VITR.AI develops data visualization and orientation software. By accessing its software (including Navig), you are bound by the license agreement your employer has with VITR.AI or by your employment contract with VITR.AI, if applicable, as well as by the terms of use of VITR.AI's website and software, and by this privacy policy.

The purpose of this privacy policy is to inform VITR.AI's clients, employees, and consultants about the practices implemented by VITR.AI to protect personal information obtained in the course of service provision, the use of its websites and software, and its business management.

If you do not agree to this privacy policy and to VITR.AI obtaining your personal information, please do not provide us with your personal information.

VITR.AI reserves the right to modify this privacy policy at any time. In case of modification, VITR.AI will indicate the date of the last modification at the beginning of this policy, and you will automatically be bound by this new policy. Therefore, you should regularly review this policy to be aware of and consent to any changes.

Application of this privacy policy

This privacy policy primarily applies to our employees and consultants for the reasons described below.

Within VITR.AI, we do not collect any personal information from our clients (medical clinics and call centers), nor from their patients and employee users, as no personal information is necessary for the use of the orientation and data visualization software created by VITR.AI. As mentioned in the terms of use and any license agreement for the use of orientation software created by VITR.AI with its clients, no personal information should be entered by a user into the orientation software.

In case of accidental access to personal information of patients from our clients (medical clinics and call centers), we notify the client as well as the navigator or employee who accidentally disclosed this personal information, and proceed with the destruction of the received personal information as soon as possible.

Personal information collected

Information is considered personal when it can identify a physical person. Note that the professional contact details of a physical person are not considered personal information.

Within VITR.AI, we collect the following personal information from our employees and consultants:

• Name;

• Contact details;

• Telephone number;

• Social insurance number (for employees only);

• Check specimen (banking information);

• Hourly rate/salary;

• Performance information;

• Emergency contact information.

To limit the risk of harm caused by a privacy incident, we only collect and retain the personal information necessary for the purposes described below. No unnecessary personal information should be transmitted by you unless it is necessary for the provision of services or employment.

Purposes for collecting your personal information

Within VITR.AI, the personal information of our employees is collected for the following purposes:

• Conducting our business activities;

• Proper human resources management;

• Payroll and accounting services;

• Legal obligations.

Communication and access to your personal information

Only the following individuals may receive communications from our staff containing your personal information:

• You;

• VITR.AI staff who need it in the course of their employment and who have signed a confidentiality agreement regarding personal information (e.g., management and accounting);

• A VITR.AI service provider who needs your personal information in the course of providing services and who has signed a confidentiality agreement regarding personal information or has equivalent ethical obligations;

• The police or another competent authority, if required by law.

Collection, retention, access, and communication of your personal information

To ensure proper traceability and retention, and timely access to the personal information of VITR.AI employees and consultants by those who need it, we use technologies that comply with current laws and regulations in Quebec.

Within VITR.AI, personal information is collected, retained, accessed, and communicated using software that ensures good traceability of services rendered and access to your personal information by our team members.

Our employees, consultants, and suppliers have also signed agreements containing confidentiality clauses to protect the personal information of consultants and employees and also to protect the commercial information of our clients.

Data hosting

VITR.AI hosts your personal information in Quebec.

Risks

VITR.AI recognizes the importance of adequately protecting your personal information. VITR.AI implements measures required by law and applicable professional and ethical obligations to reduce the risk of privacy incidents.

Notwithstanding the above, the management of the collection, retention, access, and communication of personal information via technologies carries a set of risks that cannot be attributed to and are not the responsibility of VITR.AI.

Security/privacy incident

VITR.AI has implemented an action plan to be executed by the person responsible for protecting personal information in the event of a security or privacy incident. Therefore, as soon as an incident occurs, you must notify this person as soon as possible using the contact details provided at the end of this policy.

Retention period and destruction

The personal information of employees and consultants will be retained for 6 years following the last day of employment or the last day of service provision, considering obligations related to the Canada Revenue Agency. VITR.AI undertakes to destroy the personal information of the person after this 6-year period.

Right to access, refuse, port, and rectify your personal information

As an employee or consultant of VITR.AI, you have the right to:

• Access your personal information;

• Obtain your computerized personal information in a structured and commonly used technological format;

• Withdraw your consent to the collection and communication of your personal information at any time;

• Request a correction if you believe your personal information is inaccurate, incomplete, or ambiguous;

To do so, contact our person responsible for the protection of personal information, whose contact details are provided in the following section of this policy.

It should be noted that VITR.AI may refuse any request for rectification, portability, or cessation of consent if it contravenes applicable laws and regulations, or in the case of portability, if it causes serious practical difficulties. We will then provide you with a complete justification leading to this refusal.

Appointment of the person responsible for the protection of personal information

VITR.AI has appointed Carline Boisvert as the person responsible for the protection of personal information.

Contact Information:
Carline Boisvert, Lawyer and Director of Legal Affairs
VITR.AI
126, rue Principale (suite 100) Granby (Québec) J2G 2V2
[email protected]

Feel free to contact our responsible person for any questions regarding this privacy policy.