Privacy Policy

Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment (“We”) is concerned about the protection of your privacy and personal information collected via its website or any other technological means, used or communicated to third parties during its activities.

This Privacy Policy sets out how we protect your personal information, in order to take into account the requirements of applicable laws in this area in Quebec and New Brunswick. It applies to any person who visits our website and uses the various services presented there or interacts with us through it.

Responsibility

Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment is responsible for the protection of personal information that it holds or that it entrusts, where applicable, to a third party.

As such, we ensure that our employees, but also the third parties with whom we share your personal information, protect the confidentiality of it, whatever the nature of their medium or whatever the form in which they are accessible.

Personal information we collect

In order to be able to provide you with the best service, we collect the personal information we need to do so.

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Last name First Name;

Phone;

E-mail;

Customers will be able to unsubscribe and choose how to target.

Example: Facebook, Instagram etc.

Sales Department

Last name First Name;

Address;

Phone;

E-mail;

Birthday;

Driving license;

Funding data;

Tractor and equipment datas.

Mechanical department

Last name First Name;

Address;

Phone;

E-mail;

Driving license;

Tractor and equipment datas.

Purpose of collection and means by which we collect personal information

We use personal information collected only to achieve the purposes described below.

To recommend a relevant service to the consumer;

Support consumers and clients in their efforts;

Understand the needs of consumers and customers;

Pass on our knowledge related to tractors and equipment;

Send promotional offers;

Improve our service.

Our means of collecting personal information is:

Paper form;

Mobile applications;

Our website;

Social networks;

Cookies;

Google Analytics.

Consent – Collection, Use and Communication

Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment obtains your consent before collecting, using or communicating to third parties your personal information, except in cases provided for by law.

Under no circumstances will we use or disclose your personal information without your consent unless we are required to do so under applicable law.

The duration of the conversation

We retain your personal information only for the period necessary to fulfill the purposes for which it was collected, except when the law provides for a different retention period, to meet legal, accounting or notification requirements to appropriate government authorities.

Security measures

We protect your personal information by security measures appropriate to its nature, in order to prevent a person from having access to it, using it, or communicating it to third parties when they are not there. was not authorized or to prevent losses or any other attack on their protection.

We have taken steps to ensure that only those members of our staff who need to have access to your personal information in the course of their duties are authorized to access it. We also ensure that the third parties to whom we communicate your personal information take measures to ensure the confidential nature of the information we entrust to them and that they only use it for the purposes provided for in the agreement concluded with them.

Access and rectification to 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 these.

Additionally, you can submit a request

Access to your personal information;

Rectification of your personal information.

To withdraw your consent to the use or communication of your personal information,

Cessation of the distribution of your personal information, de-indexing

By contacting:

Amqui Division: Samantha Fillion by email at samatha.fillion@jngtheriault.com

Grand Falls Division: Tabitha Beaulieu by email at tabitha.beaulieu@gftractor.com

Tracadie Division: Nadine Mallet by email at nadine.mallet@jngtheriault.com

Contact us

You can communicate with us regarding this Privacy Policy or make comments, exercise your rights, file a complaint by contacting:

Amqui Division: Samantha Fillion by email at samatha.fillion@jngtheriault.com

Grand Falls Division: Tabitha Beaulieu by email at tabitha.beaulieu@gftractor.com

Tracadie Division: Nadine Mallet by email at nadine.mallet@jngtheriault.com

Policy date September 18th, 2023

Roles and responsibilities of staff members throughout the life cycle of personal information

Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment (“We”) recognizes the importance of adopting governance rules with respect to the personal information we hold about our customers (current and past), our employees, our suppliers and all other persons with whom we may deal in the course of our activities, throughout the life cycle of this information.

As such, this document aims to present the roles and responsibilities of each member of Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment throughout the lifecycle of personal information.

