Privacy and security

Last updated March 1, 2025 

This privacy policy for Tecsys Inc. and its North American affiliated companies, (“Tecsys”, "we", "us", or "our"), describes how and why we might collect, store, use and/or share ("process") your Personal Information when you use our services ("Services"), such as when you: 

• Visit our website at https://www.tecsys.com or engage with us via the website.  

• Engage with us in other related ways, including any sales, marketing, or events. 

• Contact us on social media.  

“Personal Information” shall be understood and interpreted in accordance with Personal Information Protection and Electronic Documents Act (PIPEDA) and means any information relating to an identified or identifiable natural person. 

What information do we collect?

Tecsys can process information about you collected directly from you both offline and online, including when you create an account to access our products and Services or attend a Tecsys-sponsored event. Information about you may also be provided to Tecsys by selected third-party sources who may not have a direct relationship with you. 

Specific pieces of information about you that Tecsys may collect and process depending on your interaction with us, includes without limitation: 

• Name and physical address, email addresses and telephone numbers; 

• Demographic attributes, when tied to Personal Information that identifies you; 

• Photographs that identify you and testimonials; 

• Public information about your work and education history, including professional affiliations; 

• Information you provide on your public social media profiles related to your professional and educational history, such as LinkedIn; 

• Transactional data, including products and Services ordered, financial details and payment methods; 

• Company data such as the name, size and location of the company you work for and your role within the company as well as publicly available company information and activity associated with company data; 

• Data from surveys conducted by Tecsys or by third parties on behalf of Tecsys and publicly available information, such as social media posts; 

• Unique IDs such as your mobile device identifier or cookie ID on your browser; 

• IP address and information that may be derived from the IP address, such as geographic location; 

• Information about a device you use, such as browser, device type, operating system, the presence or use of “apps”, screen resolution, and the preferred language; 

• Certain location or geolocation information you provide directly or through automated means, if you choose to enable location-based services from your device; and Behavioral data of the internet-connected computer or device you use when interacting with the sites, such as advertisements clicked or viewed, sites and content areas, date and time of activities or the web search used to locate and navigate to a site. 

In order to enhance our ability to provide relevant marketing offers and Services to you and update our records, we may also obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers and from other third parties. This information includes, without limitation, mailing addresses, job titles, email addresses, phone numbers, intent data (or user behavior data), Internet Protocol (IP) addresses, social media profiles, social media URLs and custom profiles, for purposes of targeted advertising and event promotion. 

Why and how we process your Personal Information? 

We may use Personal Information for the following business purposes: 

• To communicate and respond to your requests and inquiries; 

• To deliver functionality on our sites and for technical and functional management; 

• To engage in transactions with customers, suppliers and business partners and to process orders for Tecsys products and Services; 

• To analyze, develop, improve and optimize the use, function and performance of our sites and products and Services; 

• To request feedback and to contact you about your use of our Services; 

• To identify usage trends to better understand how our Services are being used so we can improve them; 

• To manage the security and operation of our sites, facilities, and networks and systems; 

• To comply with applicable laws and regulations and to operate our business; 

• To market our products and Services or related products and Services, and to tailor our marketing and sales activities to you or your company’s interests; 

• To provide select business-to-business Services to Tecsys customers using publicly available information about companies which may include Personal Information such as the name of a company’s CEO that is publicly available; 

• To save or protect an individual's vital interest when, such as to prevent harm; and 

• To improve the delivery of Services to the user including customer support and troubleshooting, process and usability improvements, and performance analysis. 
  

What legal basis do we rely on to process your Personal Information? 

• Consent: We may process your Personal Information if you have given us permission (i.e., consent) to use your Personal Information for a specific purpose. You can withdraw your consent at any time. 

• Performance of a contract: We may process your Personal Information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering a contract with you. 

• Legitimate interests: We may process your Personal Information when we believe it is reasonably necessary to achieve our legitimate business interests, provided those interests do not outweigh your interests, fundamental rights, and freedoms. For example, we may process your Personal Information to: 

• • send users information about special offers and discounts on our products and Services;

  • develop and display personalized and relevant advertising content for our users;

  • analyze how our Services are used so we can improve them to engage and retain users;

  • support our marketing activities;

  • diagnose problems and/or prevent fraudulent activities; and

  • understand how our users use our products and Services so we can improve user experience. 

