Privacy and Data Usage Policy

 
1. Purpose of the policy

This policy describes how Technologies Umaji Enr. (“Umaji”) collects, uses, retains, and protects information, including personal information, obtained in the course of its management and technology consulting activities. It applies to all data we process, whether it comes from our clients, partners, or other interactions.

 

2. Types of information collected

We may collect and process the following categories of information:

  • Website visitors: Our public website is provided for informational purposes only. We do not actively collect, store, or process personal information from visitors. Our hosting provider may log standard technical data (such as IP address, browser type, and operating system) for security and operational purposes. Umaji does not access or use this information.
  • Business information: strategies, organizational charts, financial documents, system architectures and designs, security-related information, copyright- or trademark-protected materials, source code, and other organizational data, whether sensitive or not.
  • Personal information: first name, last name, email address, phone number, position, and organization of business contacts, employees, or partners of the client.
  • Project data: meeting minutes, recommendations, analyses, and reports produced as part of the engagement.
  • In certain mandated situations: access to employee records or other human resources information of the client, solely on the client’s systems and without local retention.
     
3. Purposes of collection and use

Information is collected and used solely for the following purposes:

  • carrying out engagements and delivering consulting, project management, or team management services;
  • communicating with clients and partners during the engagement, preliminary discussions, or follow-up;
  • analyzing, preparing, and delivering recommendations, reports, or other deliverables;
  • administrative management, including invoicing and recordkeeping;
  • complying with applicable legal and regulatory obligations;
  • continuous improvement of our services, including the controlled use of artificial intelligence tools.
     
4. Means of collection

We obtain information directly from you or your organization during professional interactions, or through access to systems and tools provided to us by the client. Documents or data you choose to share with us may be transferred to or hosted on secure cloud services.

 

5. Retention and protection of information

Information is retained for as long as necessary to fulfill the purposes for which it was collected, or as required by law. When such information is no longer required, it is securely deleted or irreversibly anonymized.

 

We apply appropriate security measures, including:

  • storage on secure servers operated by cloud service providers that comply with recognized standards;
  • strict access control and multi-factor authentication;
  • regular system and software updates.
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6. Disclosure to third parties

We may use service providers, including cloud solutions, for Umaji’s administration and service delivery.

 

These providers may be located outside Québec or Canada. In such cases, we ensure they provide an adequate level of protection in compliance with applicable laws, have access only to the information necessary to perform their services, and are contractually required to protect this information and use it solely for the agreed purposes.

 

No data is sold or shared for commercial purposes.

 

7. Use of artificial intelligence tools

Umaji may use artificial intelligence tools to support service delivery, such as for drafting and reviewing documents (advisories, reports, meeting notes).

 

No personally identifiable information or sensitive confidential data is entered into these tools without prior consent. Data used is anonymized or formulated so as not to allow direct identification, and the providers of these tools are subject to privacy policies or contractual agreements that comply with applicable laws.

 

8. Rights of individuals

In accordance with Québec’s Law 25, individuals have the right to:

  • access personal information held about them;
  • request correction of incomplete, inaccurate, or ambiguous information;
  • withdraw their consent to the use of their personal information, subject to certain legal or contractual obligations.
     

Privacy Officer
David Morneau, Owner, Technologies Umaji Enr.
email: confidentialite-privacy@umaji.ca

 

9. Policy updates

This policy may be updated to reflect legal, regulatory, or operational changes. The updated version will be posted on our website or provided upon request.

 

Last Updated: 2025-08-13