Leader – Person with the highest authority

The Machinery J.N.G. Thériault inc. / Grand Falls Tractor & Equipment’s controler is primarily responsible for the protection of personal information. He/She must ensure compliance and implementation of the legal framework applicable to personal information. He/She is responsible for the performance of the company and is accountable for it.

Responsible for the protection of personal information

The person responsible for the protection of personal information is the manager of the protection of personal information within Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment, but also with regard to those entrusted to a third party. He/She also has the role of promoting the right to respect for private life and the protection of personal information within Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment.

In this capacity, he/she is responsible for:

Advise the management of Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment regarding the protection of personal information;

Participate in establishing the organizational position regarding the protection of personal information;

Establish and implement policies and practices governing the governance of Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment with regard to personal information and ensure its periodic review;

Ensure an inventory of personal information and participate in its categorization according to the level of sensitivity for the application of appropriate security measures;

Coordinate the preparation of the inventory and mapping of personal information and applicable policies within Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment;

Ensure that security measures to protect personal information collected, used, communicated, stored or destroyed and which are reasonable taking into account, in particular, their sensitivity, the purpose of their use, their quantity, their distribution and their support are documented and implemented;

Intervene at any stage of an assessment of the factors relating to privacy of a project involving an operating system or electronic delivery of services involving personal information;

Be consulted when assessing the risk of harm being caused to a person whose personal information is affected by a confidentiality incident;

Maintain records of communications of personal information, including in the event of a confidentiality incident;

Be informed in the event of a confidentiality incident occurring with an agent or the performer of a service or business contract;

Carry out (alone or with the services concerned) the inventory of contracts with suppliers and external service providers and, if necessary, revise them;

Carry out any verification relating to the confidentiality of personal information entrusted to a third party;

Respond to requests for access to personal information, rectification and complaints;

Assist the requester in understanding the decision to refuse – in whole or in part – access to or rectification of personal information;

Implement training and awareness mechanisms for the protection of personal information within Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment;

Respond to requests from the Commission for Access to Information.

IT resources sector

Here are the procedures put in place for the roles and responsibilities of the IT resources sector:

We have established access permission terms based on the title of each employee;

We have established procedures for each department related to computer systems.;

Take inventory of our technologies used;

We do audits on security measures.

Human resources sector

The role and responsibility of the human resources sector is to:

Prepare personal information sheets for the hiring employee;

Collect personal information such as: banking information, driving license and health insurance;

Perform a criminal background check,

Manage payroll;

Ensure that employees know the roles and policies of everyone in the company;

Ensure that the company’s personal information protection policies and procedures are respected;

Provide access to the computer system according to the roles that the employee holds in the company;

Units holding and using personal information

Sales department

Representatives

Their roles are to advise you and guide you towards your essential needs related to the acquisition of a tractor and equipment.

To do this, they are responsible for collecting the following information:

Last name First Name;

Address;

Phone number;

Driving license;

Numberplate;

Tractor and equipment serial number;

Birthday;

Email Address.

Financial Director

Their roles are to advise you on after-sales products that can be added with the acquisition of your tractor and equipment. He/she must also validate whether your credit file is admissible with financial institutions.

To do this, they have access to the same information as the “representatives” and the following:

Social insurance number

Bank account

Annual income

Other documents provided by the customer to make a credit request depending on the institution

Sales manager

Has access to all the information mentioned above since it ensures proper functioning within the sales department. He is the resource person to help employees, but also consumers.

Service Department

Service director and technical advisor

Their roles are to analyze and understand the problems that have arisen on your tractor and equipment. He then forwards your request to the mechanics to rectify the problem or simply carry out your mechanical maintenance.

To do this, they are responsible for collecting the following information:

Last name First Name;

Address;

Phone number;

Tractor and equipment serial number;

Email Address.

Parts Clerk

Their roles are to guide you, advise and validate whether the parts you are looking for are available and compliant for your type of tractor and equipment.

To do this, they are responsible for collecting the following information:

Last name First Name;

Address;

Phone number;

Tractor and equipment serial number.

