Privacy policy

Who is responsible

Arbo Féminin is the public name of the committee. The official legal name, if different, is [OFFICIAL LEGAL NAME TO BE CONFIRMED].

For privacy questions, including to exercise your rights, email contact@arbof.ca. The person in charge of the protection of personal information is [PRIVACY OFFICER NAME AND TITLE TO BE CONFIRMED]. Until that name is confirmed, the email above remains the contact method.

Information collected through website forms

The site offers a form to join the committee, receive updates, or ask for more information. Depending on what you submit, we may collect:

• your full name
• your email address
• your phone number, if provided
• your role or roles in the industry
• a clarification if you choose “Other” as a role
• your interest in the committee, communications, or learning more
• the areas in which you might contribute (events, communications, mentorship, education, partnerships, or other)
• the site language at the time of submission

Automatically collected technical information

We do not currently use audience analytics or behavioural advertising tools.

The website host may still keep ordinary technical logs, such as IP address, browser type, date and time, the requested page and the response code. Those logs support operations, security and troubleshooting. We do not combine them with your form to build a marketing profile.

The browser also sends technical headers (language, device type) needed to display the page.

Why we collect and use information

We use the information only to:

• respond to your request and, where relevant, follow up on your interest in the committee or an activity
• email you if you asked for news or more information
• organize meetups, mentorship or events that follow from your request
• protect the form against automated or abusive submissions
• operate and secure the website

Consent and withdrawal of consent

Submitting the form is consent to our handling the information you provided for the purposes above. The interest checkboxes (committee, communications, learn more) specify what you are asking for.

You may withdraw consent by writing to contact@arbof.ca. Withdrawal does not affect handling that was already lawful. If you withdraw consent to communications, we will stop writing to you for that purpose, except for messages still needed to finish a request already underway.

Choices about non-essential cookies, when they apply, are made in the consent window and can be changed at any time.

Cookies and similar technologies

The site stores your consent decision in the browser's local storage (policy version and timestamp). That is necessary to remember your choice and avoid opening the window on every visit.

We do not currently set analytics, advertising or marketing-personalization cookies. No third-party tracking tag is loaded before consent, and none is loaded today after acceptance, because the site does not use those tools.

You can clear local storage and cookies in your browser settings. That may make the consent window appear again.

Service providers and other third parties

We do not sell your information. The website currently uses the following third-party services:

• the website host, which serves pages and may keep technical logs
• Microsoft 365, which delivers the internal notice when a form is submitted. The message contains the form answers and may be stored in an Arbo Féminin mailbox. The public contact address remains contact@arbof.ca
• Instagram, only if you choose to open our profile. Instagram then applies its own policy

Retention

The retention period for form answers, notification emails and related records has not yet been decided: [RETENTION PERIOD REQUIRES APPROVAL — POLICY DECISION PENDING].

Technical host logs follow that provider's practices.

The cookie-consent decision stays in your browser for up to one year, until you clear it, or until this policy's version changes.

Security measures

The site is served over HTTPS. The form is posted to our own service address, with controls intended to limit automated submissions and duplicates.

Access to the internal mailbox that receives requests is limited to committee members who need it. No measure removes every risk; an incident would be assessed and, where required, reported under applicable law.

Processing outside Quebec or Canada

Website hosting and Microsoft 365 may store or process information on servers outside Quebec, including elsewhere in Canada or abroad, according to those providers' infrastructure.

When information leaves Quebec, it may be subject to the laws of the place where it is stored, including possible access requests by authorities there.

Your rights

Subject to exceptions in the law, you may ask to:

• access the personal information we hold about you
• correct information that is inaccurate or incomplete
• withdraw consent
• request deletion when keeping the information is no longer justified

Privacy contact

Send your request to contact@arbof.ca with a clear subject (access, correction, deletion or a privacy question) and enough detail to identify you. We may ask for identity confirmation before responding.

If you are not satisfied with our response, you may contact the Commission d'accès à l'information du Québec.

Policy updates

We may update this policy to reflect a change in practices, tools or law. The date at the top of the page identifies the latest draft revision, not an effective date. A change to the policy version may show the cookie-consent window again.

Effective date

[EFFECTIVE DATE REQUIRES APPROVAL AFTER REVIEW OF THE TEXT]. This draft does not set an effective date.