Privacy of information

CGI Payroll Services Centre Inc. (PSC) is committed to regulating the collection, use and disclosure of personal information.

To ensure information privacy, PSC has adopted certain controls surrounding the hiring of its employees as well as generally accepted privacy principles to facilitate the protection of personal information.

During the hiring process, employees must familiarize themselves with and sign the code of ethics and professional conduct which requires them to respect the clauses regarding confidentiality, intellectual property, loyalty and the lack of conflict of interest, respect and integrity as well as the protection of assets belonging to PSC and its clients. The member also agrees, at the time of hiring, to adhere to the Policy on the use of information systems and information technology (IS-IT) which deals with policies related to the use of PSC’s technological systems, services and infrastructures and those of its clients and to the protection of the data they contain.

New employees are subject to a mandatory background check process: credit check, criminal record check and references from previous employers. Other verifications may be required, such as confirmation of level of education, affiliation with a professional association or a more specific enquiry about history of fraud.

To demonstrate this commitment to privacy, PSC has adopted policies and standards that are accessible to employees. These documents are kept up to date and display the date of the most recent edits.

PSC abides by the following ten principles:

1. LIABILITY

PSC is committed to safeguarding the privacy, security and accuracy of the personal information it collects, uses or discloses in accordance with applicable laws. Using industry accepted precautions, PSC will protect all client data as well as any information related to its client’s activities, submitted to PSC by its clients, in accordance with this policy, by the same methods that PSC uses to protect its own data and other information related to its activities.

2. DETERMINATION OF THE PURPOSES OF INFORMATION COLLECTION

PSC does not directly acquire the consent of the employees whose payroll it produces. The onus is on the employer to obtain this consent as required by the current laws.

3. CONSENT

PSC does not directly acquire the consent of the employees whose payroll it produces. The onus is on the employer to obtain this consent as required by the current laws.

4. LIMITS ON THE COLLECTION OF PERSONAL INFORMATION

The information collected is used exclusively for payroll production purposes and for obligations related to the delivery of this service.

5. LIMITS ON THE USE, DISCLOSURE AND RETENTION OF PERSONAL INFORMATION

Client lists are not disclosed to third parties other than those linked to PSC, by a partnership or subcontracting agreement and solely for the purposes of delivering payroll services. Only those employees who need to view your information as part of their regular work duties are given access. Our sub-contractors are also bound to observe our privacy policy. Data are only kept as long as is required for service delivery. Obsolete documents are systematically destroyed. Furthermore, the passwords that you use to access your data are confidential and you are the only person who knows them. In no way do our employees have access to your passwords and they will never ask you to reveal them.

6. ACCURACY

The employer remains solely responsible for the accuracy and integrity of all of the data and information it submits to PSC. If certain personal information requires correction, requests must be addressed to the employer.

7. SECURITY MEASURES

PSC has implemented physical and logical security measures to protect personal information against loss, theft, and unauthorized access, use or modification.

Access is restricted by a magnetized card system. All of our locations are equipped with a video surveillance system. Logical security is regulated by security standards such as the use of unique user accounts and passwords for each employee. Access is defined by function, which enables the restriction of access to data and programs.

8. TRANSPARENCY

PSC publishes this policy on privacy and the protection of personal information to inform clients and their employees about the practices that apply to payroll processing.

9. ACCESS TO PERSONAL INFORMATION

Anyone who wishes to access or edit personal information required for payroll processing must submit a request to their employer.

10. REPORTING ON INFRINGEMENT OF THE PRINCIPLES

PSC has designated a person to be in charge of the protection of personal information.

You can contact the person in charge by e-mail at privacy@nethris.com or by mail at the following address:

CGI Payroll Services Centre inc. (Nethris®)
1611, Crémazie boulevard. East, 7th floor
Montreal (Quebec) H2M 2P2
Canada