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Hôtel le Montagnais
Privacy policy
Last updated: November 30, 2023
At the Hôtel Le Montagnais, we are deeply committed to ensuring the security of the personal information that we collect and use.As our enterprise is subject to the Act respecting the protection of personal information in the private sector, we have developed this Privacy Policy to explain how we collect, use, disclose, and protect personal information.
1. Scope of Application
This Policy applies to:
-All services provided by Hôtel Le Montagnais (including Baie sur Mer spa, Aquafun water park, and Bar Restaurant in Chicoutimi — Le Légendaire);
-All management personnel and employees of Hôtel Le Montagnais;
-Any personal information, regardless of its medium.
The Act respecting the protection of personal information in the private sector defines personal information as any information which relates to a natural person and allows that person to be identified.
However, sections 3 and 4 of this Policy do not apply to personal information which by law is public, nor do they apply to personal information concerning the performance of duties within an enterprise by the person concerned, such as the person’s name, title and duties, as well as the address, email address and telephone number of the person’s place of work.
2. Collection and Use of Personal Information
2.1. Purposes for the collection and use
The personal information that we collect is strictly used for:
Services provided by Hôtel Le Montagnais
The Hôtel Le Montagnais must collect personal information in order to provide some of its services, for instance, to process reservations, inquiries, and billing (rooms, venues, events, Baie sur Mer spa, Aquafun water park and Bar Restaurant in Chicoutimi — Le Légendaire);
When providing our services, we collect personal information concerning, among other things:
-Name, first name, and contact details (email address, phone number).
-Payment information, including credit card data.
-Reservation information, such as stay dates, preferences, and special requests.
-Information about the use of our services, including preferences and interactions.
Hiring
We collect personal information as part of our hiring process (e.g., resumes, letters of presentation, references).
Management of employment records
We collect personal information from our members of our personnel for the purpose of managing their employment records (e.g., mailing address, personal email address, phone numbers, date of birth, social insurance number).
Moreover, we are asked to share some personal information with third-party service providers, such as Acomba (payroll management software). We ensure that these service providers ensure the protection of personal information that we share with them.
2.2 Means used to collect personal information
We collect personal information orally, by email, phone, text messages, fax, and through our reservation software, social media messaging systems, or forms available on our website.
Moreover, we automatically collect certain information when users visit our website, including:
-IP address
-Browser type
-Operating system
-Pages visited
-Access times
-Information about the hardware and software used by users
2.3. Google Analytics
Hôtel Le Montagnais uses on its website a web audience measurement tool called Google Analytics.
Using cookies, Google Analytics collects information about your browsing on this site, which is stored on servers, including those located in the United States. Google may share this information with third parties when required by law or when these third parties process data on its behalf.
The information collected by the tool includes the pages you view, the date, time, duration, and frequency of your visits, as well as the links you click on. Information such as your computer’s operating system, language, your Internet service provider’s name, and your geographical location (region) is also part of the collected information. Your IP address is also collected but is anonymized (truncated) to ensure the confidentiality of information about you. Anonymizing an IP address prevents the identity of an Internet user from being known through it.
Google uses the information collected only to produce statistics and reports on the browsing of this site, allowing Hôtel Le Montagnais to improve its electronic service provision. Google will in no case link the information collected on this site with any other data it holds.
Users of this website can prevent Google from recording information about their browsing by installing the Google Analytics Opt-out Browser Add-on on their computer.
2.4 Accuracy
We ensure that the personal information we use is up-to-date, accurate, and complete.
3.Disclosure of Personal Information
We do not disclose personal information to third parties, in any way whatsoever (dissemination, exchange, sale, sharing, etc.), except in the following circumstances:
-Third-party service providers: We may share personal information with third-party service providers, such as payment processing companies and Acomba (payroll management software).
-Legal authorities: We may disclose personal information if required by law.
-Affiliated Companies: We may share personal information with our affiliated companies as part of our service provision.
4. Security of Personal Information
We implement appropriate technical, administrative, and physical security measures to protect personal information from unauthorized access, disclosure, alteration, or destruction.
