Synergy App Privacy Policy

Coffrages Synergy Formwork (incorporated in Quebec under the legal name 9090-5092 Quebec Inc.), along with its affiliates, subsidiaries, and related entities (collectively, “Synergy“, “we“, “our“, and “us“), is committed to protecting your privacy. This privacy policy (the “Policy“) explains why and how we collect, use, share, store, transfer, and protect (collectively, “Processing“, “Process“, and any conjugated form thereof) your personal information (“Personal Information“), as described in more detail in the “About the Policy” section. The way we process your Personal Information may evolve over time, and we will update this policy from time to time to reflect any changes in practices, as explained below.

The Synergy Application is an application created by Synergy that allows us as an employer to connect with our employees who are the users of the Application. Through the Application, users can collaborate, receive, and share work-related information. The Synergy Application includes the Synergy mobile application that you can download and install on your mobile phone (the “App“), the administration panel accessible via a web browser to authorized Synergy managers who need access to it in the course of their functions (the “Administration Panel“), connections to third-party applications and APIs, and related services (collectively called the “Service” or our “Services“).

The Services are intended for use by Synergy as an employer. We authorize your access to and use of the App as an employee user of Synergy.

“You“, “Your“, “User” refers to a user of the App, who is an individual, an employee of Synergy, and who is authorized to use the App.

1. ABOUT THE POLICY

This Policy explains why and how Synergy processes your Personal Information in connection with your use of the App. It can be accessed at any time via our website at http://www.coffragessynergy.ca/en/. The Policy also describes why and how we process your Personal Information, for example, when we process your Personal Information to provide you with your pay stub or work assignments.

2. WHAT IS “PERSONAL INFORMATION”?

In this Policy, “Personal Information” means any information about an individual that, used alone or with other information, can identify a person. In general, Personal Information does not include business contact information, such as your name, title, business address, or business telephone number.

3. WHAT PERSONAL INFORMATION DO WE COLLECT?

We collect your Personal Information when you use the App. The Personal Information we collect is what you have voluntarily provided to us as part of your employment contract.

3.1. Users of the App

If you use the App, we may collect the following personal information as applicable:

• Your contact information that is linked to your employee file with us (e.g., your first name, last name, address, email, and phone number, username of your account, if applicable, and any other contact information);
• Your date of birth;
• Your professional information such as your vacation dates, work absences, work schedule, and other work-related information within Synergy;
• Your financial information, such as your pay stub;
• Your certificates, courses, cards, or licenses necessary to work with us;
• The content, communications, and other information you provide when you use the App, including when you create an account, upload your profile picture in the App, create or share content, and send messages or communicate with others using the App.
• The content, communications, and other information that others provide when using the App. This may include information about you, for example, when they share or comment on a photo of you or send you a message;
• All communications with other users of the App;
• Information you provide when you contact us or seek support from Synergy regarding the Service (support@coffragessynergy.ca);
• Your geolocation data. Geolocation is not used by default in the App. The App asks you to share your geolocation only when you use the Punch feature. When the employee clicks on the Punch feature in the App, a pop-up window will appear in the App, indicating that, to use this feature, the App needs temporary access to your geolocation data to confirm that your geographic location is within the defined perimeter of your workplace. You can accept or decline the App’s access to your geolocation; however, if you decline, the Punch feature will not be able to identify if you are within the defined perimeter of your workplace. If you accept the App’s access to your geolocation, the App will access your geographic location and confirm whether you are within the predefined perimeter of your workplace. Once the confirmation of your location within or outside the predefined perimeter is made, the positive or negative information will be sent to your team manager, who will use it to approve your working hours. Under no circumstances will your exact geographic position be shared with anyone; once the positive or negative information is received, the geographic data used to confirm this information will be destroyed without delay.
• Data automatically collected on your computer or mobile device, including non-personal information such as your operating system, your browsing history on our Services, the frequency of your visits or use of our Services, and the pages you visit and when.

4. HOW DO WE COLLECT YOUR PERSONAL INFORMATION?

We collect Personal Information that you provide when you start your employment contract with us or when you access and use the App.

We also collect your Personal Information from you when you communicate with us.

In some circumstances, we may also collect information from your mobile devices and/or computers (e.g., operating system); this information does not constitute Personal Information.

