Introduction
This Privacy Policy (the “Policy”) governs how Hedhofis Group Inc., Espace Hedhofis Québec Inc., Espace Hedhofis BST 2 inc., Espace Hedhofis Ville Mont-Royal Inc., Espace Hedhofis Trois-Rivières Inc. and Espace Hedhofis Lévis Inc. (collectively “we”, our “group” or “Hedhofis”) collect, require, use and store personal data about you as a user (“you” or “user”) in all interactions between our group and you.

We are committed to protecting the privacy and security of your personal data that we collect, process or control. This Policy provides notice to you of our privacy practices in relation to our interactions with you online, over the telephone and when you visit our centers.
Please read this Policy carefully and revisit this page from time to time to review any changes that may have been made.

Websites covered by this Policy and Consent

This Policy applies to all our websites and domains including all regional or country-specific sites (collectively the “Websites”). By browsing our Websites and communicating personal data, you consent to the processing of such personal data being governed by this Policy.

The Websites may provide links to third-party websites for your convenience and information. If you click those links and access such third-party websites, you will leave the Websites. We do not control those sites or their privacy practices, which may differ from our own privacy practices. This Policy does not cover any personal data that you choose to give to unrelated third parties. We do not monitor or control the information collected by such third-party sites or the privacy practices of any third parties, and we are not responsible for their practices or the content of their sites.

Types of information we collect and use

In this Policy, “personal information” or “personal data” means information about an “identifiable individual”, being a person who can be identified, directly or indirectly, including by reference to an identifier or to one or more elements specific to the physical, physiological, psychological, economic, cultural or social identity of this person, that is subject to protection under the law in the jurisdiction in which you reside. In some jurisdictions, “personal information” or “personal data” will not include business contact information.

This Policy refers to and applies to all personal data or information collected by our group, whether through forms, our Websites or otherwise, from any user (collaborators, candidates, Internet users, customers, suppliers , etc.).

The Websites collect information through a variety of different ways and for different purposes as follows. If you choose to register with any of the Websites to receive updates from us, to manage your account, and/or use our self-service portal, then you will be requested to provide contact information (name, address, telephone number, email address, a unique login name, and password). We use this information pursuant to our legitimate business interests to provide our services and/or to contact you about the services on our site in which you have expressed interest.

The Websites automatically collect technical information about your visit (such as traffic data and other information related to log files and cookies, the browser type, internet service provider, platform type, Internet Protocol (IP) addresses, referring/exit pages, operating system, and date/time stamp). We aggregate this information for reporting about the Websites to analyze trends, diagnose problems with our server and administer the Websites, to track user movement and use, and to gather broad demographic information. See “Cookies and other digital markers” below for more information.
You also have the option to provide demographic information (such as type of business, size of business, locations, etc.). We use this demographic information to understand your needs and interests and to provide you a more personalized experience on our site. The information is used by the group to process your orders, enable participation in promotions (subject to your prior expressed marketing preferences), and so that we can provide our services to you.

If we speak to you over the phone, you may provide us with personal data during the call and such data may be recorded in written notes. Such calls may be recorded for training and quality purposes. You will be informed at the outset of a call if it is to be recorded, giving you the opportunity to end the call if you are not comfortable with recording.

If you visit our centers in which we have installed CCTV, we may record footage of you on our CCTV system.

What we do with the information we collect

The purpose of this Policy is to protect your privacy and the personal data you provide to Hedhofis that makes you an identifiable individual. Hedhofis is committed to ensuring this protection by controlling the use of any personal data or information that you disclose to Hedhofis.

Hedhofis is committed to treating the information of employees, customers, users, stakeholders and other interested parties with the utmost care and confidentiality.

The personal data collected is used to better assess and meet your needs and provide you with a personalized experience based on an informed analysis, conducted by us and our authorized partners, of your use and your preferences. Only Hedhofis, its personnel and its authorized partners will have access to this information.

Through the Websites, you can order products or services, request information, or subscribe to marketing or support materials. In order to purchase a product or service from us, we will request certain information from you which will be used for contract performance purposes. You will need to provide contact information (such as your name, email, and shipping address) and financial information (such as a credit card number, billing address, and expiration date). Financial information collected from you is used only to bill you for the products and services that you have purchased.

If we collect credit card information from you, we only use this information for payment processing and fraud prevention. Credit card information and other similar sensitive personal data are not used for any other purpose by the group without your express consent. We do not retain your credit card information after processing a payment unless you grant us permission to retain your credit card information for future purchases.