• Legal obligations: We may process your Personal Information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, disclose your information as evidence in litigation in which we are involved, or process an opt-out request. 

• Vital interests: We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person. 

If you are in Canada, this section applies to you 

We may process your Personal Information if you have given us specific permission (i.e., express consent) to use your Personal Information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time. 

In some exceptional cases, we may be legally permitted under applicable law to process your Personal Information without your consent, including, for example: 

• If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way;  

• For investigations and fraud detection and prevention; 

• For business transactions provided certain conditions are met; 

• If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim; 

• For identifying injured, ill, or deceased persons and communicating with next of kin; 

• If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse; 

• If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province; 

• If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records; 

• If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced; 

• If the collection is solely for journalistic, artistic, or literary purposes; 

• If the information is publicly available. 

What period do we retain Personal Information? 

We will only keep your Personal Information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).  

When we have no ongoing legitimate business need to process your Personal Information, we will either delete or anonymize such information, or, if this is not possible (for example, because your Personal Information has been stored in backup archives), then we will securely store your Personal Information and isolate it from any further processing until deletion is possible. 

Please note that if your Personal Information is collected by a third party, it will be retained in accordance with the privacy policies and records retention requirements of that third party. 

When and how can we disclose your Personal Information? 

We may share information in specific situations described in this section and/or with the following categories of third parties:  

• Recruitment firms 

• Employees 

• Insurance, financial services and human resource consulting 

• Insurance administrative service providers 

• Ad networks 

• Cloud computing services  

• Affiliate marketing programs 

• Investment service providers 

• External legal counsel 

• Software service providers 

• Hosting service providers 

• Data storage service providers 

• Government entities 

• Financial reporting service providers 

• Payroll service providers 

• Performance monitoring tools  

• Loyalty and Media partners 

• Payment processors 

• Sales and marketing tools 

• Social networks 

• Testing tools 

We do not sell your Personal Information to any organization or person; the only exception to this would be in the event of a reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings). 

When third parties are given access to your Personal Information, we will take appropriate contractual, technical and organizational measures designed to ensure that your Personal Information is processed only to the extent that such processing is necessary, consistent with this Privacy Policy and in accordance with applicable law. 

Do we use cookies and other tracking technologies? 

We may use cookies and similar tracking technologies, such as web beacons and pixels, to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice. 

We use cookies and other technologies on all our sites to ensure the best possible and secure experience on our sites and to provide you with tailored information on products and Services. Tecsys also uses cookies or similar technologies on its sites to collect online information such as your mobile device ID, IP address and other information about your device, as well as behavioral data of your device usage on our sites (e.g., pages viewed, links clicked, documents downloaded). 

Is your information transferred internationally? 

We have operations and vendors in Canada, Denmark, the United States and other countries. Therefore, we and our service providers, who perform work for us or act on our behalf may transfer your Personal Information to, or store or access it in, jurisdictions that may not provide levels of data protection that are equivalent to those of your home jurisdiction. Where required by law, we provide adequate protection for the transfer of Personal Information in accordance with applicable law, such as by obtaining your consent, setting up contractual obligations with our service providers, or relying on the European Commission’s adequacy decisions. 

If you are a Quebec resident, this means your Personal Information may be transferred outside of Quebec. 

Third-party websites 

Please note that our websites contain links to third-party websites that are not controlled or operated by Tecsys. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that Tecsys does not accept any responsibility or liability for these policies. Please review these policies before you disclose any Personal Information when visiting such third-party websites. 

How is your Personal Information secured? 

Tecsys takes the security of your Personal Information very seriously and is committed to protecting your privacy by using a combination of administrative, physical and technical safeguards. These measures include multi-factor authentication, masking, encryption, logging and monitoring.  

Do we collect information from minors? 

We do not knowingly solicit data from or market to children under 18 years of age. By using our products or Services, you represent that you are at least 18 years of age or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that Personal Information from users less than 18 years of age has been collected, we will take reasonable measures to promptly delete such data from our records. 

