Privacy and Personal Information Protection Policy

1. Our commitment

At A-WAY | Mobilité professionnelle inc. (“A-WAY,” “we,” “us” or “our company”), protecting your personal information and respecting your privacy are important to us.

As part of our immigration and relocation activities in Canada, we support individuals, foreign workers and their families. Delivering these services may require the collection and use of personal information, some of which may be sensitive.

We are committed to handling this information responsibly and confidentially, in accordance with applicable privacy laws, including those in force in Quebec and Canada.

This policy explains what information we collect, why we use it, with whom it may be shared and what your rights are.

2. What personal information do we collect?

The information collected depends on the services requested and your situation. It may include:

• Identification and contact information: last name, first name, address, email address, telephone number, date of birth, nationality and citizenship;
• Immigration-related information: passport, identity documents, civil status records, permits, visas, diplomas, professional experience, employment contracts and correspondence with government authorities;
• Family and relocation information: family composition, and housing, transportation, schooling and settlement needs in Canada;
• Professional and financial information: information about the employer, employment, compensation and, where required, financial documents or proof of funds;
• Sensitive information: where necessary for a process, certain medical or biometric information or information about criminal history.

We limit collection to the information necessary to carry out the services and mandates entrusted to us.

3. Why do we use your information?

Your personal information may be used to:

• Assess your situation and your immigration and relocation needs;
• Prepare, submit and follow up on your applications with the competent authorities;
• Support you and the family members concerned as you settle in Canada;
• Communicate with you, your employer or other persons involved in your file;
• Coordinate the services needed to carry out your mandate;
• Manage our contractual, administrative and financial relationships;
• Comply with our legal, regulatory and professional obligations;
• Ensure the quality of our services and the management of our activities.

We do not use your information for other purposes without your consent, except where permitted or required by law.

4. How is your information collected?

We may collect your personal information in different ways, including:

• Directly from you, during our exchanges or in the course of your mandate;
• Through your employer or the client company, where necessary to provide the services;
• Through members of your family or authorized representatives;
• From government authorities or other stakeholders involved, where permitted or necessary.

Information submitted through our website contact form is sent to a restricted-access email inbox. Only authorized members of our team may view and follow up on these requests.

For immigration and relocation files, A-WAY uses a secure digital platform for uploading, transferring, managing and storing the documents and information needed to process files.

Access to the information stored on it is restricted to authorized persons who need it to perform their duties. Certain authorized partners or service providers may also have access where necessary to carry out the requested services.

5. With whom may your information be shared?

To the extent necessary to carry out our mandates, your personal information may be shared with certain individuals or organizations, including:

• Government authorities and public bodies involved in your immigration process;
• Your employer or the client company, where necessary to carry out the mandate or where authorized;
• Regulated Canadian immigration consultants and other professionals involved in your file;
• Our relocation, housing, transportation and settlement partners and service providers;
• Our technology service providers, including for hosting, storage, document management and communications;
• Our professional advisors, including legal and accounting advisors, where necessary.

We do not sell your personal information and do not share it with third parties for marketing purposes without your consent.

6. Hosting and disclosure outside Quebec or Canada

Some of our technology providers or partners may be located outside Quebec or Canada. In this context, certain personal information may be hosted, processed or shared in other jurisdictions.

Where required by law, we carry out the necessary assessments before disclosing personal information outside Quebec and put appropriate contractual and protective measures in place.

7. How long do we keep your information?

We keep your personal information only for the period necessary for the purposes for which it was collected, subject to applicable legal, regulatory and professional obligations.

The retention period may vary depending on the nature of the service, the length of the mandate, the requirements of the competent authorities and applicable legal deadlines.

When the information is no longer needed, it is securely destroyed or anonymized, where permitted by law.

8. How do we protect your information?

We implement reasonable physical, technological and organizational security measures to protect personal information against loss, theft, unauthorized access, unauthorized use or disclosure, and accidental alteration or destruction.

These measures include access controls, authorizations based on individual responsibilities, account and system protection mechanisms, and confidentiality commitments.

We also favour the use of our secure file management platform for sending sensitive documents, rather than email, when this option is available.

Despite the measures in place, no system can guarantee absolute security. In the event of a confidentiality incident presenting a risk of serious harm, we will take the measures required by applicable laws.

9. What are your rights?

In accordance with applicable laws, you have certain rights regarding your personal information, including:

• Right of access: to ask whether we hold personal information about you and to obtain access to it, subject to the restrictions provided by law;
• Right to rectification: to request the correction of inaccurate, incomplete or ambiguous information;
• Right to withdraw consent: to withdraw your consent where processing is based on it, subject to applicable legal or contractual obligations;
• Right to cease dissemination and to de-indexing: to request certain measures concerning the dissemination of personal information, in the circumstances provided by law;
• Right to portability: to request, where the legal conditions are met, to receive certain computerized personal information in a structured, commonly used technological format;
• Right to file a complaint: to contact our privacy officer or file a complaint with the Commission d’accès à l’information du Québec.

To exercise your rights, please contact our privacy officer using the contact information below. Reasonable verification of your identity may be required.

10. Privacy officer

A-WAY has designated a privacy officer in accordance with applicable legal requirements.

For any question about this policy, to exercise your rights or to make a request concerning your personal information, you may contact: info@away-canada.com.

You may also obtain information from the Commission d’accès à l’information du Québec: www.cai.gouv.qc.ca