5. WHY DO WE COLLECT YOUR PERSONAL INFORMATION?

5.1. For specific, legitimate, limited, and necessary purposes

Synergy collects your Personal Information for:

• As part of your employment relationship with Synergy, to enable you to access the App, respond to your requests and inquiries, contact you, and communicate with you in connection with your employment at Synergy.
• Preventing fraud, protecting the security of the Services, and resolving any issues related to the Services.
• Creating your user profile.
• Communicating with you and sending you messages via the App, text message, phone, or email. When we send you push notifications on your cell phone, you can opt out by changing your phone settings.
• Complying with our legal obligations.

5.2. For secondary purposes

Synergy may also aggregate, encrypt, and anonymize the Personal Information you have provided to create statistical data. This statistical data is encrypted in such a way that individuals cannot be identified. Synergy may use the statistical data for the purpose of:

• Analyzing trends and user interests, developing machine learning algorithms, or sharing these statistics with third-party partners. This statistical data does not include any Personal Information of users.

6. WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH?

Synergy does not rent or sell any of your Personal Information to third parties and does not share it with third parties without your consent, unless required by law, permitted by law, or necessary for the purposes described below.

6.1. With Synergy employees

Synergy shares your Personal Information with any Synergy employees who need to know this Personal Information in the course of their duties. This information may include the Personal Information mentioned in section 3.1, to the extent necessary for the employee to perform their functions.

6.2. With agents and third-party service providers

Synergy may engage third parties to facilitate its activities and assist in providing all features of the App, or to provide customer support services, such as mobile service providers (SMS), customer relationship management platform providers, and hosting service providers. In the course of these business activities, Synergy’s service providers may have access to your Personal Information and use it for a limited period in their business activities. When Synergy employs third parties for the processing of any Personal Information, Synergy implements reasonable contractual and technical safeguards to ensure that these third parties keep all Personal Information strictly confidential. Please note that these third parties may be located outside of your location, in which case Synergy takes the appropriate measures outlined below in the section “Where is your Personal Information Stored and Transferred? »

6.3. When required by applicable laws

Synergy may also share your Personal Information if required by law or if it believes in good faith that such action is necessary to: (i) comply with the law; (ii) comply with the order of a competent judicial authority in any jurisdiction; (iii) comply with a legal process served on Synergy; (iv) protect and defend Synergy’s rights or intellectual property; (v) enforce or verify your compliance with any part of the agreements you have made with Synergy, if applicable; (vi) prevent fraud or any other illegal activity carried out through the App; or (vii) act in urgent circumstances to protect the personal safety of App users or the public in general.

6.4. In the event of a business transfer

We may share your Personal Information without your consent when our activities require it (such as in the case of a merger, acquisition, bankruptcy, or sale of assets). In the context of such an event, we may also share all or part of your Personal Information with the relevant third party (or its advisors) as part of a due diligence process.

6.5. For other purposes, with your consent

For other reasons not specified above, Synergy will ensure that your consent is obtained before sharing your Personal Information.

7. HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?

Synergy will retain your Personal Information only as long as necessary to achieve the purposes for which it was collected or to comply with applicable legal, tax, or regulatory requirements. After this period, all Personal Information held by Synergy will be destroyed or anonymized. If you would like more information on this, please contact us as indicated in the section “How to Contact Us?“.

8. HOW DO WE PROTECT YOUR PERSONAL INFORMATION?

8.1. With Necessary and Appropriate Security Measures

We have implemented and maintain appropriate technical and organizational security measures, policies, and procedures designed to reduce the risks of accidental destruction or loss, unauthorized disclosure or access to Personal Information, based on the nature of this data. The measures we take are as follows:

• Protective Measures – The physical, electronic, and procedural safeguards we employ to protect your Personal Information include secure servers, firewalls, antivirus software, and SSL data encryption.
• Access Control – We strictly manage system access and limit access to authorized personnel based on the need to access your Personal Information as part of their duties. We maintain an up-to-date list of individuals authorized to access your Personal Information, which is reviewed at least once a year. We revoke access for authorized personnel immediately upon termination of their employment.
• Internal Policies – We regularly maintain, review, and update our policies regarding privacy protection, information security, and personal data protection.
• Encryption – We encrypt data in transit using secure TLS/SSL protocols.

While we strive to use the most secure and appropriate measures to protect your Personal Information, we cannot guarantee that the App is free from malfunctions, interceptions or unauthorized access, hacking attempts, cyberattacks, or other forms of abuse or misuse.

