Privacy Policy

Groupe HELIOS is committed to protecting your personal information, being transparent about the information it holds about you, and complying with the legal requirements set out in Quebec and Canadian law.

The purpose of this policy is to clearly explain how we collect and process your personal information.

The data we collect helps us better carry out our mission every day. Your personal information will not be used without your consent and for purposes other than those for which it was collected, or as otherwise permitted by applicable law.

If you have any questions about this policy, please contact the Privacy Officer of Groupe HELIOS using the contact information provided at the end of this policy.

Groupe HELIOS is committed to obtaining your clear, freely given, and informed consent for the collection, use, and retention of your personal information.

Personal information refers to any information about an individual that can be used to identify that person. It does not include data from which identity has been removed, in other words, anonymous data. We may collect, use, store, and transfer various types of personal information about you, which we have grouped as follows:

• Identity data includes first name, last name, and title;
• Contact data includes address, billing address, email address, organization, job title, and phone number(s);
• Payment and billing data includes information required to process payments and invoicing;
• Marketing and communication data includes your preferences regarding receiving marketing communications from us and from our third parties, as well as your communication preferences. We may also keep a record of conversations we have had with you in person and communications you have sent to Groupe HELIOS. This helps us manage our relationship with you and ensure that you receive only relevant communications tailored to your preferences;
• Technical data includes your Internet Protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technologies on the devices you use to access our website or our social media;
• Usage data includes information about how you use our websites and services;
• Data relating to job and internship candidates includes any data you have submitted to us through a job or internship application with Groupe HELIOS;
• Any other personal information that we did not request (such as personal information you voluntarily provide in an email, by sharing your comments through our website or on our social media, or included in a request for information or use of a service).

We collect your personal information using several tools: our website forms, email, social media, and in-person contact.

When you use our services, submit an application, or interact with Groupe HELIOS by email, social media, phone, or in person, we store the personal information you provide, such as your name, email address, mailing address, phone number, or other necessary information. We also keep a record of your requests and communications with us.

When you interact with our website or our social media, we may automatically collect technical data about your equipment, actions, and browsing patterns. We collect this personal information using cookies and other similar technologies.

Our website contains hyperlinks to other sites. When you leave our website using one of these links to access other sites, you will be subject to the security and privacy policies of those sites.

We occasionally receive information about you from third parties, as indicated below:

• Analytics providers such as Google Analytics;
• Advertising networks such as Facebook and Google AdWords;
• Search information providers such as Google;
• Publicly available information about you.

The servers of these providers hosting data may be located outside Quebec or outside Canada.

Groupe HELIOS collects personal information using honest and lawful means and limits collection to the personal information required for the following purposes:

• Compile data related to our services and activities in order to improve our services and practices;
• Communicate with you periodically in writing, verbally, or electronically to keep you informed of news about Groupe HELIOS or any information that may be of interest to you;
• Process billing and follow up on our mandates;
• Establish and maintain our relationship with you, understand your needs, and tailor our approach to better serve you;
• Use data analysis to improve our website, our social media, our marketing, and our communications with you;
• Carry out a job staffing process;
• Comply with regulatory and legal requirements.

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected and to comply with our legal obligations.

To determine the appropriate retention period for personal data, we take into account the amount, nature, and sensitivity of the personal data, the potential risk of harm resulting from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether those purposes can be achieved by other means, as well as applicable legal requirements.

Your personal information will be retained for a minimum of five years following the last activity, that is, the last service provided by our company, as required by our legal obligations.

We have implemented appropriate safeguards (both in our procedures and in the technology we use) to keep your personal information as secure as possible.

We will ensure that any third parties we engage to process your personal information do the same and that they process your personal information only on our instructions. Third parties will also be bound by a duty of confidentiality. Groupe HELIOS does not trade, rent, or sell personal information to third parties for commercial purposes.

Groupe HELIOS staff are authorized to access this personal information only when needed and for the purposes for which it was collected. All employees must sign a charter confirming that maintaining confidentiality is a condition of continued employment with Groupe HELIOS. Employees are aware of the importance of preserving the confidentiality of personal information, and particular care is taken in disposing of and destroying it to prevent unauthorized parties from gaining access.

Groupe HELIOS is committed to taking the following actions when a privacy incident occurs:

• Record the incident in the personal information incident register to keep an accurate record of what happened;
• Notify the Commission d’accès à l’information (CAI), Quebec’s data protection authority, in the event of an incident involving personal information;
• Communicate information about the incident to affected individuals within a reasonable timeframe, based on the risk and sensitivity of the personal information involved;
• Continuously review and improve the safeguards in place to keep your personal information as secure as possible.

Groupe HELIOS gives you the opportunity to request access to your personal information, request correction of your personal information, and request the deletion of your personal information (right to be forgotten). Please note that we may not always be able to grant your deletion request if specific legal reasons apply, which will be provided to you following your request. To exercise any of the rights listed above, please use the contact information provided at the end of this policy.

Groupe HELIOS gives you the opportunity to limit or stop the communications you receive from Groupe HELIOS. To change or withdraw your consent, please use the contact information provided at the end of this policy.

Requests for access to personal information are processed within 30 business days of receipt of the formal request. There is no charge for these requests.

Please check this section of our website regularly to stay informed of any changes to our privacy policy.

From time to time, we may use the personal information collected for emerging or additional purposes, and if so, we will update this privacy policy to include these emerging or additional purposes and will obtain your consent through your continued use of our services.

Please contact us if you have any questions about any aspect of this privacy policy, and in particular if you wish to object to any processing of your personal information that we carry out for our legitimate organizational interests.

For any questions regarding the protection of personal information, please contact our Privacy Officer through our contact form.