Privacy Policy

Law modernizing legislative provisions on the protection of personal information in the private sector

Thank you for visiting the V-ROD website and reviewing its privacy policy (hereinafter referred to as the “Policy”).

By browsing our website or using our systems or services, you acknowledge that you have read and understood this policy and consent to the processing of your data and personal information in accordance with it, where applicable.

This privacy policy consists of the following elements:

-Objectives of the privacy policy
Effective date

-Consent collection methods

-Data collection purposes

-Data processing purposes

-Personal information collected

-Processing methods used

-Access and control of personal information

-Sharing and reasons for sharing personal information with third parties

-Use of cookies and similar technologies

-Retention of personal information

-Compliance officer

1. OBJECTIVES OF THE POLICY

As a company, we are committed to protecting the privacy of our employees, customers, and suppliers and ensuring the confidentiality of the personal information entrusted to us in the course of our activities. Privacy and personal information protection are essential to us, which is why through this Policy, we aim to protect them in accordance with applicable laws.

Through this personal information protection policy, our goal is to better describe the standards for the collection, use, disclosure, and retention of your personal information. It also explains how we protect your personal information and your right to access it. This policy does not apply to information that does not qualify as personal information under applicable privacy laws.

To ensure this protection, V-ROD undertakes to collect, process, and share information that can identify an individual only when the individual has given consent, unless permitted or required by law, in which case your consent will not be necessary.

The Policy aims to inform users of the reasons and how V-ROD or any person acting on its behalf will collect and use their personal information. It is intended to be in clear language to ensure informed consent from users.
For the purposes of this Policy, “personal information” means any information about an identifiable individual or that allows the identification of a person. Personal information is defined as any information or combination of information that relates to an individual and allows their identification (such as information about their financial situation, social insurance number, driver’s license, and health insurance number). However, the individual’s name and professional contact information, such as their title, address, telephone number, and professional email address, are not considered personal information. Where possible, we will anonymize, pseudonymize, and/or aggregate this information so that it no longer identifies an individual.

2. EFFECTIVE DATE

This policy applies from September 22, 2022. This policy replaces the Privacy Policy dated June 12, 2023.
V-ROD reserves the right to change or modify its privacy notice at any time without prior notice.
Please visit our policy regularly to review the changes.

3. CONSENT COLLECTION METHODS

We are committed to obtaining consent before collecting personal information from an individual. Consent can be explicit or implicit and can be provided directly by the person or their authorized representative.

We prefer to obtain explicit consent, whether verbal, electronic, or written. However, implicit consent may be reasonably inferred from a person’s action or inaction. For example, providing a name and address to receive a publication or providing a name and phone number to get a response to a question is considered implicit consent to collect information containing personal details. Implicit consent can also be inferred from submitting an application via the web. To determine the appropriate type of consent, we consider the sensitivity of the personal information involved, the purposes for which it is collected, and the reasonable expectations of a person in a similar situation.

If we intend to use personal information for a new purpose, we will describe the intended use and seek consent again.

In some cases, especially in the context of a request from the government, it may not be possible to obtain an individual’s consent to collect, use, or disclose their personal information. We commit to never disclose such information, except as required or permitted by law and in compliance with this Policy.

4. PURPOSES OF DATA COLLECTION

The information collected is done in accordance with the purposes and objectives set out in this privacy policy.

Here are some reasons why V-ROD may collect certain personal information:

-To provide products and services: We collect and process the necessary data and information to fulfill our mission and contractual obligations.
-To ensure and improve our products and services: The data collected during your interactions with our services may be used to analyze and improve –the functioning of our products and services.
-To protect the privacy of our users: The collected data allows us to verify the identity and protect the privacy of individuals who communicate with us by phone, electronically, or otherwise.
-To fill internal workforce needs: Receiving applications through our online platforms to fulfill manpower requirements within the company.
-To respond to inquiries: Receiving information through our online registration form can help us answer questions and requests from our clients, suppliers, applicants, or others.
-To meet customer or prospective customer expectations: Receiving information for an order, a quotation, or the opening of a file may require the collection of personal information.
-To comply with legal obligations: Data is collected to comply with obligations under laws, regulations, or international treaties.

5. COLLECTED PERSONAL INFORMATION

V-ROD may collect personal information in various forms, but only through lawful means and solely for the necessary purposes that have been disclosed to you, as described in this Policy or as permitted or required by law.

The personal information collected and its sensitivity may vary depending on the context of the interactions between you and V-ROD. Therefore, we prioritize informing you about the nature of the personal information we use.

Our company is committed to using the information provided solely 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 personal information without your consent when required by law. Personal information is stored in limited-access locations, and access control is managed internally, governing any access to such information.

We protect all collected personal information. Among the personal information that may be collected and used, we pay particular attention to:

Name and Contact Information: First and last name, email address, mailing address, phone number, and other similar data used to communicate with you and/or create an employee, supplier, or customer file.
Demographic Data: Data about you, such as your age, gender, country, and preferred language of communication.
Payment Data: Data necessary for processing your payments (e.g., credit card number).
Interactions: Data related to your use of websites, platforms, and created tools. These are the data you provide to use products and services.
Searches: Search queries or commands you employ when using our website.
Other Data: Other data provided when using our website, including data from Google Analytics.