We may also use your contact information to send you information about other group products and services, such as meeting rooms, virtual offices, workplace recovery, offices, coworking and memberships subject to us having obtained your consent in accordance with the applicable laws. If you do not want to receive these promotional announcements on an ongoing basis, you can notify us to update your preferences (see “Your choices and Opting Out” below).

Electronic communications

Once you register, we will send you a welcome email to verify your username and password. We will also respond to your inquiries, provide services you request, and manage your account. We will communicate with you by email or telephone and will make every effort to honor your preference.

Subject to the marketing preferences which you give us, we will also send you information on new products, services, special savings, promotions and general information. If you do not want to receive this information, you can opt-out of receiving future mailings (see ‘Your choices and Opting Out’ below).

If you ask to subscribe to our newsletters, we will use your name and email address to send the newsletter to you. You can sign up for these newsletters from us on our registration page. You may unsubscribe at any time (see “Your choices and Opting Out” below). When necessary, we will send you service-related announcements, which are not promotional in nature. If you do not wish to receive them, you may deactivate your account with the Website.

Please note that we do not provide your email address to our business partners. However, we may send you offers on behalf of our business partners – see “Types of information we collect and use” above for more details. You can opt out from receiving email offers from us as described below.

Privacy Officer

Hedhofis shall act as the controller of any and all personal data collected on the Websites. As such, Hedhofis has named a Privacy Officer (“Privacy Officer”) who shall be in charge of the application of this Policy and of Hedhofis’ ongoing compliance with the Policy. The Privacy Officer may be contacted by Users at all times by email at info@hedhofis.com.

Sharing of information and cross-border transfers

The data collected by Hedhofis may only be consulted or disclosed to Hedhofis personnel and third parties authorized by Hedhofis, such as its suppliers or service providers, as necessary in the context of its activities.

We contract with third-party service providers and suppliers to deliver certain products, services and customer solutions. We may have to share your personal data with such third-parties in order to allow for the provision of requested products, services and customer solutions to you. In addition, we may have to share your personal data with other members of our Group for the purposes of data consolidation, storage, simplified customer information management, reporting and other internal uses (which may include a cross-border transfer).

Hedhofis will ensure that all personnel and authorized partners are aware of the personal nature of the information provided and that privacy obligations no less stringent than those set out in this Policy are applied to the processing of your personal data, if applicable.
Your personal data is generally hosted in Canada and/or the United States. In the event that Hedhofis uses the services of a third-party provider to host and store the personal data it collects, this third-party provider may be located in another country. Thus, you consent to the transfer of information to countries outside of Canada, where the data protection rules may be different from those of your country of residence, and Hedhofis will hold companies outside of Canada responsible under Canadian law of any personal data that may be transferred to them.

We may be required to share information with third parties as a result of the applicable laws. For example, we may be required to disclose information as a result of a court order, subpoena, or warrant. In addition, we may, subject to the applicable laws, voluntarily provide information in order to assist in a law enforcement investigation or where the disclosure is necessary to protect our systems, our business, or the rights of others.
We will only share your personal data in these ways in accordance with applicable data protection legislation.

Users’ Rights

As controller of your personal data, Hedhofis shall comply with all applicable personal data protection laws and regulations, including the Personal Information Protection and Electronic Documents Act (“PIPEDA”) and the Act respecting the protection of personal information in the private sector (“Law 25”), which aim to ensure you better control over the use of your data. These laws allow you the right of information, access, rectification, erasure and portability of your data as well as the right to object to the use of your data, the whole in accordance with said laws.

In accordance with the aforementioned laws and regulations, you may exercise these rights at your convenience. Hedhofis will, at all times, comply with all rights afforded to its users by applicable law.

You may exercise said rights by writing to our Privacy Officer at info@hedhofis.com. You will then be contacted within reasonable delay in order to verify your identity before your request is processed.

Where communications are sent to individuals based on their request or consent, including without limitation newsletters and product-related documentation, the option for the individual to revoke their consent or unsubscribe is available and may be exercised at any time by the individual, and Hedhofis shall ensure the reflection of such revocation in a timely manner. For any help in that regard, the individual may contact the Privacy Officer at info@hedhofis.com.

Hedhofis Obligations and Commitments

Our group is committed to provide every effort to perform its obligations towards the protection of the personal data of all users in accordance with the highest standards of personal data protection. Any personal data shared by any user will be processed by Hedhofis and may only be used by Hedhofis and its authorized partners.

