Privacy Policy

We define “personal information” as any information about an identifiable individual, or that taken alone or combined with other data, allows an individual to be identified. Personal information does not include business contact information such as your name, title, business address or telephone number.

During our interactions with you, whether it be while providing services or during our business activities, we must collect certain personal information about you. The personal information we collect is necessary to provide you with the requested services. This includes, but is not limited to:

• Your contact information such as name, address, email, or phone number,
• Identification and other background check information, such as a copy of driver’s licence,
• Information provided by or on behalf of our customers or information produced while providing our service that could be understood as personal information,
• Billing information such as billing address, banking information or payment system data,
• Marketing information and communication preferences such as comments, or survey responses,
• Information related to the use of our website including technical information about visits or other information collected through cookies or similar tools,
• Recruitment-related information such as resumes, information about your professional or academic background, or other information relevant to potential recruitment,
• Historical information such as names of previous employers, job titles, digital content such as photos, videos, or audio files,
• Any other personal information provided.

ECOSYSTEM collects, uses, and discloses personal information for the purposes identified at the time of collection or as permitted or required by regulations. This includes, but is not limited to, the following purposes:

• Establishing and managing relationships with our clients,
• Providing professional services as well as for the conduct of our business,
• To establish commercial relationships with our clients, more precisely to manage billing, and client accounts, collect, and process payments, limit the risk of non-payment, and collect payments due,
• To manage health and safety, including in the event of a medical emergency,
• Fulfilling legal, regulatory or risk management obligations towards our clients, including, due diligence with respect to a client, obtaining necessary information, detecting risks in terms of anti-corruption, and conflicts of interest,
• Preventing fraud and/or conducting any background checks required by applicable laws or regulations,
• To facilitate the use of our website and ensure its applicability, to monitor the use of our website, to answer questions submitted through our website,
• To enable business development and marketing, more precisely to inform current and future clients about our new services, to provide information on recent technical developments and to provide invitations to events with the prior consent of the person concerned,
• To conduct development and research to ensure that we maintain the highest standard of security, to understand our clients’ requirements and to improve our service offer,
• Recruit staff, process applications and evaluate the candidate’s profile in relation to the requirements of the position,
• As permitted or required by any applicable legal or regulatory obligations or provisions,
• Any other purpose to which you have consented.

ECOSYSTEM strives to limit the collection of personal information to what is strictly required to fulfill the purposes for which it is collected. Rest assured that we will not disclose or use your personal information for any other purpose unless you consent to such or as required by law.

In addition, as you will see in the Security Safeguards for Personal Information section, we limit access to your personal information only to those individuals who have the authority and need to access it for a specific purpose.

Generally, ECOSYSTEM will obtain the necessary personal information directly from you, with your consent, subject to the exceptions provided by law.

We may also collect personal information from third parties or from publicly available records as permitted by law or where we have obtained consent.

ECOSYSTEM will not collect, use, or disclose personal information without your consent unless it is authorized or required to do so by applicable regulations. For example, ECOSYSTEM may need to do so without your consent for the following reasons:

• For security, medical or legal reasons, where we are unable to obtain your consent,
• For fraud detection, prevention, or law enforcement purposes, seeking consent would defeat the purpose of the procedure.

Please note that you have the right to refuse to provide us with personal information. You also have the right, subject to reasonable notice and applicable legal or contractual restrictions, to withdraw your consent regarding the use of your personal information already collected by contacting our Privacy Officer. The refusal to disclose information or withdrawal of your consent may prevent us from providing or continuing to provide you with some of our services.

ECOSYSTEM may also ask for your consent for secondary purposes, for example to invite you to an event or training sessions, to conduct market studies or to populate its databases. As mentioned above, we will ask for your consent in this regard. In addition, your consent for secondary purposes may be withdrawn at any time, without affecting the rendering of our services to you.

To provide you with our services, we may share the personal information we collect with certain third parties. However, rest assured that we will not divulge any information protected by professional secrecy unless you have waived this privilege yourself, we have your authorization, or we are compelled by applicable regulations.

During its activities, ECOSYSTEM may disclose your information to third parties, which includes but is not limited to:

• Third parties in connection with our professional services,
• Third-party service providers, including but not limited to services related to our website (hosting, security, etc.). The personal information provided is then limited to only the information required to enable them to carry out their services and these suppliers are obliged to maintain the confidentiality of this information,
• Governmental public authorities and law enforcement agencies when required by applicable laws or when necessary for the rendering of our service.

ECOSYSTEM will never, by any means, sell or exchange your personal information for payment.

ECOSYSTEM occasionally calls upon foreign correspondents while providing services. We also use service providers located outside of Canada (including outside of the province of Quebec) to carry out specific mandates in the normal course of business. Thus, it is possible that some of your personal information may be transferred to places other than your province, territory, state or country of residence. In such case, we will ensure that your personal information is transferred to countries that have received an adequacy decision from the competent authority, or that your personal information is adequately protected by appropriate technical, organizational, contractual, or other lawful means.

If you have any additional questions on regarding the above, you may contact our Privacy Officer, whose contact information is provided below.

Personal information is retained for as long as necessary for the purposes set out in this Policy and to ensure that we comply with our legal, tax or regulatory obligations. After such time, any personal information held by ECOSYSTEM will be destroyed, deleted, or made anonymous.

In addition, and as mentioned in the previous section, your personal information may be kept in Canada or abroad. Of course, we ensure that we have the necessary security measures in place, as well as the relevant contractual agreements, to protect your personal information.

If you wish to learn more about how long we keep your personal information, we invite you to contact our Privacy Officer, whose contact information is provided below.

