COMMUNICATION OF A PRIVACY NOTICE

What is the purpose of this Privacy Notice?

The purpose of this notice is to communicate, in simple and clear terms, the privacy protection requirements to which Polytechnique Montréal and its representatives are bound with respect to the collection, use, communication, retention and destruction of personal information collected by technological means, in accordance with section 63.4 of the Act respecting access to documents held by public bodies and the protection of personal information (RLRQ, chapter A-2.1).

PROTECTION OF PERSONAL INFORMATION

What is personal information?

Personal information is information about an individual that allows that person to be identified.

What personal information does Polytechnique Montréal collect when I use its website?

This Privacy Notice applies to all personal information collected by Polytechnique Montréal through technological means, throughout its life cycle. This personal information concerns students, staff members and visitors to its websites.

Since June 1, 2024, they have also included alumni and donors. Since that date, the missions of philanthropic development and alumni relations, which were previously the responsibility of the Fondation et Alumni de Polytechnique Montréal, have been integrated into Polytechnique Montréal.

For more information on the personal information generally processed by Polytechnique Montréal, please consult this page.

How is my personal information collected?

Polytechnique Montréal collects the personal information you provide through various technological means, including when you fill out an online form or request information. Polytechnique Montréal may also use cookies (see below) to collect your IP address, location, browser information and other information.

For what purposes is my personal information collected?

Students’ personal information is collected, used, communicated and more generally processed for the purposes of managing academic progress, student experience, research and innovation, operations and services, prevention and intervention, and document management, as more fully described in the General Consent of Students.

Staff members’ personal information is collected, used, communicated and more generally processed for the purposes of personnel management, employee experience, teaching, research and innovation, operations and services, prevention and intervention and document management, as further detailed in General Consent of Staff Members.

Additional information collected in the various forms or requests for information can be used only for the purposes for which the forms or requests are completed.

Since June 1, 2024, the philanthropic development and alumni relations missions have been integrated into Polytechnique Montréal. This integration involved the transfer of personal information on graduates and donors. This information is collected, used, communicated and more generally processed for the purposes of the aforementioned missions.

Personal information whose collection is mandatory is indicated as such at the time of collection. Refusal to provide such information may prevent Polytechnique Montréal from providing the corresponding services.

For more information on Polytechnique Montréal’s handling of personal information, please visit this page.

What categories of people have access to my personal information and who may receive it?

Polytechnique Montréal employees may, in the course of their duties, have access to personal information about you. Staff members are bound by the confidentiality of your personal information and must access it only if such access is necessary for the performance of the task in hand. Under no circumstances should they reveal any personal information that has come to their knowledge in the course of their duties, unless they are duly authorized to do so.

Personal information may be communicated to third parties, located in Quebec or outside Quebec, as described in the General Consent regarding the use and communication of personal information of students and staff members. For more information, please consult the General Consent of Staff Members and the General Consent of Students.

How does Polytechnique Montréal protect my personal information?

Polytechnique Montréal is subject to the Act respecting access to documents held by public bodies and the protection of personal information. As such, Polytechnique Montréal takes the measures required under this law to ensure the protection of your personal information at all stages of its life cycle.

Personal information is retained by Polytechnique Montréal for as long as it is required to fulfill the purposes indicated above or in accordance with its retention schedule. Polytechnique Montréal takes security measures to protect the personal information it holds that are reasonable in light of its sensitivity, the purposes for which it is to be used, its quantity and distribution and the medium on which it is stored.

There is also a process for filing and handling complaints about the protection of personal information. To file a complaint, contact the person responsible for the protection of personal information at Polytechnique Montréal (secretariat.general@polymtl.ca).

We invite you to consult our Directive on the protection of personal information for more details.

How can I view or correct my personal information?

To request information, or to exercise your right to access or correct your own personal information, please contact the person responsible for the protection of personal information at Polytechnique Montréal (secretariat.general@polymtl.ca).

Students may contact the person responsible for the protection of personal information of students  (registraire@polymtl.ca) and staff members may contact the person responsible for the protection of personal information of staff members (srh@polymtl.ca).

COOKIES

What are cookies?

A cookie is a small text file placed on your computer or other electronic device that saves data about your browsing habits on the website. Each cookie is assigned an anonymous identifier that enables the website to identify your device and perform various actions, such as collecting information about your browsing preferences and customizing the services offered to you.

