Preamble
This personal information privacy policy (hereinafter “this policy”) applies to the Baribeau Notaires website and to all confidential information collected by our office, in accordance with the Act respecting the protection of personal information in the private sector and any other applicable law or regulation.

In this policy, the terms “we”, “our” and “us” refer to Baribeau Notaires, as well as its head office.

Through this policy, Baribeau Notaires describes its practices for handling personal information, including its collection, use, disclosure and retention, through our website or various means of communication (telephone, Internet, fax or other).

Baribeau Notaires collects, uses, discloses and retains various personal information in accordance with the Civil Code of Québec and the Act respecting the protection of personal information in the private sector, while being committed to the confidentiality of that information.

Our commitment
At Baribeau Notaires, our activities are based on a close relationship between the notaries, the support staff and the clients. Our office provides legal services, and our clients entrust us with highly confidential personal information. It is essential for us to maintain this trust and to confirm our determination to preserve the security of the personal information shared in the course of our business relationship.

What is personal information?
Personal information is information that concerns a natural person and allows that person to be identified. It is confidential and includes, but is not limited to, date of birth, social insurance number and driver's licence number. Except in certain cases, it cannot be disclosed without the consent of the person concerned.

Commitment of Baribeau Notaires Inc. to confidentiality
Baribeau Notaires Inc. is committed to respecting privacy. In this regard, Baribeau Notaires takes all necessary measures to preserve the confidentiality of the personal information in its possession. By consulting or using our website and by communicating with us, you consent to the collection, use, disclosure and retention of your personal information in accordance with this policy.

Personal information collected
Baribeau Notaires collects personal information in various contexts, such as file management, the provision of services, professional meetings, job applications, visits to its premises and the use of its website. Personal information comes from the information you provide through forms and/or requests for information issued by Baribeau Notaires, or from information collected through documents, whether in electronic or paper form. Baribeau Notaires collects only the information necessary for its activities and puts protective measures in place as soon as this information is received. In addition, it collects only information that is relevant, appropriate and limited to the purposes for which it is processed. More specifically, we collect only the information necessary to carry out the tasks for which we are retained to provide legal services. This information is regularly updated during meetings with our notaries or office staff, who provide us with the information to be updated, where applicable. Personal information concerning specific individuals is confidential. In general, it cannot be shared without the consent of the person concerned. This information may include, among other things:

Name;
Date of birth / date of death;
Social insurance number;
Home address;
Telephone and fax numbers;
Email addresses;
Family situation;
Income / expenses;
Name of lawyer;
Name of banking advisor;
Name of financial advisor;
Banking institution contact information;
Medical data.

To create, obtain and update files, our clients must sign a consent form, which is then added to their file.

Collection of personal information
Personal information is collected as follows:

In paper form, at the office's premises;
In digital form, stored on the office's servers, located on our premises or with our infrastructure host;
In digital form on the servers of the Paramaître and Edilex software used by our office in the course of our professional activities related to the services you request.


Purposes of processing personal information
Personal information is collected to achieve clear, explicit and legitimate purposes. Depending on the context, this information may be used for the following reasons:

Processing files;
Responding to satisfaction surveys and carrying out statistical analyses to improve services and better understand clients;
Processing job applications;
Meeting legal or regulatory obligations;

It is important to note that all processing of personal information is carried out for a specific purpose.

Protection of personal information
Personal information is confidential, and only members of the Baribeau Notaires team and persons duly authorized by the office may access it. This information may be disclosed to oversight or inspection bodies in accordance with the applicable legislation or regulations, as well as to authorized third parties.
As notaries and employees of Baribeau Notaires, we are authorized to access personal information, and it is essential that we fully understand the importance of preserving and protecting the confidentiality of this information. Our training clearly instills in us the need to use this information only for the specific purposes intended. In addition, upon starting employment, employees who are not bound by professional secrecy must sign a confidentiality agreement.
Baribeau Notaires takes all necessary measures to protect and secure personal information in order to preserve its confidentiality and prevent any alteration, destruction or unauthorized disclosure to third parties.
These measures are in place for the period necessary for the purposes pursued, in accordance with the applicable legislation or regulations. However, no transmission or storage of information is completely secure. Consequently, absolute security of information transmitted or stored cannot be guaranteed.

Collection of personal information through our website

a) Automatic collection
We may automatically receive certain information when you interact with our website, our emails, our social media or any other online marketing tool.
For example, we may learn:

The type of web browser or operating system you use;
Your IP address;
The pages you visit;
The date and time you access these pages;
The domain name of the website you just left.

