Confidentiality and protection of personal information policy

At Polycontrols, the integrity of information and data transmitted over the Internet, by email and telephone, as well as the protection of personal information, is taken very seriously. Respecting the private lives of our existing and prospective clients is an important part of our commitment to offer the highest quality products and services. Furthermore, the company’s representatives are bound by a duty of confidentiality as part of the code of conduct that they all signed when they were hired.

Being subject to federal and provincial laws governing the protection of personal information, notably the Act to modernize legislative provisions as regards the protection of personal information, the Act respecting the protection of personal information in the private sector, the Personal Information Protection and Electronic Documents Act and Canada’s anti-spam legislation (C-28), Polycontrols is firmly committed to protecting information provided to us by our existing and prospective clients and to ensure that their rights are respected by any means necessary.

Definition of personal information

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

Collection and use of personal information

Personal information collected by Polycontrols is confidential: only personnel authorized to follow up on requests can access this information. The client-file only contains information that is necessary for us to:

  • Proceed, at any moment, with a complete analysis of the client’s or prospect’s needs;
  • Initiate a quote for the requested product(s) or service(s);
  • Design & manufacture a product, or execute a service for this purpose, if applicable;
  • ensure the conformity of the product(s) and service(s) produced to the applicable standards and norms;
  • allow the traceability of information concerning customers, suppliers, raw materials and processes in order to allow analysis of the potential consequences of obsolescence (for example, materials, processes, components, equipment, products).

Google Analytics information gathering

Anonymous and confidential information is collected via Google Analytics to analyze traffic on our website ( Polycontrols uses this data solely for the purpose of improving the quality of services and information provided on the website.

File information

Polycontrols strives to keep the information on file accurate, complete and up to date. Should an individual wish to verify the exactness of his personal information or modify it, he may contact the Confidentiality and Privacy Officer identified in section 11.

Should that Officer notice an error despite our utmost care, Polycontrols will correct it at soon as possible and notify the individual consequently.

Client consent

Polycontrols cannot collect information without the consent of a client or prospective client.

Quotes and transactions

When Polycontrols analyzes client’s or prospect’s needs, determines a quote, offers a product, a service, or a contract it is understood that our interlocutor gives us his consent and that he has also obtained the consent of all interested persons or persons mentioned in the quote or contract that concerns him or her personally. This consent includes the collection, conservation, use and communication of their personal information for the purposes set out.

Concerning the use of email addresses, the company makes sure to meet the requirements of the Canadian Anti-Spam Law (C-28).

Online submissions, subscription, and services

When a client, existing or prospective, uses services through for different products and services, he:

  • Automatically authorizes Polycontrols to use his personal information to analyze his needs and prepare a quote for the requested product or services;
  • Authorizes a Polycontrols representative to communicate with him by telephone, email or other means to discuss his request, provide him with the requested quote, promote Polycontrols’ s products and services and to provide said products and services, if applicable;
  • Understands that his email address will be used in accordance with Canadian Anti-Spam Law (C-28).
  • Understands that, always under Bill C-28, he may withdraw consent for the subsequent use of his email address.

Subscribing and unsubscribing online

At any moment and in accordance with Canadian Anti-Spam Law (C-28), the client or prospective client can confirm or withdraw consent to use his email address by contacting a Polycontrols representative.

Protection of privacy

Polycontrols takes several measures to protect personal information.  Information will never be made public or sold or communicated to a third party without the consent of the client, except to comply with a court order, or in response to an authorized government agency request. In all cases, Polycontrols will make every effort to ensure that the confidentiality rights are fully respected.

Transmission of information by electronic mail

Polycontrols cannot be held responsible for any damages caused due to the interception, loss or modification of any email sent to us.

When existing or prospective clients send information by email, the transmission is not secure. Polycontrols recommends caution when sending messages by email.

Person responsible for the application of the policy

For more information about our confidentiality and protection of personal information policy, please contact the Confidentiality and Privacy Officer:

Mr. Sylvain Desaulniers, Ing, MBA
President & CFO | Co-Owner
Polycontrols Technologies inc.
3650, Matte (Suite A1), Brossard, Québec, J4Y 2Z2 CANADA

In his capacity, the Officer sees to it that the company’s employees and representatives are familiar with the statement of the policy and trained toward its proper application.

In accordance with the law, the Officer is obliged to create, keep, and update a registry of confidentiality incidents. A copy of the registry must be sent to the Commission d’accès à l’information at its request.

Work environment at Polycontrols

Polycontrols ensures the protection of personal information pertaining to its representatives, employees and job applicants. Governing laws are enforced to promote a healthy work environment which respects the privacy of all employees.

Policy information

For more information about our policy, it is possible to communicate with the Confidentiality and Privacy Officer.