PERSONAL INFORMATION PROTECTION POLICY
1. PREAMBLE
Alfa Conseil (“Alfa,” “we,” “us,” “our”) places great importance on protecting the personal information (“PI”) collected as part of our recruitment activities, IT consulting, and client relationship management.
We are committed to complying with the Act Respecting the Protection of Personal Information in the Private Sector (Law 25) and to applying rigorous practices to preserve the confidentiality, integrity, and security of your information.
2. PURPOSE OF THE POLICY
This Policy describes:
- the categories of personal information we collect;
- the purposes for which we collect and use it;
- the conditions for retention, disclosure, and security;
- the rights granted to you under Law 25;
- how to contact our Privacy Officer.
By using our website, applying for a position, or otherwise providing your information, you consent to its collection and processing in accordance with this Policy.
3. DEFINITIONS
Data Subject / You: Any identified or identifiable natural person whose personal information is collected by Alfa.
Personal Information (PI): Any information that directly or indirectly identifies a person (e.g., name, email, résumé, IP address, application history).
Subcontractor: Any third party to whom Alfa assigns tasks requiring access to PI (e.g., ATS solution, cloud service, IT providers).
4. PERSONAL INFORMATION WE COLLECT
Alfa only collects the information strictly necessary for the purposes pursued, including:
4.1 Information from candidates:
- name, contact details;
- résumé, portfolio, certifications;
- work experience, technical skills, career goals;
- interview information;
- professional references (with consent).
4.2 Information from clients and partners:
- contact information of representatives;
- information required for service delivery and contract management.
4.3 Technical information (website):
- IP address;
- usage data;
- cookies (see Cookie Notice).
5. PURPOSES OF COLLECTION
We use PI only for the following purposes:
Recruitment:
- analyzing applications;
- assessing compatibility with available roles;
- presenting profiles to clients (with explicit consent);
- communicating with candidates.
Professional services / consulting:
- building a talent pool;
- proposing assignments to IT consultants;
- maintaining contractual relationships during a mandate.
Marketing and communications:
- sending newsletters or announcements (optional, unsubscribe anytime).
Operations:
- responding to website inquiries;
- managing client accounts;
- improving services and user experience.
We do not use PI for new purposes without your prior consent unless permitted by law.
6. USE OF COOKIES
We use cookies and similar technologies to enhance your experience on Alfa Conseil’s website.
Types of cookies used:
- Essential cookies: required for the website to function properly.
- Preference cookies: remember your settings (language, region, etc.).
- Performance cookies: collect data on how the site is used.
- Analytics cookies: help us analyze usage trends.
- Advertising / marketing cookies: may be used to deliver personalized content.
Cookie management:
- You can set your browser to refuse cookies or to notify you when cookies are being used. However, some features may not function properly without cookies.
7. CONSENT
We always obtain your consent when required by law. Consent may be:
- Explicit consent is obtained when you submit your application, sign a form, or agree to have a recruiter share your profile with a client.
- Non-essential cookies require your explicit consent. You may withdraw or change your choice at any time.
8. WITHDRAWAL OF CONSENT
You may:
- withdraw your consent for any non-essential use;
- request the deletion or restriction of the use of your PI.
Withdrawing consent for essential services (e.g., a consultant currently on assignment) may result in service termination.
To exercise these rights: vieprivee@alfaconseil.ca
9. HOW WE COLLECT INFORMATION
a) Directly from you:
- spontaneous applications;
- forms on the website;
- communications via email or LinkedIn;
- interviews or professional exchanges.
b) From third parties:
- references provided voluntarily;
- job platforms;
- LinkedIn or other professional services (if your profile is public).
c) Through automated technologies:
- cookies;
- analytics tools;
- server logs.
d) External links:
- Third-party websites are not under our responsibility. We recommend reviewing their respective policies.
10. DISCLOSURE OF PERSONAL INFORMATION
Access to PI is limited according to the need-to-know principle.
PI may be shared with:
- Our employees: Recruiters, consultants, administrative staff (access restricted according to role).
- Our clients: Only with your explicit consent when presenting an application.
- Subcontractors / service providers:
- ATS (Bullhorn or others);
- cloud services;
- IT solutions.
They must contractually comply with this Policy and Law 25.
- Government authorities: When required by law, for example in the context of investigations.
- For security, fraud prevention, or protection of our rights: Only when necessary and in accordance with the law.
11. RETENTION
We retain PI for a period reasonably necessary:
- Applications: generally 5 years after the last contact, unless otherwise requested.
- Consultant or employee records: according to legal requirements.
- Clients: duration of the relationship plus the applicable period.
PI is primarily stored in Quebec. If a transfer outside of Quebec is required, Alfa ensures adequate safeguards (contractual clauses, risk assessment, etc.).
12. PRIVACY OFFICER
Alfa appoints a person responsible for ensuring compliance with Law 25.
Privacy Officer: Sébastien Morin
Email: sebastien.morin@alfaconseil.ca
Phone: 514-576-6622
13. SECURITY MEASURES
Alfa applies measures appropriate to the sensitivity of PI:
Organizational Security:
- mandatory internal training;
- restricted and logged access;
- internal data protection policies.
Technological Security:
- strong passwords;
- two-factor authentication when available;
- secure cloud tools;
- regular backups;
- encryption when required.
Physical Security:
- restricted access to workstations;
- locking of devices.
14. YOUR RIGHTS (LAW 25)
You may exercise the following rights:
- Access to your PI
- Correction of inaccurate information
- Withdrawal of consent
- Restriction of use
- Data portability (starting September 2024)
- Filing a complaint with the CAI (Commission d’accès à l’information)
We will process your request within a maximum of 30 days.
15. POLICY UPDATES
This Policy may be updated to reflect:
- changes in our practices;
- technological developments;
- new legal obligations.
The current version will always be available on our website. In the event of significant changes, we will notify you.