Privacy Policy

1. Privacy Policy Objectives:

Boprex is committed to collecting, processing, and/or sharing information that identifies an individual only when that individual has given consent, unless permitted or required by law, in which case consent is not required.

The purpose of this Policy is to inform its members, employees, volunteers, and beneficiaries about the reasons for and the manner in which Boprex, or any person acting on its behalf, will collect, use, store, and ultimately destroy their personal information.

For the purposes of this Policy, “personal information” means any information about a natural person that can identify them. Whenever possible, we will anonymize such information so that it no longer identifies an individual.

2. Effective Date

This Policy applies from May 5, 2025.

3. Collection of Personal Information and Consent

We are committed to obtaining informed consent before collecting an individual’s personal information. If we intend to use personal information for a new purpose, we will describe the intended use and request consent again.

We undertake never to disclose personal information except in accordance with this Policy, unless required or permitted by law.

4. Personal Information Collected

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

Name and contact details: First and last name, email address, postal address, phone number, and other similar data used to communicate with you.
Demographic data: Information about you such as your age, gender, language, and approximate income.
Health data: Allergies or food intolerances.
Photographs, audio or video recordings: Before taking a photo or recording, we clearly explain its intended use. Individuals have the choice to be photographed or recorded (audio/video) or not.
Other data: Additional data provided when using our website, including data from Google Analytics.

5. Purposes of Data Collection

The main reasons we collect personal information are:

5.1 Members / Volunteers / Beneficiaries:

To provide services: Using data to operate services and to provide an enriching and safe experience for members. For example, collected data enables the creation of more homogeneous groups with similar interests, goals, and expectations.
For statistical purposes: Using data to create an overall picture of members/users/beneficiaries. This information is useful for planning future activities and for accountability in funding requests.
To comply with legal obligations: Processing data to comply with the law. For example, we use clients’ ages to ensure compliance with privacy obligations.

5.2 Employees

Boprex may, if necessary, maintain one or more files containing confidential information about employees. The purpose of such files is to:

Keep contact information up to date;
Document work or volunteer situations;
Allow, for paid employees, the performance of administrative tasks required or permitted by law (payroll, income tax, group insurance, etc.).

6. Management of Confidential Information

The person appointed to the management of Boprex is responsible for ensuring the protection of personal information. The management may delegate this responsibility in writing to the Board of Directors.

The management or the responsible person ensures the maintenance of a “Confidentiality Incident Register.” A confidentiality incident refers to any unauthorized access, use, or disclosure of personal information under the law, as well as the loss of personal information or any other breach of its protection.

When an employee or a member/participant/beneficiary becomes aware of a confidentiality incident, they must promptly inform the person responsible for personal information protection so that it is recorded in the Register. To do so, they must complete a reporting form and submit it to the management or the responsible person.

Information regarding a confidentiality incident recorded in the register must be kept for a period of five years.

The reporting form must include:

A description of the personal information affected by the incident, or if unknown, the reasons it cannot be provided;
A brief description of the circumstances of the incident;
The date or period when the incident occurred (or an approximation if unknown);
The date or period when the organization became aware of the incident;
The number of people affected by the incident (or an approximation if unknown).

The responsible person assesses whether the incident presents a “serious risk of harm.” The information and measures taken to reduce the risk of serious harm are recorded in the register.

Boprex places the highest importance on the security of personal information in its possession and undertakes to process it according to applicable laws and only for the purposes for which it was collected, as described in this Policy or in a specific notice.

7. Access and Control of Personal Information

Boprex ensures that all personal information in its possession is accurate, current, and complete for the purposes for which it is used.

A member/beneficiary/volunteer has the right to request access to their personal information for verification and to request correction if it is inaccurate. If they believe their personal information is inaccurate or wish to access it, they may make a request using the contact details of the responsible person provided at the end of this Policy. The responsible person must respond within 30 days. For security reasons, verification of the requester’s identity may be required.

There may be circumstances where access cannot be granted, such as when access would disclose another person’s personal information without their consent, or when legal restrictions apply. In such cases, the reason will be provided.

For requests regarding data on third-party websites or platforms, please contact those third parties directly.

8. Sharing Personal Information with Third Parties

We do not share personal information with external companies, organizations, or individuals except in the following cases:

With your consent.
For legal reasons.

Boprex does not sell or rent your personal information to any third party.

However, confidential information may be disclosed without consent if life, health, or safety is at risk, in a manner least harmful to the individual concerned.

9. Remedies

If it is determined that a person’s confidential information has been used contrary to this Policy, they may file a complaint with Boprex management or with the Board of Directors if the complaint concerns the Executive Director.

10. Cookies and Similar Technologies

Boprex may use cookies, web beacons, invisible pixels, log files, or other technologies to collect certain personal information about visitors to our websites and recipients of newsletters, invitations, and other communications. Cookies are pieces of information transmitted from the server to the browser during a website visit and allow unique identification of the session. These data may include your IP address, browser type, browser version, pages visited, visit time and date, duration, and other statistics.

Please note that our website may contain links to third-party sites. This Policy does not apply once you leave our website, and Boprex is not responsible for personal information collected or processed by these third parties. In some cases, Boprex transfers personal data based on economic and technical benefits, such as:

Google Analytics. The website collects information about your browsing. Google LLC operates Google Analytics. Users can review Google’s privacy policy here: https://policies.google.com/privacy

11. Retention of Personal Information

Boprex retains collected data for a period of 7 years. During this period, physical and technical measures are taken to ensure the security of the personal information.

After the retention period, personal information is destroyed. Only anonymized and depersonalized statistical reports may be retained longer.

For questions, comments, or complaints regarding this Policy, please contact the officer responsible for ensuring compliance:

Simon Bélanger

2496, Remembrance Street, Montreal (Quebec) H8S1X7

Email: simon.belanger@boprex.com