the Commission d’accès à l’information du Québec in accordance with applicable legal requirements.

 

Use of Artificial Intelligence (AI) Technologies

The ASPQ may use certain AI technologies to, among other things, transcribe, summarize, analyze, or process information collected in the course of its activities. When these tools potentially involve the processing or use of personal information, reasonable measures are taken to ensure its protection in accordance with applicable laws.

 

Retention and Destruction

The ASPQ retains personal information only for as long as necessary to fulfill the purposes for which it was collected or to comply with its legal, regulatory, administrative, or contractual obligations.

The retention period may vary depending on the nature of the information, the project or service in question, the applicable requirements, and the consents obtained from the individuals concerned.

When personal information is no longer necessary for the purposes for which it was collected and there is no legal obligation justifying its retention, the ASPQ securely destroys or anonymizes it, in accordance with its internal document management and personal information protection practices.

In certain cases, with the consent of the individual concerned, certain information may be retained for a specified period in a database of participants, applicants, or contacts to enable participation in future projects, activities, contests, awards, consultations, or similar opportunities.

The ASPQ takes reasonable measures to ensure that personal information that has been destroyed or anonymized cannot be reconstructed or linked to an identifiable individual.

In order to offer certain activities, platforms, and services, the ASPQ relies on various technology and professional service providers, particularly for the management of forms, communications, surveys, videoconferences, collaborative platforms, newsletters, artificial intelligence technologies, online transactions, and cloud hosting.

This section also includes service providers related to human resources, payroll, group insurance, and administrative employment management.

For example, the ASPQ may use services such as Microsoft, Zoom, and Google, or other providers offering comparable services.

In the course of providing their services, these providers may have access to certain personal information or process it on behalf of the ASPQ. They are required to comply with appropriate confidentiality and security obligations.

Some of these providers may process or store personal information outside of Quebec. When this is the case, the ASPQ takes reasonable measures to ensure adequate protection of personal information in accordance with applicable laws.

The ASPQ does not sell, rent, or share any personal information with third parties.

Personal information collected by the ASPQ is primarily used by its staff members and authorized individuals who need it to perform their duties. Subject to the exceptions provided for by law, such information is disclosed to third parties only with the consent of the individual concerned or when such disclosure is necessary to fulfill the purposes for which the information was collected.

In the course of its activities, the ASPQ may disclose certain personal information to service providers, consultants, collaborators, partners, experts, committee members, or other agents acting on its behalf when such disclosure is necessary for the provision of a service, the completion of a project, or the achievement of its objectives.

These third parties are required to protect the confidentiality of the personal information to which they have access and to use it solely for the purposes for which it was disclosed to them.

The ASPQ may also disclose personal information when authorized or required by law, including to:

• comply with a legal obligation or a court order;
• respond to a request from a competent authority;
• protect its rights, property, or legitimate interests;
• prevent, detect, or mitigate a security or privacy incident;
• to protect the safety, health, or well-being of an individual when permitted by law.

When personal information is disclosed as part of a research study, consultation, public engagement activity, or outreach project, the ASPQ takes reasonable measures to limit the identification of the individuals concerned, provided this is consistent with the project’s objectives.

In all cases, the ASPQ strives to limit the disclosure to only the information necessary to achieve the intended objective.

 

Links to Other Websites or Third-Party Services

ASPQ’s websites and platforms may contain links to websites, applications, or services operated by third parties.

When you leave the ASPQ digital environment to access a third-party site or service, that third party’s privacy practices and terms of use apply.

The ASPQ has no control over the privacy practices of these third parties and encourages users to review their privacy policies and notices before providing them with personal information.

Quebec law grants you several rights regarding the personal information held by the ASPQ. Subject to the conditions set forth by law, you may, in particular:

• access the personal information we hold about you;
• request the correction of inaccurate, incomplete, or ambiguous information;
• withdraw your consent to the use or disclosure of certain personal information;
• request the disclosure of your personal information in a structured, commonly used, and machine-readable format where permitted by law;
• request the cessation of the dissemination of personal information or the de-indexing of a hyperlink in the cases provided for by law;
• file a complaint regarding the handling of your personal information.
• Any request related to these rights may be sent by email to the Privacy Officer at: vieprivee@aspq.org.

To protect the confidentiality of personal information, the ASPQ may request the information or documents necessary to confirm the identity of the person making the request.

Your request will be processed in accordance with our internal administrative procedures.

Any questions, requests for access, corrections, withdrawal of consent, or complaints regarding the protection of personal information may be directed to the person responsible for the protection of personal information at the following address: vieprivee@aspq.org .

The ASPQ will process requests in accordance with applicable legal requirements and will respond within the timeframes specified by law.

The ASPQ reserves the right to amend this policy to reflect changes in its activities, practices, or applicable legal requirements. The most recent version is always available on its websites.