Privacy Policy

1.1 Commitment to Privacy Protection

We are committed to protecting the privacy of our users. We collect and use personal information only with their explicit consent and in compliance with applicable laws.

1.2 Acceptance of Our Policy Terms

By accessing our website exterracarbon.com or providing us with personal information, you accept the terms of our privacy policy. This includes your consent to the collection and use of your personal data in accordance with this policy

1.3 Right to Withdraw Consent

You have the right to withdraw your consent at any time, subject to legal or contractual restrictions. We will inform you of possible consequences, such as the inability to provide certain products or process specific requests. Your decision to withdraw will be recorded in our files.

1.4 Exceptions to Consent Requirement

In exceptional circumstances, we may collect, use, or disclose personal information without prior consent. This may occur in cases where legal, medical, or security requirements make obtaining consent impractical or impossible, such as suspected contract breaches, fraud prevention or detection, or law enforcement needs.

2.1 We collect personal information through various means, including:

• Emails and customer service communications
• Online request forms
• Cookies and similar technologies on our website
• Connected devices

2.2 We may also collect information via third parties, such as:

• Technology providers like ordering platforms or newsletter services
• Recruitment portals for submitting CVs and personal data
• Professional networks like LinkedIn for recruitment or marketing purposes
• Consultants providing services to our clients
• Satisfaction survey companies collecting feedback on our products or services
• Cloud service providers hosting client data
• Digital marketing firms analyzing website user behavior
• IT security providers monitoring threats and protecting data
• Customer Relationship Management (CRM) providers organizing and analyzing client interactions
• Logistics providers handling product deliveries and recipient information

3.1 We collect various data types, including but not limited to:

• Personal identifiers (name, mailing address, email, phone number)
• Technical or digital data (IP address, online activity)
• Demographic data (age, ethnicity, nationality, place of residence)

3.2 Child Privacy

We do not knowingly collect or solicit personal information from children under 14. By using our website, you confirm that you are at least 14 years old. If you believe a child under 14 has provided us with personal data, please contact us to have it promptly removed.

4.1 We use your personal data for essential activities:

• Responding to requests and inquiries
• Managing event registrations, training, newsletters, or webinar participation
• Human resources management, including recruitment and contracts
• Enhancing user experience and maintaining our website
• Marketing communications with the option to unsubscribe

4.2 We offer control options for limiting personal data collection, such as:

• Opting in or out of email communications
• Managing cookie preferences on our website

5.1 Personal information may be shared with specific personnel or partner organizations to deliver products and services effectively. Examples include:

• Customer service teams for handling inquiries
• HR departments for recruitment and candidate management
• IT teams for technical support
• Marketing teams for campaigns and market studies
• Data security officers ensuring protection against unauthorized access

They host data on secure servers, allowing for the storage and retrieval of information.

Research and Development Partners:
These partners may access certain data in order to collaborate on new innovations or improvements to products and services. We ensure that this information is used exclusively for the purposes outlined and in accordance with confidentiality requirements. Data transfers outside Québec are carried out as part of international collaborations, while ensuring adequate protection of the information in compliance with applicable laws.

When you follow these links, you are leaving our website. The information exchanged at that point is no longer subject to our Privacy Policy. We encourage you to review the privacy statements of any external websites you visit before providing any information.

7.1 Security Measures for the Protection of Personal Information

To ensure the security and confidentiality of personal information, Seneca Experts-Conseils implements rigorous security measures that include both physical and technological safeguards. Here are some concrete examples:

Physical Security:
Use of electronic access systems and secure locks for offices, cabinets, and filing systems; installation of surveillance cameras; and restricted access to areas where personal data is stored.

Access Controls:
Limiting access to personal information to authorized employees only.

Staff Training:
Regular staff awareness and training on best practices for data security.

Monitoring and Intrusion Detection:
Implementation of systems to monitor suspicious activity and detect potential intrusions.

