CURRENT PRIVACY POLICY
BUS CARRIERS FEDERATION
January 29, 2025
WHY HAVE SUCH A POLICY IN PLACE?
The Federation wishes to inform all users of its websites of the personal information1 which it may be required to collect via its IT platforms in a transparent and diligent manner.
The Federation also wishes to clarify the reasons behind this collection of information, its processing, its use, and the rights of the public in this matter.
All in compliance with the rights and obligations provided for in the Act Respecting the Protection of Personal Information in the Private Sector (LPRPSP)2.
TECHNOLOGICAL MEANS USED
The Federation administers the following websites which may collect personal information:
- Bus Carriers Federation (federationautobus.com/en);
- https://bienvenueqc.com/en;
- Take a Seat | Bus Transport Jobs in Quebec.
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These websites and their features are essential to the mandates and mission of the Federation.
These websites also provide users with the email addresses of all Federation staff. Personal information may therefore also be transmitted to the Federation in this manner when the user so chooses.
Users can access different services via these technological means. These platforms therefore allow the user to:
- Send emails to our various departments to ensure adequate customer service—i.e., open/close files, process service requests, handle complaints, etc.;
- Complete and submit electronic forms to our various departments to ensure adequate customer service, particularly when a member enrolls;
- Register for various Federation events—in other words, this information allows us to manage the organization, invoicing, and payments;
- Pay certain fees related to our services online, such as registering for events, purchasing training, etc.;
- Make appointments online, particularly in the context of our Bienvenue Québec event (company and participant information are used for the smooth running of the event and shared with the other registered persons);
- Create an account to have access to services exclusive to certain categories of users and at their express request;
- Submit documents online at the user’s request, such as resumes via the Take a Seat website;
- Learn more about the current event or future editions through the use of a communication platform, such as Eventtia and Mailchimp.
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These websites also contain certain features such as:
- Cookies;
An “essential” cookie is used on the Bienvenue Québec site. It is used to store and identify a user’s unique session ID in order to manage the user’s session on the website. The cookie is a session cookie and is deleted once all browser windows are closed. It is essential to the proper functioning of the site (seller or buyer choice only). - Google Analytics
The Google Analytics tool, offered by Google, is integrated into our websites. It allows data on traffic and visitor behaviour on a website to be analyzed. It provides valuable information on:
◦ The number of visitors: how many people visit your site and how often.
◦ Their origin: where these visitors come from (Google searches, social media, direct links, etc.).
◦ Their behaviour: which pages they visit, how long they stay on each page, and what they click on.
◦ Their profile: anonymous demographic data such as language, general location, type of device used, etc.
This information helps website owners better understand their users, optimize content, and enhance the overall experience
You can learn more about Google Analytics Products and how this entity processes data in its privacy policy.
Please note that certain requests for information can be submitted by telephone to a member of our staff assigned to the sector to which the user wishes to address them. Users can therefore avoid going through electronic platforms if they wish. To contact us by telephone, please consult the following page for all our staff’s extension numbers: Contact us | Bus Carriers Federation (federationautobus.com/en/contact-us).
That said, some services, such as registering for certain Federation events, must go through web platforms. Accommodations may be possible; simply contact our team to assess the possibility.
Furthermore, it is not mandatory to create an account to consult the general information pages of our websites. Creating an account is only required to allow the user to take advantage of certain services which they have expressly requested, such as the Federation Member Zone and registering for our Bienvenue Québec event.
PROCESSING OF PERSONAL INFORMATION TRANSMITTED VIA OUR WEBSITES AND EMAIL ADDRESSES
Only members of our staff who work in the sectors concerned by the service requested by the user will have access to the personal information collected via these technological means. These sectors may differ from one request to the next, such as general information service, events, becoming a Federation member, legal, etc.
We also inform users that, depending on your request, we may share your personal information with the following third parties to ensure that you receive adequate service:
- Payment platforms such as Bambora and Stripe during the payment of registration fees for our events;
- The Eventtia event management platform in the context of organizing Federation events;
- The Mailchimp communication platform, used to solicit and inform participants about various Federation events;
- The Formsite platform in the context of organizing Federation events;
- Viel marketing international inc. in the context of the Bienvenue Québec event for registration processing and customer service;
- Canada Infrastructure Bank in the context of a financing request for zero-emission heavy-duty vehicles;
- Various hotels, golf clubs, and convention centres via registration for our events. Details relating to the protection of personal information will be displayed, depending on the event, in the registration form;
- Société de l’assurance automobile du Québec and EGR Insurance in the context of Federation membership;
- La mutuelle de prévention de la FTA and SST Groupe conseil in the context of requests for enrollment in these services;
- Federation Members during requests for the transmission of information/queries directed at them at the request of the user;
- Fondation des transporteurs par autobus when organizing fundraising events or calls for projects;
PERSONAL INFORMATION COLLECTED
In the context of the services offered via our websites, we may request the following information, depending on the service requested by the user. The services offered to the user are described in detail in the previous sections of this policy. That said, here are the types of information collected:
- Identification information: Last name, first name, mailing address, email address, telephone number, and cell phone number.