ECOSYSTEM has security measures in place to protect your personal information. We strive to apply the necessary and appropriate security measures to ensure the confidentiality of the personal information in its possession. The standard security measures we use will depend on the type of information collected. In doing so, we follow generally accepted industry standards. The personal information we hold is therefore accessible only to persons who are qualified to have access to it and who consult it only when necessary, in the performance of their duties.

Appropriate physical, technical, and/or administrative safeguards and security measures have been put in place and are maintained to prevent:

• Any accidental or unlawful destruction,
• Accidental loss,
• Unauthorized disclosure,
• Unauthorized modification,
• Unauthorized access,
• Any illegal treatment.

ECOSYSTEM will make its employees aware of the importance of maintaining the confidentiality of personal information, and care will be used in the disposal or destruction of personal information, to prevent unauthorized parties from gaining access to the personal information. Moreover, we make sure that access to our offices and computer equipment is restricted, that our staff is trained and that our agents and suppliers of goods and services with access to personal information are required to sign confidentiality agreements and implement security measures deemed equivalent.

It should be noted, however, that no method of transmission over the Internet, nor any means of electronic storage is completely secure. Thus, we encourage you to be cautious when using the Internet.

If you believe that your personal information has been compromised, we invite you to contact us using the contact information listed in the “Contact Us” section of this Policy.

Depending on applicable laws, you might have the right to obtain access to, rectification or erasure of your personal information, the right to withdraw your consent (if any), the right to be informed of a decision based exclusively on an automated processing automated decision (if any), the right not to be discriminated against, the right to restrict and to object to the use and processing of your personal information by ECOSYSTEM, or the right to data portability by, namely, receiving a copy of all personal information that ECOSYSTEM has about you in a structured, commonly used and machine-readable format.

To exercise any of these rights (to the extent available), please submit your request to us by writing to the Privacy Officer as set forth in the Section “Contact Us”. Depending on the right being exercised, we will inform you of the procedure to follow, the processing time (delay of response) and the information needed.

In order to protect your personal information, we have put in place policies, practices and procedures relating to the management of the personal information we hold.

These internal policies and procedures govern the collection, use, disclosure, retention and destruction of personal information, as well as complaint handling, information security and data governance. These policies and practices also provide the framework for the implementation of privacy impact assessments, as well as the prevention of and response to potential privacy incidents.

ECOSYSTEM leadership management has delegated the management of the privacy program to the Privacy Officer. The Privacy Officer is responsible for the internal management and oversight of ECOSYSTEM privacy program.

The Privacy Officer is responsible for approving and implementing privacy policies and procedures, ensuring that they are functioning properly, and reporting to ECOSYSTEM leadership management on the effectiveness of the program.

It is also the responsibility of the Privacy Officer to provide you with the necessary support in the event of a question, complaint or request relating to the protection of personal information.

If you have any questions, concerns or complaints about your personal information or ECOSYSTEM’s privacy policy, please contact Nathalie Lachance, Vice President, Talent and Strategy, at nlachance@ecosystem-energy.com.

Use of cookies

This site does not place permanent cookies on the hard drives of visitors’ computers, but only temporary cookies required to improve the performance of certain site features.

Information exchanged automatically

When you access the ECOSYSTEM site, your computer and the site server automatically exchange information. This communication is necessary for the server to transmit a file compatible with the computer equipment you are using. The information exchanged is as follows

• the domain name of your Internet service provider;
• your IP address, the unique number assigned to your computer when it is connected to the Internet;
• the type of browser (Explorer, Firefox, etc.) and operating system (Windows, Mac OS, etc.) used;
• the date and time of your visit;
• the pages you visit;
• the address of the referring site, if you access the ECOSYSTEM site from another site.

This information is stored and used by ECOSYSTEM for technical and statistical purposes. It is used to count the number of visits, the most frequently visited pages, the technology used by visitors, the referring sites and the country of origin of visitors.

Information sent by e-mail or form

ECOSYSTEM is committed to protecting the confidentiality of the information you entrust to us. If you voluntarily communicate personal or otherwise confidential information by e-mail or form, we use only the information required to enable ECOSYSTEM personnel to respond to your message or follow up on your request. Electronic correspondence is treated with the same confidentiality measures as other written documents.

Links to other sites

The ECOSYSTEM site contains hyperlinks to other sites. Information exchanged on these sites is not subject to this privacy policy, but to that of the external site, if one exists.

You may contact us to exercise your rights, or if you have questions about our privacy practices or need assistance with exercising or understanding your privacy choices.

If you have any questions, concerns or complaints about your personal information or ECOSYSTEM’s privacy policy, please contact Nathalie Lachance, Vice President, Talent and Strategy, at nlachance@ecosystem-energy.com

ECOSYSTEM is committed to responding promptly and accurately to all your questions and concerns about the privacy and security of your personal information and our privacy policies and procedures.

In the event that you have a complaint regarding the exercise of your rights under this Privacy Notice, your file will be handled by ECOSYSTEM Privacy Officer, who will inform you of the procedures to follow. Each complaint will be investigated. If the complaint is justified, the specific situation will be corrected, and you will be informed.

ECOSYSTEM frequently revises this Privacy Notice to keep it up to date with applicable legislation and its operations. If material changes are made to the Privacy Notice, then update notices (such as online notices or emails) may be used to alert you of such changes. Otherwise, the posting of the revised Privacy Notice on the Site shall be considered sufficient notice to you, and by continuing to use the Site or by submitting Personal Information to us, you are consenting to any changes to our Privacy Notice.