Kia Charlevoix ("We") is committed to protecting your privacy and the personal information collected through its website or any other technological means, used or disclosed to third parties in the course of its activities.
This Privacy Policy outlines how we protect your personal information, taking into account the requirements of applicable laws in Quebec. It applies to anyone who visits our website and uses the various services presented or interacts with us through it.
Responsibility
Kia Charlevoix is responsible for the protection of the personal information it holds or entrusts to a third party.
As such, we ensure that our employees, as well as the third parties with whom we share your personal information, protect the confidentiality of such information, regardless of the nature of their support or the form under which they are accessible.
Personal Information We Collect
In order to provide you with the best service, we collect the personal information necessary for this purpose.
Vehicle Purchase
Name, First Name, Address
Driver's License Number, Email Address
Phone Number
Date of Birth
Information is collected to assist customers in their purchase process.
We collect information in both paper and electronic form.
Finance Application
Name, First Name, Address
Driver's License Number
Email Address, Phone Number, Date of Birth
Social Insurance Number, Employment
Salary
Credit Card Number
Information is collected for the approval of financing applications with financial institutions and for invoice payment.
We collect information in both paper and electronic form.
Service
Name, First Name, Address, Email Address
Phone Number
Credit Card Number
Information is collected to reach our clients and process invoice payments.
We collect information in both paper and electronic form.
Accounting
Name, First Name, Address, Email Address
Phone Number
Credit Card Number
Information is collected to transmit and process invoice payments.
We collect information in both paper and electronic form.
Purpose of the Collection and Means by Which We Collect Personal Information
We use the collected personal information solely to achieve the objectives described in the above table.
Consent - Collection, Use, and Communication
Kia Charlevoix obtains your consent before collecting, using, or disclosing your personal information to third parties, except as provided by law.
Under no circumstances will we use or disclose your personal information without your consent unless required by applicable legislation.
For example, we share your personal information with our partners for financing and purchase of protection purposes. Your information will be transmitted to financial institutions and our protection purchase partners.
Retention Period
We retain your personal information only for the duration necessary to achieve the purposes for which it was collected, unless the law provides for a different retention period to meet legal, accounting, or notice requirements to appropriate government authorities.
Security Measures
We protect your personal information with security measures appropriate to its nature to prevent unauthorized access, use, or disclosure to third parties, as well as to prevent loss or any other compromise of its protection.
We have taken measures to ensure that only members of our staff who need access to your personal information in the course of their duties are authorized to access it. We also ensure that third parties to whom we disclose your personal information take measures to ensure the confidentiality of the information we entrust to them and that they only use it for the purposes outlined in the agreement concluded with them.
Access and Correction of Your Personal Information
It is important that the personal information we hold about you is up to date. Please inform us of any changes to this information.
Additionally, you can submit a request for access to your personal information;
for the correction of your personal information.
for the withdrawal of your consent to the use or disclosure of your personal information,
for the cessation of the dissemination of your personal information, for delisting.
by contacting Mireille Normand, Commercial Director, by email at mireille.normand@kiacharIevoix.com.
Contact Us
You can contact us regarding this Privacy Policy or provide comments, exercise your rights, or file a complaint by contacting Mireille Normand, Commercial Director, by email at mireille.normandt@kiacharlevoix.com.
Policy Date: September 22, 2022
Roles and Responsibilities
Roles and responsibilities of staff members throughout the life cycle of personal information
Kia Charlevoix ("We") recognizes the importance of adopting governance rules regarding the personal information we hold about our customers (current and past), our employees, our suppliers, and all other individuals with whom we may transact in the course of our activities throughout the life cycle of this information. To this end, this document aims to present the roles and responsibilities of each member of Kia Charlevoix throughout the life cycle of personal information.
1. Leader - Person with the highest authority
The leader of Kia Charlevoix is ultimately responsible for the protection of personal information. They must ensure compliance with and implementation of the legal framework applicable to personal information. They are responsible for the performance of the company and are accountable for it.
2. Personal Information Protection Officer
The Personal Information Protection Officer is the manager of personal information protection at Kia Charlevoix, both internally and when entrusted to a third party. They also have the role of promoting the right to privacy and the protection of personal information within Kia Charlevoix.
In this capacity, they are responsible for:
Adoption Date: September 22, 2023
Retention and Destruction Plan
Kia Charlevoix ("We") recognizes the importance of managing the retention and destruction of personal information for its employees and customers (current and past), suppliers, and any other individuals with whom we may transact in the course of our activities.
Purpose and Scope
This Retention and Destruction Plan ("Plan") aims to categorize documents to be retained based on their purpose and their respective retention periods. It also provides Kia Charlevoix with rules that will allow it to effectively manage these documents throughout their life cycle.
This Plan applies to all documents produced or received by Kia Charlevoix in the course of its functions or by any other person to whom we have entrusted the mandate to act on our behalf, regardless of the medium used, all in accordance with the requirements set by the legal framework to which we are subject. This Plan applies not only to any document but also to the data related to it.
Document Categories
Documents related to employees, customers, suppliers; documents related to the dealership's current affairs.
Document Retention
Documents to be retained by Kia Charlevoix will be stored internally in a secure location.
The retention rules described in this Plan also apply to all service providers and any other individuals with whom we may transact in the course of our activities, holding documents owned by us.
Documents may be kept in printed, scanned, or electronic form, ensuring compliance with legal requirements and industry standards, when applicable. Additionally, since it may happen that some of these documents need to be submitted to courts and must then comply with legal requirements to be admissible as evidence, these documents will be retained in accordance with the requirements of the Civil Code of Quebec and the Act respecting the legal framework for information technology.
Document Destruction
Documents will be kept until the expiration of the deadlines specified in the Annex to this Plan. These documents can then be deleted from the computer media used in the administration of Kia Charlevoix, and, in the case of paper-based information, shredded using a secure process.
Person Responsible for Implementation and Update Mireille Normand, Commercial Director.
Plan Date: September 22, 2023