Polytechnique Montréal uses several types of cookies:

• Functionality: They enable the use of the website by activating basic functions such as page navigation and access to secure areas of the website. The website cannot function properly without these cookies.
• Preferences: They enable a website to remember information that modifies the way the site behaves or displays, such as your preferred language or the region in which you are located.
• Statistics: They help Polytechnique Montréal, by collecting and communicating information anonymously, to understand how you interact with the website.
• Marketing: They are used to track visitors to the website. The purpose is to display advertisements that are relevant and interesting to the individual user. Polytechnique Montréal does not broker advertising, but it is possible that certain modules integrated into the website place cookies for these purposes. For example, the integration of a YouTube video, the display of a Twitter feed, and so on.

What happens if I refuse the use cookies?

By deactivating the use of cookies from your browser, it is possible that certain important functionalities of the Polytechnique Montréal website will no longer be available.

How do I change my browser settings?

You can change your browser settings at any time by following the instructions specific to your web browser: Chrome, Internet Explorer, Firefox or Safari.

INTELLECTUAL PROPERTY

The content of the Polytechnique Montréal website is protected by copyright   under Quebec, Canadian and foreign intellectual property laws. All information and documents accessible on the site, the name polymtl.ca (and all its sub-domains such as registrariat.polymtl.ca or polyfab.polymtl.ca, etc.), as well as the Polytechnique Montréal logo are the property of Polytechnique Montréal.

It is forbidden for the user to reproduce for distribution, by any means whatsoever, the texts, videos, images, content, expressed or rendered available on the site. Reproduction for distribution may, however, be subject to a written request for authorization to Polytechnique Montréal [communications@polymtl.ca].

The user is also forbidden to sell or modify, for public or commercial purposes, the texts, videos and images contained, expressed or made available on the site.

LIMITATIONS OF LIABILITY

The user of the site releases Polytechnique Montréal, its administrators, directors, employees or any other person associated with the creation of this site, from any liability and any damage or losses that may arise in connection with the content, use or inability to use the site, or for any failure, error, omission, interruption, defect, delay in operation or transmission, computer virus, on-line disturbance or system failure, loss of data or otherwise, including, without limitation, direct, exemplary or punitive damages, losses or expenses.

GENERAL INFORMATIONS

Other Sites – External Websites

The Polytechnique Montréal website may contain links to external sites. By accessing these other sites, you leave the Polytechnique Montréal site, and Polytechnique Montréal is in no way responsible for the content or practices of these sites with regard to the protection of your personal information.

Personal information collected or communicated through external websites is not subject to this Privacy Notice. Polytechnique Montréal invites website visitors to read the privacy notices and policies that apply to the websites they visit.

Coming into force of the Privacy Notice

This Privacy Notice takes effect on September 20, 2023.

Modification of the Privacy Notice

This Privacy Notice was modified on June 6, 2024.You can consult the previous version and the notice of modification (.pdf).

Updates to the terms of use and notice of changes to the Privacy Notice

Polytechnique Montréal reserves the right to change or update this Privacy Notice¹.

It cannot be modified before the expiry of a period of 15 days from the date of publication of a notice of modification of this Notice, or, if applicable, before the expiry of a shorter period short mentioned in this notice of modification.

The modification notice must:

• indicate the date of publication;
• indicate the general purpose of the changes made to the Privacy Notice, which must be specified in a section dedicated to this Notice on our website;
• indicate the effective date of the changes;
• if the modification notice mentions a shorter deadline than the 15 day- deadline, indicate the reasons why the Privacy Notice must be modified within this shorter period.

Where applicable, Polytechnique Montréal and its representatives will take reasonable steps to notify all persons concerned of important changes or updates.

Jurisdiction

The content and use of this website are governed by and construed in accordance with the laws of Quebec and Canada. Any dispute arising from this agreement shall be brought before the Court the judicial district of Montreal.

Contact

If you have any comments or queries regarding the use of the website, please contact webmestre@polymtl.ca.

For any questions about this Privacy Notice and the use of your personal information collected by technological means, please contact the person responsible for the protection of personal information at Polytechnique Montréal (secretariat.general@polymtl.ca).