Canadian consulting engineering firm in electricity, building services and fire protection

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Privacy Policy

Kelvin Emtech Inc. respects the privacy of its website users. Kelvin Emtech does not collect personal information via its website. Nevertheless, if a user of its website voluntarily sends Kelvin Emtech personal information about him, Kelvin Emtech agrees to use it only for the purpose for which it was transmitted, to protect its confidentiality for the duration of its retention, to destroy it securely when the purpose is served and that the retention periods provided by law or regulation have expired. Kelvin Emtech undertakes to respond to requests for access, rectification or deletion of personal information diligently and in accordance with legal requirements.

If you have any questions or concerns about Kelvin Emtech’s handling of personal information, please contact Kelvin Emtech’s Privacy Officer at the following e-mail address: renseignementspersonnels@kelvin-emtech.com.

1. Governance rules applicable to the retention and destruction of personal information

Kelvin Emtech collects personal information only when there is a valid reason to do so and the collection is limited to that which is necessary to fulfill the intended purpose. A list of personal information collected is kept up to date and appropriate security measures are put in place to protect it during the retention period. Access to personal information is limited to those persons for whom such access is necessary for the performance of their duties. Kelvin Emtech is committed to complying with applicable legal and regulatory requirements regarding the retention period of personal information, which varies depending on the type of information. When the purpose for which the personal information was collected has been fulfilled, and the retention periods provided for by law or regulation have expired, the personal information is securely and permanently destroyed according to the established periodic destruction schedule. Kelvin Emtech ensures that its personnel are trained and made aware of good practices in the protection and secure destruction of personal information.

2. Roles and responsibilities of the Privacy Officer and staff members throughout the personal information life cycle

Roles and responsibilities of the Privacy Officer

The Privacy Officer is a key position within the organization with regard to the protection of personal information. His roles and responsibilities are as follows:

  • Ensure Kelvin Emtech’s compliance with the Act to modernize legislative provisions as regards the protection of personal information.
  • Establish and implement governance policies and practices for the protection of personal information.
  • Ensure that the collection, use, disclosure, retention and destruction of personal information comply with the Act.
  • Manage confidentiality incidents. Maintain a confidentiality incident record. Notify CAI and the persons concerned of a confidentiality incident that could result in serious harm.
  • Ensure completion and approval of Privacy Impact Assessments.
  • Ensure the handling of complaints related to the protection of personal information.
  • Ensure the processing of requests for access, rectification or deletion of personal information.
  • Define the roles and responsibilities of company personnel throughout the personal information life cycle.
  • Provide training to the organization’s staff on the protection of personal information.
  • Be the point of contact for any questions or concerns about Kelvin Emtech’s handling of personal information.

Roles and responsibilities of Kelvin Emtech employees with regard to the protection of personal information

Kelvin Emtech employees play a crucial role in protecting personal information. Here are their roles and responsibilities:

  • Act in accordance with Kelvin Emtech’s policies, procedures, and governance practices regarding the protection of personal information. Act in compliance with the Act to modernize legislative provisions as regards the protection of personal information.
  • Attend training activities organized by Kelvin Emtech. Consult available reference documents. Report any questions or requests for clarification without delay to the Privacy Officer.
  • Promptly report any confidentiality incident to Kelvin Emtech’s Privacy Officer.
  • Protect the confidentiality of personal information to which they have access in the course of their duties.
  • Only collect personal information that is necessary for the purposes for which it was collected, and only use it for the purposes for which it was collected.
  • Follow the established access security protocols.
  • Avoid disclosing personal information to unauthorized third parties except as permitted or required by law.
  • Destroy personal information securely when the purpose for which it was collected has been fulfilled and the retention periods provided for by law or regulation have expired.

3. Process for handling complaints related to the protection of personal information

Kelvin Emtech has established and implemented a policy for handling complaints relating to the protection of personal information. Complaints forwarded to the Privacy Officer are assessed to determine their admissibility, nature and seriousness. Well-founded complaints are dealt with appropriately in order to resolve the situation at its source and prevent the recurrence of similar situations. Kelvin Emtech undertakes to protect the confidentiality of information relating to complaints and to respect reasonable processing times.

4. Process for handling requests for access or rectification of personal information

Kelvin Emtech has established and implemented a policy for handling requests for access or rectification of personal information. Requests of this nature sent to the Privacy Officer are evaluated to establish their admissibility. The applicant’s identity is verified to ensure the request is legitimate. Admissible requests are processed in compliance with any legal restrictions and within 30 days. Kelvin Emtech is committed to protecting the confidentiality of information relating to the request.

5. Process for handling requests for the deletion of personal information

Kelvin Emtech has established and implemented a policy for handling requests for the deletion of personal information. Requests of this nature sent to the Privacy Officer are evaluated to establish their admissibility. The identity of the requester is verified to ensure the legitimacy of the request. Admissible requests are processed in compliance with any legal restrictions and within a reasonable timeframe. Kelvin Emtech is committed to protecting the confidentiality of information relating to the request.

6. Confidentiality incident management process

Kelvin Emtech has implemented a confidentiality incident reporting procedure.  As soon as Kelvin Emtech’s Privacy Officer becomes aware of a confidentiality incident, he will review the known information relating to the incident and assess the level of potential harm of the incident. If the confidentiality incident presents a risk of serious harm, notices will be sent to the CAI and to the individuals concerned. A response plan is implemented according to the type of incident. Reasonable measures are taken to reduce the risk of harm and prevent further incidents of a similar nature. Each step of the incident management process is documented. Kelvin Emtech undertakes to respect reasonable processing times, which may vary according to the complexity of the incident and the resources required to resolve it.

This policy is periodically reviewed for accuracy and continued relevance. This Privacy Policy was last modified on June 1, 2025.