Privacy Policy

PRIVACY POLICY Indixio Inc.  

1. Purpose and Scope of the Policy

Indixio Inc. (hereinafter “Indixio” or the “Company”) recognizes the importance of protecting personal information, meaning any information concerning an individual that allows them to be identified directly or indirectly (hereinafter “personal information”). This Privacy Policy (hereinafter the “Policy”) describes how Indixio collects, uses, retains, discloses, and protects personal information in the course of its activities. This Policy is established and implemented in order to comply with the provisions of the Act respecting the protection of personal information in the private sector (ARPPIPS), as amended by Law 25 (S.Q. 2021, c. 25), as well as any other applicable legislation regarding the protection of personal information.  

2. Individuals Covered by the Policy

This Policy applies to all individuals whose personal information is collected by Indixio, including:

• Visitors and users of Indixio’s website, to the extent that personal information is collected;
• Job applicants and current or former employees;
• Clients, suppliers, and business partners;
• Any person who communicates with Indixio;
• Any other individual whose personal information is collected in the course of Indixio’s activities.

 

3. Personal Information Collected

Indixio ensures that it collects only the personal information necessary for the identified and legitimate purposes of its activities. This information may include:

3.1 Identification Information

• First name, last name;
• Email address, mailing address, telephone number;
• Social Insurance Number (for employment purposes only).

3.2 Professional and Educational Information

• Profession, job title, employment history;
• Academic background, certifications, diplomas.

3.3 Financial Information

• Banking information (for payroll processing purposes only);

  Indixio ensures that the personal information it holds is up to date and accurate at the time it is used.  

4. Methods of Collecting Personal Information

4.1 Directly From You

Most of the information collected is obtained directly from you, particularly when you:

• Communicate with us by email, telephone, or in person;
• Submit an application for a job opening;
• Respond to surveys or subscribe to our newsletter;
• Participate in an event with which we are a partner;
• Use our website or online services.

4.2 From Third Parties

Indixio may also collect personal information from third parties, with your consent or as permitted by law, for example:

• Professional references provided during a hiring process;
• Recruitment platforms or staffing agencies;
• Partner service providers.

In all cases, Indixio ensures that the collection of personal information from third parties is carried out lawfully and ethically.  

5. Purposes of Collection and Use

Personal information is used only for the purposes for which it was collected, unless additional consent is obtained from the individual concerned or there is a legal obligation. These purposes include:

• Confirming your identity and verifying the accuracy of the information provided;
• Evaluating your job application and managing the employment relationship;
• Administering payroll, employee benefits, and legal obligations related to employment;
• Managing our business relationships with our clients and suppliers;
• Managing our website and online services;
• Communicating with you regarding our services;
• Complying with applicable legal and regulatory requirements.

Personal information may be disclosed internally to:

• Managers involved in the hiring process or human resources management;
• Authorized personnel with a legitimate need to access it.

And externally to:

• Service providers acting on behalf of Indixio (e.g., recruitment platforms, payroll software providers);
• Competent authorities when required by law.

 

6. Consent

Indixio obtains the consent of the individuals concerned before collecting, using, or disclosing their personal information, unless otherwise permitted or required by law. You may withdraw your consent at any time by contacting the Privacy Officer whose contact information is provided in Section 12 of this Policy.  

7. Retention of Personal Information

Indixio retains your personal information for as long as necessary for the purposes for which it was collected and in accordance with applicable retention periods. When personal information is no longer required for the purposes for which it was collected, Indixio will securely destroy it.  

8. Disclosure of Personal Information Outside Quebec

Your personal information is generally stored and processed in Quebec. However, it may be disclosed outside Quebec, particularly when Indixio uses service providers whose servers are located outside the province. In accordance with Section 17 of the Act respecting the protection of personal information in the private sector, before any disclosure of personal information outside Quebec, Indixio will conduct a Privacy Impact Assessment (PIA) to assess whether the level of protection provided is considered adequate.  

9. Security Measures

Indixio implements security measures proportionate to the sensitivity of the personal information it holds in order to protect it against unauthorized access, use, disclosure, modification, or destruction.

9.1 Administrative Measures

• Documented privacy policy and internal procedures;
• Staff training and awareness regarding the protection of personal information;
• Access to information restricted to individuals with a legitimate need;
• Confidentiality agreements with employees and subcontractors.

9.2 Physical Measures

• Restricted access to Indixio’s premises;
• Locking workstations when unattended;
• Secure storage of paper records containing personal information.

9.3 Technical Measures

• Encryption of data at rest and in transit;
• Two-factor authentication (2FA) for access to sensitive systems;
• Password management in accordance with best practices;
• Access logs and incident monitoring systems;

Although Indixio strives to adequately protect your personal information, no security measure is infallible. If you have reason to believe that your personal information has been compromised, please immediately notify the Privacy Officer.  

10. Privacy Incidents

A privacy incident is any unauthorized access, use, or disclosure of personal information, or the loss of such information. In the event of a privacy incident, Indixio undertakes to:

• Take reasonable measures to reduce the risk of harm and prevent the incident from occurring again;
• Notify affected individuals as soon as possible if the incident presents a risk of serious harm to them;
• Submit a detailed report to the CAI, if required.

 

11. Your Rights

In accordance with the ARPPIPS, you have the following rights regarding your personal information held by Indixio:

• Access to and correction of your personal information: You may request access to or correction of the personal information Indixio holds about you.
• Right to withdraw consent: You may withdraw your consent to the collection, use, or disclosure of your personal information
• Right to data portability: You have the right to receive, in a structured and commonly used technological format, the personal information you have provided to us.

  To exercise any of these rights, please submit your written request to the Privacy Officer whose contact information is provided in Section 12. Indixio will respond to your request within 30 days of receiving it.  

12. Privacy Officer

In accordance with Law 25, Indixio has appointed a Privacy Officer. The Privacy Officer is responsible for ensuring the implementation of and compliance with this Policy. The Privacy Officer may be contacted for any questions regarding this Policy, to exercise your rights, or to report a privacy incident:  

Privacy Officer
Email Address	prp@indixio.com
Mailing Address	303-3135 Bd Moïse-Vincent, Saint-Hubert (Quebec) J3Z 0G7
Telephone	450-461-1158

 

13. Cookies

Indixio’s website may use cookies to improve your browsing experience and analyze website usage. You can configure your browser to refuse cookies or to alert you when a cookie is being sent. Please note that some website features may no longer be available if you disable cookies.  

14. Policy Review and Updates

Indixio undertakes to review this Policy periodically, and at least once a year, to ensure that it remains compliant with applicable laws and best practices regarding the protection of personal information. Any significant changes will be communicated to the individuals concerned through appropriate means (email, notice on the website, etc.). The date of the latest update is indicated on the title page of this Policy.