Personal data protection policy
Public policy for Ethos Metrics (January 20th 2025)
Table of contents
Contact information of the Privacy Officer (person responsible for personal data protection)
Usage of cookies and similar technologies
Data retention and data security
Purpose of the privacy policy
The Privacy Policy of Ethos Metrics (hereinafter referred to as Ethos) aims to define and clarify the principles and practices regarding the management and protection of personal information. The primary objective is to ensure that all personal data is handled with the highest level of confidentiality and security, in compliance with Law 25 and other relevant regulations. This policy seeks to build trust and integrity in the handling of personal information by establishing clear guidelines for its collection, use, disclosure, and retention. It also commits to fostering a culture of confidentiality within the organization by raising awareness among employees about the importance of protecting personal data and providing relevant training.
Entry into force
This policy will enter into force on January 20th 2025
Contact information of the Privacy Officer (person responsible for personal data protection)
Privacy Officer : Gaëtan Carrénard
Email : info@ethosmetrics.ca
For any request regarding access, rectification, or deletion of personal data, please contact the privacy officer at the provided email address. Ethos is committed to responding within a reasonable timeframe, in accordance with legal requirements.
Company commitments
Ethos is firmly committed to protecting the confidentiality and security of personal data. This commitment includes rigorous security practices, ongoing employee training on data protection, and compliance with all relevant personal data protection laws. Strict procedures for managing personal data are in place, such as access controls, monitoring systems, and regular audits. Raising awareness among employees and providing ongoing training are essential to ensuring that every team member understands the importance of data protection.
Additionally, the Privacy Officer plays a crucial role by supervising and guiding data protection policies and practices, thereby ensuring responsible governance that adheres to the highest standards of privacy protection and data confidentiality.
Collection of personal data
Ethos collects various types of personal data to operate and provide its services. The collected data includes but is not limited to the following information: names, email addresses, phone numbers, and payment details. Data is collected through different methods, such as direct interactions with customers, the web contact form, and newsletter subscriptions. The purpose of this collection is to provide efficient services and communicate with partners.
Usage of personal data
The personal information collected by Ethos is primarily used to provide tailored customer service, manage accounting and finances, conduct marketing activities, and ensure compliance with legal obligations. This information helps to personalize the user experience, inform the customer of their obligations, manage requests and complaints, and comply with data protection regulations.
Third-party data sharing
Ethos only shares personal data with third parties in specific and controlled circumstances, for purposes such as:
- Providing services: data may be shared with partners for the purpose of delivering a service
- Technical maintenance: data may be disclosed to technical service providers for the purpose of maintaining and supporting the website and other systems.
- Legal entities when required by law.
These data-sharing activities are governed by strict agreements to ensure the protection of personal data, in accordance with data privacy standards and legal requirements.
Usage of cookies and similar technologies
Ethos uses cookies and similar technologies on its website to enhance user experience, analyze traffic, and optimize site performance. Users are informed about the use of cookies during their first visit and have the option to manage their preferences. Ethos respects users' choices regarding cookies.
Data retention and data security
Ethos adheres to strict procedures for the retention and security of personal data, in accordance with its Data Management Policy. Data is stored on Google Drive and Zoho, with advanced security measures, including encryption and access management. A data retention and deletion schedule is in place, tailored to the nature of the data, with specific retention periods for each category, such as ten years for financial documents and three years for operational data. In the case of international transfers, Ethos ensures compliance with the data protection standards of the destination country. A summary table detailing all data retention periods is maintained and reviewed every three years.
Data type | Retention period | Frequency of review |
Administration | 3 years | Every 3 years |
Governance | 3 years | Every 3 years |
Finances | 10 years | Every 3 years |
Human resources | Duration of employment + 7 years after end of employment | Every 3 years |
Operations | 3 years | Every 3 years |
Contracts | 7 years after the end of the contract | Every 3 years |
Communications | 3 years | Every 3 years |
Other | 3 years | Every 3 years |
Third-Party websites
Ethos's privacy policy does not apply to third-party websites that users may access through links on Ethos's website. Ethos assumes no responsibility for the privacy practices of these third-party sites. Users are encouraged to review the respective privacy policies of these websites to understand how their personal data may be used and protected.
User rights
Ethos users have the right to access, correct their personal data, and withdraw their consent at any time. For any requests related to these rights, please contact Gaëtan Carrénard, Co-founder, Chief Technology Officer, and Privacy Officer.
Commercial messages
Users can unsubscribe from Ethos's marketing communications at any time. This option is available in every email communication, allowing users to control how and whether they receive promotional materials.
Policy updates
Ethos's privacy policy is subject to revisions and updates to remain compliant with legal and technological developments. Users will be informed of significant changes through the website or direct communications.
Contact information
For any questions or requests regarding the protection of personal data, users can contact Gaëtan Carrénard, Chief Technology Officer of Ethos and Privacy Officer, at the email address info@ethosmetrics.ca.