Domaine Artémis provides its internet users with a secure online environment. Domaine Artémis operates in accordance with the Private Sector Personal Information Protection Act (R.S.Q., c. P-39.1) (herein after referred to as the"Act"). In this context, Domaine Artémis is committed to maintaining high standards of confidentiality regarding personal information provided byits clients, suppliers, and other businesses in the course of its real estate brokerage activities, including via its website (https://www.domaineartemis.ca) its social media, its advertisements, as well as for the needs of its CustomerRelationship Management (CRM) systems and Electronic Document Management (EDM) systems, in accordance with the obligations arising from the Act.
What is meant by "personalin formation"? Personal information" refers to information related to an individualthat allows their identification, directly or indirectly. This information canbe in written form, images, videos, or sound recordings. In the course of its professional activities, Domaine Artémis may collect personal information suchas name, address, date of birth, identity data, social insurance number,financial information, marital status, etc. The following principles ofprotection apply to the collection, use, and transmission of personalinformation that internet users may provide when using the Website.
1. Responsibility
Domaine Artémis takes responsibility for safeguarding the personal information it holds in the course of its real estate brokerage activities. To this end, Domaine Artémis has established a privacy policy, as well as policies and practices governing the management of personal information. These guidelines are designed to regulate the collection, use, disclosure, retention, and disposal of this information.
2. Collection of Personal Information
Domaine Artémis collectsonly the personal information necessary for the conduct of its real estate brokerage activities. For example, this may include information required tocomplete a real estate transaction, maintain records, monitor professionalpractice in accordance with the standards of the Organisme d'autoréglementationdu courtage immobilier du Québec (OACIQ), or for other specific purposesdisclosed and made known to the person giving their consent. Domaine Artémis staff are encouraged to clearly and simply explain the reasons for collecting personal information to the individuals concerned. Domaine Artémis also encourages its staff to use standardized forms developed by the OACIQ for the collection of personal information. Personal information may also be collected verbally during correspondence or through documents submitted in the course ofa real estate transaction (identity documents, financial documents, powers ofattorney, etc.).
3. Use and Disclosure of Personal Information Personal information isused and disclosed for the purposes for which it was collected, with the consent of the individual concerned. In certain cases provided for by law, itmay be used for other purposes, such as fraud prevention or the provision ofservices to the individual. Domaine Artémis may be required to disclosepersonal information to third parties, such as suppliers, co-contractors,subcontractors, agents, insurers (such as the Fonds d'assurance responsabilité professionnelle du courtage immobilier du Québec [FARCIQ], the Fonds d'indemnisation du courtage immobilier du Québec [FICI]), the Autorité des Marchés Financiers (AMF), professionals, financial institutions, or credit verification agencies, as well as electronic document management system (EDM) providers and other regulatory bodies, both within and outside the province ofQuebec. Domaine Artémis may, without the consent of the individual concerned,share personal information with a third party when it is necessary for theexecution of a mandate or a service or business contract. In such cases, Domaine Artémis establishes a specific written mandate or contract outlining the measures the third party must take to protect the personal informationentrusted to them, committing to use it only within the scope of the mandate orcontract and to destroy it after use. The co-contractor must also cooperatewith Domaine Artémis in the event of a breach of the confidentiality ofpersonal information. Before transmitting personal information outside of Quebec, Domaine Artémis assesses its sensitivity, the purpose of its use, and the protection measures provided outside the province. Personal information isonly disclosed outside of Quebec if this analysis demonstrates that it willreceive adequate protection in the location of its transmission.
4. Retention and Disposal of PersonalInformation Once the purposes forwhich personal information has been collected or used have been achieved, Domaine Artémis destroys them, unless the law specifies a specific retention period. In accordance with its professional obligations, Domaine Artémis must retain itsrecords for at least six (6) years after their final closure.
5. Data Security
During the collection,use, retention, and deletion of personal information, Domaine Artémis implements adequate security measures to preserve the confidentiality of thisdata. The personal data collected will be stored on servers and in electronicdata management systems that adhere to recognized protection mechanisms andstandards. This is to ensure the security of personal information provided byits clients, suppliers, and other businesses in the course of its real estatebrokerage activities. These activities include, among others, the use of the Website, social media, advertisements, as well as the use of Customer Relationship Management (CRM) systems and Electronic Document Management(EDM)systems. All of this is in compliance with the legal obligations imposedby the Private Sector Personal Information Protection Act.
