Thank you for visiting Triathlon Québec’s website and for reviewing our Privacy Policy (hereinafter referred to as the “Policy”). Triathlon Québec, whose head office is located at 7665 Bd Lacordaire, Montreal (Qc), H1S 2A7, in the province of Quebec, Canada (hereinafter referred to as “Triathlon Québec” or “we”). By browsing our website www.triathlonquebec.org or by using our systems or services, you acknowledge that you have read and understood this Policy and that you consent to the processing of your personal data and information in accordance with it, where applicable. If you do not agree with our policies and practices, you must stop using our Platform.

1.Objectives of the Privacy Policy:

Respect for privacy and the protection of personal information are essential to us. Through this Policy, we intend to protect such information in accordance with applicable laws. To ensure this protection, Triathlon Québec commits to only collecting, processing, and sharing personally identifiable information when the individual has given their consent, unless otherwise permitted or required by law, in which case consent is not necessary. The objective of this Policy is to inform users of the reasons and methods by which Triathlon Québec, or anyone acting on its behalf, will collect and use their personal information. The Policy is written in plain language to ensure users can give informed consent. For the purposes of this Policy, “personal information” means any information about an identifiable individual or that allows an individual to be identified. Wherever possible, we anonymize, pseudonymize, and/or aggregate such data so that it no longer identifies any individual.

2.Effective Date

This Policy is effective as of September 22, 2023.

3.Consent Collection Methods

We are committed to obtaining consent before collecting an individual’s personal information. Consent may be explicit or implied and can be given directly by the individual or through an authorized representative. We prefer obtaining explicit consent, whether verbally, electronically, or in writing. However, implied consent can reasonably be inferred from a person’s action or inaction. For example, providing a name and address to receive a publication or providing a name and phone number to receive a response to an inquiry is considered implied consent. The type of appropriate consent depends on the sensitivity of the information, the purposes for which it is collected, and the reasonable expectations of a person in similar circumstances. If we wish to use personal information for a new purpose, we will describe the intended use and seek consent again.

4.Purpose of Data Collection

Information is collected in accordance with the purposes outlined in this Policy. Here are some reasons we collect your personal information:

• To provide products and services: We collect and process necessary data to fulfill our mission and contractual obligations.
• To ensure and improve these products and services: Data collected during your interactions with our services may be used to analyze and improve how they function.
• To offer personalized products and services: Analyzing your interaction with our services helps us create relevant products and services tailored to your needs, including accessibility adaptations.
• To evaluate product and service performance: Data is collected to assess benefits and challenges of our offerings, through surveys and feedback mechanisms, enabling risk management and service quality improvements.
• To protect user privacy: Collected data helps us verify identity and protect the privacy of individuals communicating with us.
• To comply with legal obligations: Data is collected to fulfill obligations arising from laws, regulations, or international treaties.

5.Personal Information Collected

Triathlon Québec may collect personal information in various forms, but only through lawful means and solely for disclosed purposes, as described in this Policy, or when permitted or required by law. The nature and sensitivity of the personal information collected may vary depending on your interaction with Triathlon Québec. That’s why we prioritize informing you of the type of data we collect. We protect all collected personal information. Personal information that may be collected includes (but is not limited to):

• Name and contact details: First and last name, email, postal address, phone number, and similar contact data.
• Identity verification: Passwords, password hints, and other similar security information used for authentication and access.
• Demographic data: Age, gender, country, and preferred language.
• Payment data: Data needed to process payments, such as payment card numbers and related security codes.
• Website usage data: Data you provide when using our digital tools and platforms, and data we generate (e.g., error reports).
• Other data: Information provided when using our website, including data from Google Analytics.s lorsque vous utilisez notre site internet, notamment les données issues de Google Analytics.

6.Purposes for Data Processing

We collect users’ personal information for the following purposes:

• Creating, using, and managing user accounts on our Platform
• Establishing and maintaining a business relationship with the user
• Providing uninterrupted service
• Understanding platform usage
• Securing the platform
• Analyzing and improving the user experience
• Communicating with the user
• Developing, improving, marketing, or delivering the Platform and our products and services
• Sending personalized offers and promotions
• Surveys, advertising, and promotional communications
• Maintaining backups and keeping records
• Fraud prevention
• Protecting the public and other users
• Establishing, exercising, or defending legal claims
• Complying with applicable laws and regulations

7.Data Processing Methods

Triathlon Québec places high importance on the security of your personal information and processes it using industry standards and only for the purposes described in this Policy or a specific notice. However, absolute data protection cannot be guaranteed due to the inherent limitations of internet transmissions. Any data submitted is ultimately done at your own risk.