Our group is committed to complying with all applicable personal information protection legislation and regulations in the collection and processing of your personal data, including the PIPEDA and Law 25, which require :

1. That a Privacy officer be appointed to ensure the organization’s compliance with applicable privacy law;

2. That, in the event of a confidentiality incident involving personal data (“Incident”), reasonable measures are taken to diminish the risk of any prejudice to the concerned users and to prevent such incident from occurring again;

3. That a register of Incidents (“Register”) be maintained, copy of which may be requested, and must be provided at request, by the Commission d’accès à l’information (“Commission”);

4. That the Commission and the concerned users be promptly notified in the event of an incident that poses a serious risk of harm;

5. That any supplier or third party to which your personal data is disclosed is aware that such data is personal and complies with the privacy obligations provided for hereunder and by PIPEDA and Law 25;

6. That an evaluation of factors related to privacy (“Evaluation”) be made before disclosing personal data without the consent of the concerned users for study, research or statistics reasons;

7. That a privacy policy be made public to the users and that such users be allowed to provide their consent with respect to the collection, processing, disclosing and use of the personal data;

8. That an Evaluation be made when required by law 25, including without limitation before personal data is disclosed or communicated outside of Quebec;

9. That the personal data be destroyed or anonymized when the purpose of their collection has been served;

10. That any portability request of the personal data by the User be treated and executed; and

11. That the personal data be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organizational measures.

Rights of users residing outside Quebec or Canada

In certain jurisdictions outside of Quebec or Canada, notably in the UK and those in the EEA, in certain circumstances, you are also afforded the following rights: a right of access; a right of rectification; a right of erasure; a right to restrict processing; a right of data portability; and a right to object. These rights may be limited, for example, if fulfilling your request would reveal personal data about another person or breach the privacy rights of others, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping. To exercise any of these rights, please contact
info@hedhofis.com . If you have unresolved concerns, you have the right to make a complaint to the data protection supervisory authority where you live, work, or where you believe a breach may have occurred.

Cookies and other digital markers

We automatically gather information through the use of cookies and other digital markers. Cookies and digital markers are small computer files that may be stored on your computer’s hard drive or embedded in our website pages that enable us to identify you and track your visit on the Website. For example, when you book office space, we use cookies in the checkout process in order to keep track of your order as you move through each step of the booking process. We may use the services of third-parties to collect and process personal information through the use of cookies and other digital markers on our behalf. You may disable cookies on your computer by changing the settings in the preferences or options menu in your browser. If you choose to disable cookies, you may not be able to access certain areas of the Website.

Children’s privacy

We are committed to protecting the privacy needs of children, and we encourage parents and guardians to take an active role in their children’s online activities and interests. We do not knowingly collect information from children under the age of 13, and we do not target our websites to children under 13.

Your choices and Opting Out

We give you the choice of receiving a variety of information that complements our products and services. You can subscribe to receive certain product-and service-specific information and group-wide marketing communications. Such communications may include new product information, special offers, or an invitation to participate in market research. If you no longer wish to receive our newsletters and/or promotional communications, you may opt out of receiving them by following the instructions included in each newsletter or communication, including by contacting our Privacy Officer at info@hedhofis.com .

You may withdraw your consent at any time, in accordance with applicable law, and exercise your rights under applicable law by sending an email to the Privacy Officer at info@hedhofis.com.

Keeping your information safe

We do not guarantee or warrant the security of our servers, nor can we guarantee that information you supply through the Website will not be intercepted while being transmitted over the internet. We follow generally accepted industry technical standards to protect the personal data submitted to us, both during transmission and once we receive it. When you enter sensitive information of a financial nature (such as credit card information) on our registration or order forms, we encrypt that information using secured socket layer technology. Where we process personal information for marketing purposes or with your consent, we process the data until you ask us to stop and for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in the future. Where we process personal information in connection with performing a contract or providing a service or for a competition, we keep the information for 6 years (except for financial information, which we keep for 10 years) from your last interaction with us. We keep recordings of telephone calls and CCTV recordings for relatively short periods of time, as determined in accordance with our internal compliance procedures implemented from time to time.

Business transitions

In the event that we go through a business transition, such as a merger, acquisition by another company or sale of all or a portion of our assets, your personal information will likely be among the assets transferred.

Terms and Conditions

If you choose to visit our Websites, your visit and any dispute over privacy is subject to this Policy and our Terms and Conditions (https://www.hedhofis.com/en/terms-and-conditions-of-use/), including, but not limited to, disclaimers of warranty, limitations of liability, and arbitration of disputes. If you have any questions regarding our use of your personal data please email info@hedhofis.com .

Right to modify

Hedhofis reserves the right to modify this Policy for any reason it deems necessary, including, but not limited to complying with any changes or modifications to applicable law. In the event of any changes to this Policy, the updated version of the Policy will be posted and made available without delay.