- Financial information: Information related to bank accounts and/or credit cards.
- Health information: Allergies for the purposes of meal service during our events, medical records relating to occupational health and safety via our services related to the Mutuelle de prévention de la FTA when the user benefits from these services at their request;
- Demographic information: Age, ethnic origin, nationality, place of residence.
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As mentioned in our personal information governance policies and practices, when we collect, use, and communicate this information, we always do so for specific purposes. They are also clearly named in this policy.
By requesting our services via our technological means, you therefore consent to the sharing of the required personal information in accordance with our policies. Your consent is valid for the duration necessary to achieve those purposes which are clearly described in this document. We may then retain your personal information for the time required to fulfill our retention obligations as described in the Act Respecting the Protection of Personal Information in the Private Sector and in our retention schedule. Following these periods, the personal information provided will be destroyed.
We always respect the purposes for which we collect your personal information. If we wish to use or communicate your personal information in a manner which differs from this policy, we will request your consent, except in cases permitted by the Act Respecting the Protection of Personal Information in the Private Sector.
We are committed to protecting the privacy of your information throughout its lifespan within the Federation.
OUR SECURITY MEASURES
- Physical measures: Our IT tools are stored in locked premises and protected by passwords/codes. In addition, each Federation staff member has their own work computer tools which are password-protected. There is no exchange of tools between our business sectors.
- Mesures technologiques:
◦ Hosting: The websites are hosted on a web server located in certified environments. The host provides dual security of access and monitoring in various locations for maximum physical security. Each location has a replica in a remote data centre via encrypted redundant links.
◦ Security updates: Maintenance is regularly carried out on the WordPress technology solution used to create websites.
- Administrative measures: We invite you to consult the Summary of Our Personal Information Governance Policies and Practices for all the details: 20230920_Résumé web politiques (C) (002).pdf (federationautobus.com).
YOUR RIGHTS
Any request, complaint, or report related to this privacy policy and/or the personal information collected by the Federation must be forwarded to the Personal Information Officer of the Federation in writing.
The contact information for the officer is published on the Federation website3, but it can also be found below: Me Christine Deslauriers, Director of Legal Affairs and Corporate Secretary, Extension 209, juridique@federationautobus.com.
The Personal Information Officer will follow up on requests, complaints, disagreements, and reports in accordance with the Act Respecting the Protection of Personal Information in the Private Sector.
Furthermore, please note that any person with the required interest is invited, if necessary, to use the forms available from the Personal Information Officer, primarily:
- Request for communication/file consultation/rectification;
- Request to withdraw the consent given. Attention: in such cases, we will no longer be able to offer you the service that depends on this consent;
- Request for deindexing, reindexing, or dissemination;
- Request for the bereavement process4.
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Please note that you can also request to be informed of the categories of people who have access to your file within the company as well as the retention period of your personal information depending on the service that you are requesting from the Federation.
Please note, in addition, that at all times and if necessary, recourse is available to you under the Act Respecting the Protection of Personal Information in the Private Sector, particularly in cases of disagreements. For all the details, we refer you to the aforementioned Act, and we invite you to consult the website of the Commission d’accès à l’information5, which explains the information contained in the aforementioned Act, and/or to contact our Personal Information Officer.
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1In accordance with applicable law, any information concerning a natural person which directly or indirectly allows them to be identified is considered personal information, except for exceptions provided for by law.
2 p-39.1 – Act Respecting the Protection of Personal Information in the Private Sector (gouv.qc.ca)
3 Contact Us | Bus Carriers Federation (federationautobus.com/en/contact-us)
4 In case of death, if you do not want the Federation to grant access rights to your information to your loved ones as part of a bereavement process, request the relevant form from the Personal Information Officer in order to express your advance refusal.
5 Commission d’accès à l’information du Québec | Homepage (gouv.qc.ca)