What are your privacy rights? 

You can exercise your privacy rights in accordance with applicable laws by contacting the Privacy Office, through email or postal address. (For contact information, see the section below on “Who do I contact with privacy questions?”) 

Subject to applicable law, you have the following rights with respect to the Personal Information we process about you: 

• Opt out of our use or sharing of your Personal Information: You may withdraw consent you have previously provided for the processing of information about you, including for email marketing by Tecsys; 

• Delete Personal Information: You can ask us to erase or delete all or some of the information about you, unless an exception applies; 

• Change or correct Personal Information: You can edit some of the information about you. You can also ask us to change, update or fix information about you in certain cases, particularly if it is inaccurate;. 

• Object to, or limit or restrict use of Personal Information: You can ask us to stop using all or some of the information about you (for example, if we have no legal right to keep using it) or to limit our use of it (for example, if the information about you is inaccurate); 

• Access and data portability: You can also ask us for a copy of information about you and can ask for a copy of information about you provided in machine readable form if you reside in the EU, or other jurisdiction that provides you this right as a matter of law; 

• Right to data portability in certain circumstances: You may be entitled to request copies of Personal Information that you have provided to us in a structured, commonly used, and machine-readable format and/or request us to transmit this information to another service provider (where technically feasible). 

California residents  

If you are a resident of the State of California in the United States, this section describes how we collect, use, disclose, and otherwise process your Personal Information, either online or offline, within the scope of the California Consumer Privacy Act of 2018 (“CCPA”) and the rights that may be afforded to you under the CCPA. 

• Collection of Personal Information:

In the last 12 months, we have collected the following categories of Personal Information: 

• • Identifiers

  • Personal Information, as defined in the California Customer Records law

  • Commercial information

  • Internet or other electronic network activity information

  • Geolocation data

  • Professional or employment-related information

  • Education information

  • Inferences  

• California consumer rights: 

As a California resident, you may be able to exercise the following rights in relation to the Personal Information about you that we have collected under the CCPA (subject to certain exemptions and limitations at law). The provisions below only apply to the extent your Personal Information is covered by the CCPA. Please note that to the extent the exercise of these rights limits our ability to process Personal Information, we may not be able to provide our services to individuals who exercise these rights, or to otherwise engage with such individuals going forward. However, we will not discriminate against you for exercising your rights. In addition, your rights and choices may be limited in certain cases. For example, in some cases we may be required or allowed by law to keep certain Personal Information and may be unable to fulfill a deletion request. 

• The right to know 

You may have the right to request any or all the following information relating to your Personal Information we have collected and disclosed in the last 12 months, upon verification of your identity: 

• • The specific pieces of Personal Information we have collected about you;

  • The categories of Personal Information we have collected about you;

  • The categories of sources of the Personal Information;

  • The categories of Personal Information that we have disclosed to third parties for a business purpose, and the categories of recipients to whom this Personal Information was disclosed;

  • The categories of Personal Information we have sold about you (if any) and the categories of third parties to whom the Personal Information was sold;

  • The business or commercial purposes for collecting or, if applicable, selling Personal Information about you. 

• The right to request deletion. 

You have the right to request the deletion of Personal Information we have collected from you, subject to certain exceptions. 

• The right to non-discrimination. 

We will not discriminate against you if you exercise your privacy rights. 

Do we make updates to this Policy? 

We may update this Privacy Policy from time to time. If we make any changes, we will change the “Last updated” date at the top of the policy and will post the updated Privacy Policy on this page. If we make material changes to this privacy policy, we will notify you by email to your email address on file (if we have it), by prominent posting on this website, or through other appropriate communication channels. All changes shall be effective from the date of publication unless otherwise provided. 

Who do I contact with privacy questions? 

If you have any questions about the Privacy Policy, please contact us at privacy@tecsys.com or by writing to us at: 

Attn: Privacy Officer 

Tecsys Inc. 

Privacy Office 

1 Place Alexis Nihon, Suite 800 

Montreal, Quebec H3Z 3B8