WHO ARE WE?
We are a Quebec-based company specializing in the design of aerial robotic tools. To learn more about our services and products, please visit our website at https://www.outreachrobotics.com/. Outreach Robotics is committed to protecting all personal information collected and used in the course of its activities.
PURPOSE OF INFORMATION COLLECTION
Personal information is defined as any information or combination of information related to an individual that allows their identification. However, individuals’ names and their professional contact information, such as their title, address, phone number, and professional email address, are not considered personal information.
Personal information must be protected regardless of its form or medium: written, graphic, audio, visual, computerized, or otherwise.
Our website uses certain third-party tools to track information and analyze user behavior. These tools include:
We use the WordPress platform to manage our website and collect technical data, such as IP address, browser type, and pages visited. This information helps us monitor site performance and detect any technical issues.
We use Google Analytics to understand how users interact with our site, which pages are the most popular, and how visitors access our site. Data collected by Google Analytics is anonymous and used for website analysis and improvement.
When you fill out a contact form on our website, we may collect the following information: name, postal address, email address, and phone number. These pieces of information are used to respond to your specific requests and to communicate with you regarding our services.
When we collect information about you, we first seek your written consent for the collection, use, or disclosure of your information for specified purposes. We will request your consent for each new use, disclosure, or collection of your personal information, or if the purposes for which it was collected are modified.
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 this information without your consent when permitted or required by law. In certain specific circumstances, we may collect, use, or disclose personal information without your notification or consent, for example, when legal, medical, or security reasons make obtaining your consent impossible or unlikely, or when this information is necessary to investigate a possible contract violation, prevent or detect fraud, or enforce the law.
LIMITS ON THE COLLECTION, USE, AND DISCLOSURE OF PERSONAL INFORMATION
The purposes of information collection generally include confirming an individual’s identity, creating an employee record, and complying with legal requirements (certain information required for tax purposes).
We restrict the collection, use, and disclosure of your personal information to the purposes we have communicated to you. Only authorized individuals have access to your personal information within the scope of their assigned tasks.
RETENTION OF INFORMATION
We retain your personal information for the duration necessary for the purposes for which it was collected. In accordance with the law and our record retention policy, we are required to destroy this information. When we proceed with destruction, we take necessary measures to preserve its confidentiality and prevent unauthorized access during the process.
Personal information must be as accurate, complete, and up-to-date as required for the purposes for which it is used. Personal information used continuously, including information shared with third parties, is generally accurate and up-to-date unless otherwise indicated.
We do not automatically update personal information unless necessary to achieve the purposes of its collection. The level of accuracy, currency, and completeness of information depends on the information you provide at the time of collection.
We are responsible for personal information in our possession or under our control, including information entrusted to third parties for processing. We require these third parties to adhere to strict standards of confidentiality and security.
Our staff is informed and properly trained on our privacy policies and practices.
We have established and continue to develop stringent security measures to ensure the strict confidentiality of your personal information and protect it against loss, theft, unauthorized access, disclosure, copying, use, or unauthorized modification.
These measures include organizational elements such as limiting access to only what is strictly necessary, data backup and archiving through external systems, etc., as well as technological measures such as password use and encryption (frequent password changes, firewalls, etc.).
ACCESS TO PERSONAL INFORMATION
Access to personal information about you is restricted to authorized personnel. The company ensures that these individuals are qualified to access this information and that such access is necessary in the course of their duties.
REQUEST FOR ACCESS TO INFORMATION AND AMENDMENTS
You have the right to know if we hold personal information about you and to review this information. You may also inquire about how this information was collected, used, and disclosed, as well as who the recipients were. We will respond to your request within a reasonable timeframe from the date of receiving your written request, and reasonable fees may apply.
In certain specific situations, we may refuse to provide the requested information. Exceptions to your right of access include cases where the requested information pertains to other individuals, where disclosure is prohibited by law, where security or copyright reasons apply, where obtaining this information would be costly or privileged, or when it is related to a dispute.
If we hold medical information about you, we may refuse to communicate it directly to you, preferring to transmit it to a healthcare professional you have designated. You may also request the correction of your personal information to ensure its accuracy and completeness. Any request for modification will be processed within a reasonable timeframe.
To request access to your personal information or request amendments, please contact the Privacy Officer at the following address:
COMPLAINTS AND QUESTIONS
If you have concerns about the protection of your personal information, you can contact the Privacy Officer at the address provided above. Any complaints regarding the protection of personal information must be addressed to the Privacy Officer. We will investigate each complaint and take appropriate measures, including modifying our policies and practices if necessary.
TRAINING AND AWARENESS
We promote best practices and respect for rights in terms of transparency and the protection of personal information through various approaches:
Displaying the contact information of the Privacy Officer
Raising awareness through various means such as information sessions, reminders during meetings, employee training, a plan of action for the protection of personal information, etc.
If you believe that our company has not adhered to the principles outlined in this policy, please contact the Privacy Officer. We will act promptly to identify and correct any issues. Please indicate « Privacy Protection » in the subject of your message.
This policy must be reviewed every three years and updated in the event of significant changes in legislation or regulatory requirements.
Last Updated: (September 8, 2023)