Most of the information transmitted automatically between computers does not identify you.

b) Use of cookies
If your browser settings allow it, we may also record certain data on your computer in the form of “cookies” or other tracking technologies.
Cookies are pieces of information stored on your computer that allow us to recognize it each time you visit our website. We may also use cookies to deliver content or record data (to save you from having to retype your password, for example). If you wish, you can disable cookies by changing your web browser settings. However, this setting could prevent you from fully using all or some of the features of our website.

c) Information provided by the user
When you interact with Baribeau Notaires, you may provide us with personal information, including through a form submitted online or by other means, for example:

Your identity information (last name or first name);
Your contact information (address, email, telephone number, etc.);
Information about your professional activity (position, function, etc.), which we may use to respond to your request, manage your profile on our website or process any other request for information, as applicable;

You may also send us your information for recruitment purposes when you apply for a job with our office. In that case, we will ask you only for the information necessary to process your application, for example your contact information and your résumé. We will then retain your information in accordance with the policies applicable to our employees. Only authorized persons within our office have access to this information.
We do not collect personal or confidential information from persons under the age of 14 without the express consent of a parent or tutor.

d) Social media
Although we prefer to avoid this means of communication for IT security reasons, we may invite you to interact with us through websites, Facebook, plug-ins and social networking applications operated by third parties. On these platforms, you may give us access to information related to your social media account. We may use this information to validate and personalize your profile on our website.

External links
Links on our website may redirect you to other external sites. Please note that this policy concerns only the personal information collected and used on or through our website. We accept no responsibility for the content or activities of other websites accessible through the links we provide, or for the privacy practices of third parties.

We strongly recommend that you read the privacy policy of these third parties before providing them with personal information. However, we attach great importance to the integrity of our website and welcome your comments about the external sites linked to it.
Retention and destruction of personal information
We retain your personal information only for as long as necessary and in accordance with our legal obligations, after which it is destroyed or anonymized, but only for serious and legitimate purposes.

Where do we keep your personal information?
We keep your personal information in the Paramaître software, on our premises, which are kept locked, and in the central digital records office.

Options regarding the protection of personal information
At any time, our clients may withdraw their consent by contacting our person in charge of the protection of personal information. However, it will be explained to them that failing to provide the necessary information could hinder our ability to carry out the tasks for which our services are requested.

Changes to this policy
We reserve the right to change this policy at any time. We will inform you of changes by indicating the date of the last update at the beginning of this policy. You are responsible for visiting our website to check for changes. We strongly recommend that you read this policy to fully understand how your information will be used. Any change to this policy will apply to personal information collected before the effective date of the amended version, as well as to information collected on or after that date.

Breach of the protection of personal information
If we believe that personal information has been handled inappropriately, we will review this policy and make the necessary changes. If necessary, the affected person or persons and our insurer will be notified.
If you wish to express concerns about our personal information protection procedures or report a breach of this policy, you may file a written complaint with our person in charge of the protection of personal information, who will contact you to obtain all relevant details.
Our person in charge of the protection of personal information will then analyze the circumstances that gave rise to the complaint and determine whether adjustments should be made to the current provisions of this policy.

Right of access or rectification
You have a right of access to or rectification of your personal information. If you wish to access your personal information or request that it be rectified, you may write to us at the following address: sbaribeau@notairebaribeau.com, to the attention of the person in charge of the protection of personal information.

Questions, comments and complaints
If you wish to share your questions or comments about this policy or its application, please write to us at the following address: sbaribeau@notairebaribeau.com, to the attention of the person in charge of the protection of personal information.
We undertake to respond as soon as possible to inform you of the measures taken or planned in response to your questions or comments. If you wish to file a complaint, you may contact the Commission d’accès à l’information du Québec by following this link: https://www.cai.gouv.qc.ca/a-propos/nous-joindre/. We nevertheless invite you to first contact our office's person in charge of the protection of personal information.

Act respecting the protection of personal information in the private sector
The Act respecting the protection of personal information in the private sector applies to personal information that a business collects, holds, uses or communicates to third parties, regardless of the medium or form in which the personal information is held.

Person in charge of the protection of personal information within the office, who will ensure, among other things, compliance with and implementation of the Act to modernize legislative provisions as regards the protection of personal information:
Stéphanie Baribeau, President of the corporation
450-445-1160
sbaribeau@notairebaribeau.com