Privacy Incident A privacy incident refers to unauthorized access, use, or disclosure ofpersonal information in violation of the Act, loss of personal information, orany other breach of data protection. SIX Agency has established a protocol for managing privacy incidents. This protocol identifies individuals assisting thePrivacy Officer and outlines specific measures to be taken in the event of anincident. It also defines responsibilities at each stage of incidentmanagement, including measures to ensure data security.
6. Roles and Responsibilities
A. SIX Agency, its Staff, Team Members, or Administrative Assistants, as applicable: Ensure the confidentialityof personal information by adopting best practices in information management.This includes providing guidelines, training, and instructions to staff membersregarding the appropriate collection, use, storage, modification, consultation,communication, and proper destruction of personal information. Implementnecessary protective measures to mitigate the risks of privacy incidents. Thismay include computer security practices, updating policies related to personalinformation, staff training, and other actions. Use standardized classificationmethods for documents containing personal information. Apply standardizedmethods for the retention of documents containing personal information,including scanning procedures. Manage physical and digital access to personalinformation based on its sensitivity. Supervise the secure destruction ofpersonal information, providing staff members with guidelines or instructionson the appropriate method of destruction, destruction timelines, etc.
B. Personal Information Protection Officer: In accordance with thelaw, Domaine Artémis has appointed a Personal Information Protection Officer.The Personal Information Protection Officer ensures compliance with existingpolicies and applicable regulations. They are responsible for managing privacyincidents and take actions as prescribed by the law in this context. Theyhandle requests for access and correction of personal information, as well ascomplaints related to the processing of personal information by Domaine Artémis.They are consulted during the assessment of privacy factors for any projectinvolving the acquisition, development, or redesign of information systems orelectronic service delivery involving the collection, use, disclosure,retention, or disposal of personal information. They may suggest measures toprotect personal information within the scope of such projects.
C. Staff Members, Team, or Administrative Assistants: Staff members, teammembers, or administrative assistants of Domaine Artémis have access topersonal information only to the extent necessary to perform their duties ormandate. They ensure the integrity and confidentiality of personal informationheld by Domaine Artémis. They comply with all policies and directives of DomaineArtémis regarding access, collection, use, disclosure, and destruction ofpersonal information, as well as information security, and follow the providedinstructions. They adhere to the security measures in place in their workplacesand on any equipment containing personal information. They exclusively useequipment and software authorized by Domaine Artémis. They ensure the timelyand secure destruction of personal information, following received guidelines,and promptly report to their supervisor any act that could constitute an actualor suspected breach of security rules related to personal information.
7. Access, Withdrawal, and Correction
Rights Any individual (ortheir authorized representative) has the right to request access to theirpersonal information held by Domaine Artémis. An individual can also withdrawtheir consent at any time regarding the collection, use, and disclosure oftheir personal information. This withdrawal must be recorded inwriting.Furthermore, an individual has the right to request the correction of personalinformation they believe to be inaccurate, incomplete, or ambiguous in theirrecord. Upon request, it is also possible to electronically transfer thepersonal data that Domaine Artémis holds about an individual to a third party. DomaineArtémis reserves the right to refuse a request for access or correction incases provided for by the Law (htps://www.legisquebec.gouv.qc.ca/en/document/cs/P-39.1).
8. Complaints
Any individual whobelieves they have suffered harm related to the processing of their personalinformation by Domaine Artémis can file a complaint. This complaint will beprocessed promptly, and a written response will be provided within a maximum of30 days by the Personal Information Protection Officer. To submit a request foraccess, correction of your personal information, or any other request to whichyou are entitled, or to file a complaint regarding the processing of yourpersonal information, please contact: Laurent Cardinal Responsable de la protection des renseignements personnel L’Agence immobilière SIX 200 Av. Laurier O suite 400, Montréal, QC H2T 2N8 (514) 548-3448 laurent@sixcommunications.ca