6. PURPOSES OF DATA PROCESSING

Providing our products and services: We use data to operate our products and services in order to provide you with the best product experience possible.
Customer support: We use your data to diagnose and resolve issues related to the offered products or services to provide you with exceptional customer service.
Security: We use data to protect the security of users and our products.
Surveys and communication: We use the collected data to provide surveys and communications to improve our offerings.
Informative reporting: We use data to analyze our operations and improve the decision-making process. This enables us to make informed decisions and create reports on the performance of our activities.
Legal compliance: We process data to comply with the law. For example, we use our customers’ age to ensure compliance with privacy obligations for children or to ensure that the customer meets the recommended age for the audience. We also process contact information and identifiers to assist customers in exercising their data protection rights.

7. PROCESSING METHODS USED

V-ROD attaches great importance to the security of your personal information and is committed to processing it in accordance with industry standards and practices, solely for the purposes for which it is collected, as described in this policy or in specific notices. However, the absolute security of this information is impossible given the inherent security limitations of transmission over the Internet. The information transmitted to us is therefore done so at the user’s own risk.

8. ACCESS AND CONTROL OF PERSONAL INFORMATION

V-ROD ensures that all personal information in its possession is as accurate, up-to-date, and complete as necessary for the purposes for which it is used.
You have the right to request access to your personal information for verification and to request correction if it is inaccurate. If you believe your personal information is inaccurate or if you wish to access your personal information, you can make a request using the contact information provided at the end of this Policy.
However, there may be circumstances where we cannot provide you with access to your personal information. For example, when access may lead to the disclosure of another person’s personal information and that person refuses to consent to such disclosure, or when legal restrictions apply. If such a situation arises, we will inform you of the reason why we cannot provide access to your personal information.

9. SHARING AND PURPOSE OF SHARING PERSONAL INFORMATION WITH THIRD PARTIES

We do not share your personal information with companies, organizations, or individuals outside of V-ROD, except for our authorized suppliers and partners who need access to the information for the purposes listed in this policy and within its limits, as well as in the following cases:

With your consent;

For staffing needs, your application may be securely transmitted through internal staff.

For storage in cloud servers, in which case personal information may transit through third jurisdictions. Note that we only engage reputable companies with privacy policies.

For external processing purposes: We may transmit personal information to other trusted companies or individuals who process it on our behalf, according to our instructions, in accordance with this privacy policy, with a level of data security at least equivalent to ours, and in compliance with any other appropriate security and confidentiality measures.

For legal reasons: We may transmit personal information outside of our company if access to it is necessary to comply with applicable laws and regulations.
V-ROD commits not to sell or rent your personal information to a third party.

10. COOKIES AND SIMILAR TECHNOLOGIES

V-ROD may use cookies, Internet tags, invisible pixels, log files, or other technologies to collect certain personal information about visitors to our websites, as well as recipients of our newsletters, invitations, and other communications. Cookies are pieces of information transmitted by the server to the browser during a visit to the website and that allow the current connection to be uniquely identified. This data may include information such as your Internet Protocol (IP) address, browser type, browser version, pages of our site that you visit, the date and time of your visit, the duration of your visit, and any other statistics.
It is important to know that enabling the cookie option, depending on the chosen configuration, may allow other servers to install cookies on your system. You can configure your browser settings to notify you of the presence of cookies, giving you the option to accept or reject them.
Please note that our website may contain links or references to third-party websites. This privacy policy ceases to apply once you leave our website, and V-ROD is not responsible for the collection or processing of personal information by those third parties or through external sources.

11. RETENTION OF PERSONAL INFORMATION

V-ROD retains the collected data for various periods, depending on their nature and usefulness in providing our products and services. The retention period may also vary according to applicable laws. During the retention period, V-ROD takes physical and technical measures to ensure the security of data containing personal information.
Access control to personal information is strictly enforced, and only authorized individuals based on the nature of the information have access. The company ensures that these individuals are qualified to access such information and that access is necessary for the performance of their duties.
Personal information may be stored outside of the country in which you reside if a third-party provider or another entity to whom we disclose personal information in accordance with this Policy is located outside the country. In such cases, personal information may be subject to the local laws of the countries or territories where the information is collected, used, disclosed, or stored, and the government authorities and law enforcement agencies of those countries or territories may have access to it.
Once the retention period expires, personal information is destroyed. Only statistics or reports containing depersonalized and anonymized data may be retained for extended periods.

12. PERSON RESPONSIBLE FOR COMPLIANCE

For any questions, comments, complaints regarding this policy, or requests for personal information, you can contact the person responsible for ensuring compliance with this privacy policy:
Bernard Drouin
CEO
V-ROD

Mailing Address: 700 9th Street North, Thetford Mines, QC, G6G 6Z5
Email Address: bdrouin@pultrall.com
Phone: 418-335-3202
Fax: 418-335-5117

We make changes to this Privacy Policy from time to time. Any reduction in your rights under this Privacy Policy will not be applied without your explicit consent. We always indicate the date on which the last modifications were made. Please refer to our policy to see any changes.