4.1. Retention of personal information
Proper retention and disposal of personal information are essential elements of protecting privacy and individuals’ security. As custodians in charge of the protection of personal information, it is our duty to establish rigorous practices to ensure the confidentiality and security of this personal information.
The retention of personal information is necessary for various reasons, including legal compliance, service provision, dispute resolution, and ongoing operational improvements.
-Data minimization: We only collect personal information that is necessary for specific purposes and retain it for the duration required to achieve these objectives
-Retention schedule: Hôtel Le Montagnais must keep:
-Records of former employees at least five (5) years following the termination of their employment, except all claim files under the Act respecting industrial accidents and occupational diseases which must be permanently kept considering the risk of recurrence and relapse.
-Records for tax purposes and any accompanying documents for at least seven (7) years.
-Access restrictions: personal information is only accessible to management personnel and employees who need to use said personal information to perform their duties. In particular:
-Only management, accounting, and reception personnel have access to personal information concerning clients.
-Only management personnel, accounting personnel, and human resources director have access to personal information concerning employees.
-Only human resources director and any person assisting them as part of a hiring process have access to personal information concerning the candidates.
-Security: During retention, personal information is protected by appropriate security measures to prevent unauthorized access, disclosure, alteration, or destruction. For instance:
-Personal information that is on paper is kept in offices with locked doors.
-Archives are kept in a locked vault.
-Personal information kept on computer media is protected by a highly secure firewall, professional and paid antivirus software, and regularly update Windows. Moreover, we use the property management software Hotello, which guarantees its compliance with the Act respecting the protection of personal information in the private sector. (https://hotello.com/en/conformity/).
4.2. Destruction of personal information
Personal information shall be destroyed as soon as the purposes for which they had been collected are achieved, subject to any preservation period provided for by an Act or a retention schedule. Personal information is securely and permanently destroyed once it is no longer needed.
-Destruction methods: Personal information will be destroyed in a manner that renders it irretrievable. This may include shredding physical documents (with a paper shredder or by a company specialized in shredding), secure deletion of electronic data, and disabling accounts.
-Documented procedures: Destruction procedures are documented and followed to ensure compliance with legal and regulatory requirements.
-Staff training: Staff is trained on secure destruction practices and understands the importance of compliance.
-Monitoring and verification: Destruction processes are regularly monitored and verified to ensure they are carried out in accordance with established policies.
-Compliance with legal requirements: It is essential to comply with applicable laws and regulations regarding the retention and destruction of personal information.
5.Consent
A person can choose not to provide certain personal information, but this may affect their ability to use certain services. A person can also choose not to receive marketing communications from us by modifying their communication preferences.
6.Rights of Access and Rectification
Upon request, we will inform a person of the existence, use, and disclosure of their personal information and give them access to that information. Moreover, we allow any person to examine or make copies of their personal information, and to cause it to be rectified, where necessary.
No request for access or rectification may be considered unless it is made in writing by a person who proves that they are the person concerned or the representative, heir or successor of that person, the liquidator of the succession, a beneficiary of life insurance or of a death benefit, the person having parental authority even if the minor child is deceased.
Any request for access or rectification must be addressed to the person in charge of the protection of personal information.
7. Privacy Policy Changes
We may update this privacy policy from time to time to reflect changes in our protection of personal information.
8. Person in Charge of the Protection of Personal Information
If you have questions, concerns, or requests regarding our privacy policy or how we handle personal information, please contact the person in charge of the protection of personal information at the following address:
Jean-Benoit Gilbert
Operation, sales & marketing manager
jeanbenoit.gilbert@lemontagnais.qc.ca
9.Complaint process
Any complaint relating to the handling of personal information must be addressed in writing to the person in charge of the protection of personal information.
Such complaint must contain the facts and reasons therefor. Moreover, it must be accompanied by any document relevant to its analysis.
The person in charge of the protection of personal information must manage the complaint promptly and reply to the complainant in writing.