Disaster Recovery Plans:
Development of plans to quickly restore data in the event of an incident such as a system failure or cyberattack.

These measures aim to protect personal information from unauthorized access, use, or disclosure, and to preserve its integrity and confidentiality. While we make every effort to safeguard your personal data, it is important to remember that no method of Internet transmission or electronic storage is 100% secure. Therefore, we cannot guarantee absolute security.

7.2 Commitment of Staff and the Board of Directors

Every employee, director, volunteer, independent contractor, or ad hoc advisor working within our board committees is committed to respecting the personal information we collect. In addition, these individuals agree to maintain the confidentiality of information related to our activities and not to disclose it or use it for personal benefit or for the benefit of others. This commitment begins upon the start of their role—whether as an employee, director, volunteer, independent contractor, or ad hoc advisor—and continues indefinitely.

We will retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy. We will retain and use your information to the extent required to comply with our legal obligations, resolve disputes, and enforce our legal policies.

We also retain usage data for internal analysis purposes. Such data is generally kept for a shorter period, unless it is required to enhance the security or improve the functionality of our website, or unless we are legally required to retain it for a longer period.

As part of our Privacy Policy, we recognize and respect the fundamental rights of individuals whose personal information we hold. These rights include:

Right of Access:
Individuals have the right to review the personal information we hold about them. For example, a client may request to view the data collected when they registered for our service.

Right to Rectification:
If any information is inaccurate or incomplete, individuals may request that it be updated. For instance, an employee may request that an incorrect mailing address in our records be corrected.

Right to Data Portability:
Individuals have the right to request that their computerized personal information be provided in a structured, commonly used technological format. They may also request that this information be transferred directly to another authorized organization. This right applies to personal information collected directly from the individual or generated through their activities within our service. For example, a user may request that their transaction history be transferred to a new service provider in a compatible format.

Right to De-indexation:
Individuals may request that their personal information be removed from public dissemination or that any hyperlink associated with their name be de-indexed if such dissemination causes them harm or is in violation of the law or a court order. This “right to erasure” or “right to be forgotten” allows individuals to control the availability of their personal information on the internet.

We use tracking technologies such as cookies, beacons, and scripts to improve and analyze our website. We use both session and persistent cookies for a variety of purposes, including providing the services available on the website, authenticating users, personalizing the user experience, and tracking information related to website traffic and usage.

Some cookies are essential for delivering the services you request and for preventing fraudulent use of user accounts. We also use persistent cookies to remember user choices—such as login details and language preferences—in order to enhance the user experience.

10.1 Analytics Data
We also use persistent tracking and performance cookies to monitor website traffic and to test new pages, features, or functionalities to observe how users respond. These cookies may be managed by third parties and may directly or indirectly identify you as an individual visitor. You can configure your browser to refuse cookies or to notify you when a cookie is being sent. However, please note that some parts of our website may not function properly if you refuse cookies.

We may use third parties, such as Google Analytics, to help us collect and analyze information about the sections visited on the website in order to assess and improve the user experience and the website. These third parties may use cookies and other tracking technologies. If you wish to prevent Google from storing and processing this data (including your IP address), you may download and install the browser add-on available at the following link: Google Analytics Opt-out Browser Add-on Download Page. You may also review the Google Analytics Privacy Policy by clicking the following link: Privacy Policy and Terms of Service — Google.

10.2 Conversion Pixels
Conversion pixels, also known as “clear GIFs” or “tracking pixels,” are tiny images, usually a single pixel in size, that may be placed on a webpage or in an email to let us know when you have viewed that page or opened that email and to analyze response rates.

This policy may be updated to reflect changes in practices or legal requirements. The latest version will always be available on our website.

For questions or requests regarding this policy, please contact: 

Anik Gendron — Chief Legal & External Affairs officer

Email: legal@exterracarbon.com

Mail: 410 Rue Saint-Nicolas, Suite #105,

Montréal (QC), H2Y 2P5 Canada

Phone: +1 (514) 233-1657