8.Accessing and Controlling Personal Information

Triathlon Québec ensures that all personal information in its possession is as accurate, current, and complete as necessary for its intended purposes. You have the right to request access to your personal information and to request corrections if it is inaccurate. To do so, please use the contact details provided at the end of this Policy. We will verify your identity and respond to your request in a timely manner whenever possible. There may be circumstances in which we are unable to grant you access to your personal information. For example, when such access may lead to the disclosure of another person’s personal information and that individual refuses to consent, or where legal restrictions apply. If this occurs, we will inform you of the reason we are unable to provide access to your personal information. If your request relates to data on third-party platforms or websites, please contact them directly.

9.Sharing and Reasons for Sharing Personal Information

We do not share your personal information with companies, organizations, or individuals outside of Triathlon Québec, except with authorized suppliers and partners who need access for the purposes stated in this Policy, or in the following cases:

• With your consent
• For cloud server storage, where data may transit through third-party jurisdictions (we use only reputable providers with strict privacy policies)
• For legal reasons: when access is required to comply with laws and regulations

Triathlon Québec does not sell or rent your personal information to third parties.

10.Cookies and Similar Technologies

Triathlon Québec may use cookies, web beacons, invisible pixels, log files, or other technologies to collect certain personal information from website visitors and recipients of our newsletters or communications. Cookies are information sent by the server to your browser during a visit that identify your session. This data may include your IP address, browser type/version, pages visited, visit time/date, session duration, and other statistics. Cookies help restore search history and shopping cart contents (e.g., ticket purchases) to improve your browsing experience. You can configure your browser to notify you of cookies and choose to accept or reject them. Please note that our site may contain links to third-party websites. This Policy no longer applies when you leave our website. Triathlon Québec is not responsible for how these third parties collect or handle your information.

11.Personal Information Retention

The personal information Triathlon Québec collects is stored in a secure environment. We have implemented appropriate measures to maintain confidentiality and protect against loss, theft, unauthorized access, disclosure, copying, use, or modification, based on the sensitivity and purpose of the data. We also ensure our employees, agents, or representatives comply with this Policy. Security measures include:

• SSL protocol (Secure Sockets Layers)
• Restricted office/server/computer access
• Firewalls
• Password-protected networks
• Confidentiality agreements; Canadian-hosted server

While we strive to maintain a high level of security, no system is completely secure. A certain degree of risk is always present when using the internet to transmit personal information. If a password is used to protect your account and personal information, it is your responsibility to keep it confidential. Your personal data will not be retained beyond the purpose for which it was collected. Triathlon Québec complies with the Act respecting the protection of personal information and retains data only as long as it is relevant to the original purpose.

12. Other Terms and Conditions

Antispam

Triathlon Québec complies with the Canadian Anti-Spam Legislation (CASL). You may provide explicit or implied consent to receive communications from us. To unsubscribe from our communications, simply click the “Unsubscribe” button at the bottom of our emails.

Automated Decision-Making

Triathlon Québec does not process personal data through automated decision-making systems.

Governing Law

This Policy is governed by the applicable laws of Quebec and Canada, without regard to conflict of law principles.

Severability

Each provision of this Policy is separate and distinct. If a court finds one provision invalid or unenforceable, it does not affect the validity or enforceability of the remaining provisions.

13. Changes to this Policy

We may update this Policy occasionally. Continued use of the Platform signifies acceptance of the revised Privacy Policy. If significant changes are made, we will notify you by email or via a notice on the homepage. If the Consumer Protection Act applies, we will provide 30 days’ notice prior to any changes. Users who disagree with the changes may terminate their agreement with Triathlon Québec within 30 days without penalty.

14. Privacy Compliance Officer

To inquire about specific retention periods or other privacy-related matters, please contact our Privacy Officer: Marie-Eve Sullivan msullivan@triathlonquebec.org 438-827-4545