Since the security of information partly depends on the security of the mobile device you use to communicate with us and the security measures you use to protect your credentials and

If you believe that an unauthorized account has been created in your name, or that unauthorized access has been made to your account, please notify us as soon as possible as indicated in the section “How to Contact Us?“.

9. PRIVACY OF MINORS

Synergy does not target minors and, specifically, Synergy does not intentionally collect Personal Information from minors. However, if Synergy were to have minor users, Synergy will ensure to obtain parental or guardian consent in accordance with applicable laws and regulations.

10. WHERE IS YOUR PERSONAL INFORMATION STORED AND TRANSFERRED?

Synergy is committed to protecting your Personal Information. Synergy may hold your Personal Information in locations other than your province, territory, state, or country of residence (hereinafter referred to as (ci-après “Elsewhere“). Synergy may also use the services of subcontractors, cloud storage providers, consultants, or other third-party contractors (collectively referred to as “Subcontractors“) to process or share your Personal Information with third parties located Elsewhere. In such cases, Synergy will ensure that your Personal Information is transferred to countries that are subject to laws governing personal data protection and that your Personal Information is adequately protected through technical, organizational, contractual, or other appropriate legal means. When our Subcontractors have access to your Personal Information, Synergy ensures that these Subcontractors adhere to the highest standards of privacy and cybersecurity, such as having security certifications like ISO 27001, SOC 2, etc. If you would like more information about these security measures, please contact Brix as indicated in the section “How to Contact Us?“.

11. WHAT ARE YOUR RIGHTS?

11.1. Access and Correction of Your Personal Information

It is important that the Personal Information we hold about you is accurate and up to date. Please keep us informed of any changes to your Personal Information. Under the law, you have the right to request access to the Personal Information that Synergy holds about you and to request correction in case of errors, if applicable.

If you wish to review, verify, correct, or withdraw your consent to the use of your Personal Information, you can email us to request access or correction of any Personal Information about you. For this purpose, please refer to the section “How to Contact Us?“.

Synergy may ask you for specific information to help us verify your identity and your right of access, and to provide you with the Personal Information we hold about you or to make the changes you request. Applicable laws may allow or require us to deny access to all or part of the Personal Information we hold about you. It is also possible that we have destroyed, deleted, or anonymized your Personal Information in accordance with our legal obligations and record retention practices. If we cannot provide you with access to your Personal Information, we will inform you, subject to legal or regulatory restrictions.

11.2. Withdrawal of Consent

When you have given your consent to the collection, use, and transfer of your Personal Information, you have the legal right to withdraw your consent. To withdraw your consent to the collection, use, and transfer of your Personal Information, please contact us as indicated in the section “How to Contact Us?“. Please note that if you withdraw your consent, you may not be able to use the App.

12. HOW TO FILE A COMPLAINT?

Anyone wishing to file a complaint regarding this Policy or the protection of your Personal Information should do so by writing to the contact details provided in the section “How to Contact Us?“.

You should provide us with your name, contact information, phone number, as well as the subject and grounds of your complaint, with sufficient details to allow Synergy to assess the complaint. If the complaint is not sufficiently detailed, Synergy may request any additional information it deems necessary for evaluating the complaint.

13. HOW TO CONTACT US?

If you have any questions about any aspect of this Policy, wish to provide feedback, file a complaint, or exercise any rights you have under applicable laws, please contact our Privacy Officer as follows:

Privacy Officer: confidentialite@synergy.ca

You should provide your name, contact information, a phone number where you can be reached, and the reason for your contact.

Your request may be accepted or denied by Synergy based on applicable laws. Synergy will take prompt corrective action when it becomes aware of a breach of this Policy. Synergy will not be liable for any indirect, incidental, consequential, or punitive damages related to this Policy.

14. CHANGES TO THIS POLICY

Synergy frequently reviews this Policy to ensure it is up to date with applicable legislation and its activities. If significant changes are made to the Policy, update notices (such as online notices or emails) may be used to inform you of these changes. Otherwise, posting the revised Policy on the App will be considered sufficient notice, and by continuing to use the App or by providing us with Personal Information, you consent to any changes made to our Policy.

[1] Please note that the profile photo can only be taken with a camera via the App. At no time will the App request or attempt to access your personal photo library on your mobile device.