Owner and administration

Their roles are to ensure that consumers are satisfied with the services provided within Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment and to ensure that the procedures and policies put in place are respected by employees.

To do this, they have access to:

All personal information mentioned above of consumers and employees.

Date of adoption September 18th, 2023

Conservation and destruction plan

Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment (“We”) recognizes the importance of overseeing the retention and destruction of the personal information of its employees, but also of its customers (current and past), its suppliers and all other persons with which we may transact in the course of our activities.

Objective and Scope

This Conservation and Destruction Plan (“Plan”) aims to categorize the documents to be retained according to their purpose as well as their respective retention period and to provide Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment rules that will allow it to effectively manage these documents throughout their life cycle.

This Plan applies to all documents produced or received by Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment in the exercise 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 framework legal to which we are subject. This Plan applies not only to any document, but also to the data linked to it.

Category of documents

All documents mentioned below at Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment have a shelf life of 7 years.

The categories of documents held by the dealership are:

Installment sales contract and rental contract;

Contract sold to a third party;

Financial product contract;

Invoices to customers and suppliers;

File of a former employee;

Payroll and employment records.

All documents mentioned below at Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment have a shelf life of 3 years.

Invoices to customers and suppliers;

Repair orders and service invoices.

Document retention

The documents to be kept by Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment will be stored in a locked room. Access is restricted; only senior management employees can have access.

The retention rules described in this Plan also apply to all service providers and all other persons with whom we may deal as part of our activities holding documents belonging to us.

Documents can be retained in printed, scanned or electronic form, ensuring compliance with legal requirements and industry standards, where applicable. Furthermore, since it could happen that some of these documents must be filed in court and must then comply with legal requirements in order to be admitted as evidence, these documents will be preserved in accordance with the requirements of the Civil Code of Quebec and of the Law concerning the legal framework for information technologies.

Destruction of documents

The documents will be kept until the expiry of the deadlines provided for in the Annex to this Plan. These documents may then be eliminated from the computer media used in the administration of Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment and, in the case of paper information, shredded using a secure process.

Responsible for application and updating

Those responsible for the plan are:

Amqui Division: Samantha Fillion

Grand Falls Division: Tabitha Beaulieu

Tracadie Division: Nadine Mallet

Plan date: September 18th, 2023

Process for handling complaints relating to the protection of personal information

Machinerie J.N.G. Thériault inc. / Grand Falls Tractor & Equipment (“We”) recognizes the importance of protecting the personal information we collect from our customers (current and past), our employees, our suppliers and any other persons with whom we may deal as part of our activities, throughout the life cycle of this information.

In the event that one of these people wishes to file a complaint regarding the protection we grant to the personal information we hold, they can do so by contacting our personal information protection officers by email at:

Amqui Division: samatha.fillion@jngtheriault.com

Grand Falls Division: tabitha.beaulieu@gftractor.com

Tracadie Division: nadine.mallet@jngtheriault.com

The complaint must contain the following elements:

Identification of the dealer targeted by the complaint;

Identification of the complainant: first name, last name and postal address;

Subject and reason for the complaint – the complaint must be sufficiently precise, otherwise the person responsible for the protection of personal information may contact the complainant to obtain any additional information in order to be able to assess the complaint;

The person responsible for the protection of personal information must, diligently and no later than 30 days following receipt of the complaint:

Send, in writing, an acknowledgment of receipt to the complainant;

Analyze the admissibility of the complaint;

Respond, in writing, to the complainant. The response must:

be motivated;

indicate, where applicable, the corrective measures taken to modify the practices and procedures covered by the complaint if it is deemed admissible;

indicate the recourse available to the complainant if he or she intends to contest the decision taken and the time limits within which they can be exercised.

The person responsible for the protection of personal information must keep a file for each complaint received. This file must contain the complaint, the analysis that was carried out, the response sent to the complainant and, where applicable, the corrective measures that were taken and the documents supporting the complaint.

Date of adoption of the process: September 18th, 2023