Confidentiality policy regarding personal information

Personal information collected through technological means

The Ordre des ingénieurs du Québec (OIQ) ensures the confidentiality of personal information that it collects through technological means.

Any information concerning a natural person which allows the person to be identified, either directly or indirectly, is personal information.

1 — Personal information collected

As part of its mission to protect the public and its other activities, the OIQ collects various types of personal information. Some of this information is public and therefore not confidential. For ease of reference, they are nevertheless listed below.

2 — Use of personal information

Personal information is retained only as long as necessary for its intended use, or longer if required by law. A retention schedule specifies when personal information may be destroyed.

Personal information collected is used primarily for the following purposes:

3 — Technological means used

Personal information is collected through the following technological means:

• Web portals
• Emails
• Cookies
• Electronic forms
• External platforms (ex. Maestro)

For more information on the use of cookies, please refer to Conditions générales et vie privée.

4 — Disclosure and access

Some personal information collected may be disclosed to or accessed by a third party.

With the person’s consent
Name, gender, membership number, graduation date, occupation and contact information for persons who have consented to receive communications from a financial partner or the Fondation de l’Ordre des ingénieurs du Québec.

For the application of a law or regulation
Information may be provided to a public body, a company or another professional order when necessary to ensure compliance with a law.

For the provision of a service
When necessary to provide the required service, temporary access to certain personal information may be authorized or certain personal information may be disclosed.

Some of these third-party organizations or companies may store personal information disclosed to them outside of Québec.

5 — Protection measures in place

To ensure the confidentiality of the personal information collected, the OIQ has implemented the following measures:

Restrictions on access

• Access to information is restricted to those who need the information to carry out their duties

Management of staff, board members and committee members

• Mandatory cybersecurity training (for management and staff) provided by a recognized provider.
• Ethical obligations regarding confidentiality and annual confidentiality undertaking in writing.

Technological tools

• Password protection for technological devices.
• Firewall and two-factor authentication requirements to protect the OIQ’s networks.

Management of vendors and suppliers

• Contractual clauses about the confidentiality, delivery or destruction of documents containing personal information.
• Obligation to report any confidentiality risk concerning personal information.

6 — Rights of persons concerned by personal information

Any person concerned by personal information may:

• Refuse to provide information
• Request access to and disclosure of their personal information
• Request correction of inaccurate personal information
• Withdraw consent to the use, distribution or communication of personal information
• Request that personal information be de-indexed
• Deactivate unnecessary cookies or use a browser with stricter privacy settings

● These rights are not absolute; they are subject to legal restrictions, particularly when personal information is held to supervise the practice of the profession.

● Refusal to provide personal information may prevent a request from being processed.

● Consultation of certain information and withdrawal of consent to receive certain communications is done through web portals.

● The exercise of other rights must be requested from :

M^e Elie Sawaya

Secrétaire de l’Ordre et Directeur des Affaires juridiques

[email protected]

7 — Policy review

This policy will be reviewed at least once every three years. Changes to the policy will be published through a notice on the OIQ’s website.

8 — Complaints

Complaints regarding the application of this policy should be addressed to: [email protected]

Our privacy complaint handling process is available in French, here.

9 — Application of the policy

Questions regarding the application of this policy should be addressed to: [email protected]

10 — Effective date of policy

This policy took effect on July 28, 2023.