Legal
Privacy Policy
Last updated: September 9, 2026
The Association des Coordonnateurs en Santé et Sécurité du Québec (“ACSSQ”, “we”) operates the acssq.org website and places great importance on the protection of personal information. This policy describes the information we collect, the purposes for which we use it, who has access to it, and the rights you may exercise. It complies with Quebec’s Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1), as amended by Law 25.
Person in charge of the protection of personal information
ACSSQ has designated a person responsible for the protection of personal information, who ensures compliance with this policy and the law. For any question, access or rectification request, or privacy-related complaint:
Person in charge of the protection of personal information
Association des Coordonnateurs en Santé et Sécurité du Québec (ACSSQ)
Email: admin@acssq.org
Information we collect
We collect the information you provide, mainly through the membership form, the contact form and your member account:
- Identity: last name, first name, date of birth;
- Contact details: email address, telephone number, city;
- Professional information: cohort number, COSS attestation number, professional situation;
- Uploaded documents: supporting documents you attach to your application and, where applicable, a receipt or supporting document submitted as part of the membership application;
- Member account: username, password (stored in encrypted form) and, if you add one, a profile photo;
- Preferences: your consent to receive the newsletter and your language of communication;
- Technical data: IP address at the time a form is submitted and browsing data necessary for the proper operation and security of the site.
Fields marked as required are necessary to process your membership application; without them, we may be unable to process it.
No payment is processed on the site. ACSSQ does not collect or retain any credit card number, bank account or other banking information through its membership form. A receipt or supporting document may be uploaded solely to allow the association to verify eligibility or confirm membership.
Purposes
We use this information only to:
- receive and process a membership application;
- verify the applicant’s identity;
- verify their status or eligibility as a member;
- verify information relating to their training or COSS attestation where required;
- administer the member file;
- communicate with the member;
- manage access to the members-only area;
- keep an administrative record of the membership;
- send the newsletter only where the member has consented (unsubscribe possible at any time).
We do not sell your personal information and do not use it for profiling or fully automated decision-making. Membership applications are reviewed by individuals.
Consent
By submitting the membership form and checking the required boxes, you consent to the collection and use of your information for the purposes described above. You may withdraw your consent at any time, subject to information we must retain for legal or administrative reasons.
Who has access to the information
Personal information is not accessible to all members. Access is limited to the directors, officers or authorized individuals of ACSSQ whose duties require such access, and only to the extent required. We also use service providers acting on our behalf (for example website hosting and the email service), bound to confidentiality and security. We may disclose information where required by law or to assert our rights.
Hosting and location of storage
The personal information collected and hosted by ACSSQ on its website and email service is stored on servers located in Canada. Where ACSSQ uses an external provider likely to process personal information, it applies the measures required by the applicable Quebec laws on the protection of personal information.
Cookies
The site uses cookies necessary for its proper operation (for example to sign in to the members’ area and for page performance) and, where applicable, for audience measurement. You can set your browser to limit or refuse cookies; some features may then be affected.
Retention periods
Member file. The information necessary to manage the membership is retained for the entire duration of the membership, then for up to three (3) years after the end of the membership, unless a different period is required by law.
Receipt or supporting document submitted with the application. Receipts or supporting documents submitted with a membership application are used to verify eligibility or confirm membership. They are retained only for the period necessary for that verification and for a maximum of twelve (12) months, unless a longer retention is required by law.
Refused, abandoned or incomplete application. The information and documents may be retained for a maximum of twelve (12) months, then deleted or anonymized once no longer necessary.
Newsletter. The information used for the newsletter is retained until consent is withdrawn or you unsubscribe.
Destruction or anonymization
At the end of the applicable retention periods, the information is securely destroyed or anonymized.
Security
We take reasonable technical, physical and administrative measures to protect information against loss, theft and unauthorized access, use or disclosure: need-to-know access controls, encrypted passwords and secure hosting in Canada.
Confidentiality incidents
In the event of a confidentiality incident presenting a risk of serious injury, we take reasonable measures to reduce its consequences, notify the individuals concerned and the Commission d’accès à l’information du Québec, and record the incident in a register, in accordance with the law.
Your rights
Subject to the conditions provided by law, you may:
- access the information we hold about you;
- request its rectification if it is inaccurate, incomplete or ambiguous;
- withdraw your consent or unsubscribe from communications;
- request that your information be provided in a structured, commonly used technological format (portability), where that right applies;
- request, in certain cases provided by law, that the dissemination of information cease or that it be de-indexed.
These rights are exercised subject to the conditions and exceptions provided by law.
Handling of requests
To exercise a right or ask a question, write to the person in charge at admin@acssq.org. We will respond within the timeframes provided by law (generally 30 days).
Complaint to the Commission d’accès à l’information
If you are dissatisfied with our response, you may file a complaint with the Commission d’accès à l’information du Québec: www.cai.gouv.qc.ca.
Changes
We may amend this policy. The version in force is the one published on this page, together with its update date.
Contact us
For any question regarding the protection of personal information: admin@acssq.org.