INFORMATION SUMMARY

INFORMATION FULL TEXT

Data processing as part of the “Team Member Experience Survey”.

What data is collected/used? 

We collect and/or use the following personal data, which is defined as follows throughout this document (hereinafter collectively referred to as Personal Data): 

• Identification Data: your Last Name, First Name, Title, professional email address.
• Demographic data: your gender, your native language, your age group among these 4 categories: 18-24, 25-34, 35-49, 50+, and your seniority group among these 4 categories: 1 year, 2-4 years, 5-9 years, 10+ years.
• Geographic data: your geographical region, your country.
• Employment data: your business sector, your business unit, your legal entity, your direct manager (Last Name, First Name, title and professional email address), your type of employment (office or factory, full-time or part-time).

We also collect the following information that is not Personal Data: 

• Content Data: a scale of satisfaction with your team member experience on the following topics: Collaboration, Communication, Professional Development, Pride, Innovation, Workplace Wellness, Hobbies, Performance, Recognition, Relationship with Manager, Compensation and Benefits, Work and Personal Life, Values and Culture, Vision.
• Optional Content Data: open responses on a voluntary and depersonalized basis regarding your opinions and suggestions about your experience as a team member. No personal data must be collected in these questions.

Why do we collect/use this data? 

Premier Tech will use this data to improve team member experience. Evaluating the team member experience is at the heart of the process, enabling Premier Tech to identify team members’ needs and concerns and respond appropriately.

The Team Member Experience Survey is designed to evaluate, improve, and adjust: the team member experience, particularly in relation to working conditions and team engagement, relationships with managers, collaboration methods between team members, the embodiment of PT’s cultural values, work-life balance and well-being, recognition and reward processes, professional development, and communication. Evaluations, improvements, and adjustments can be made on a comparative basis using Content Data and Optional Content Data (which are depersonalized) from the previous 6 years.

Who is the data controller? 

The controller is Premier Tech Ltd., a Canadian company based at 1, avenue Premier Tech, Rivière du Loup (Quebec) Canada G5R 6C1 (hereinafter referred to as “Premier Tech”). 

What is the legal basis? 

The processing of Personal Data, Content Data and Optional Content Data is legally based on the consent that you voluntarily give us by clicking on the “Consent and Participate in the survey” button, accompanied by this notice. 

For How Long is the Data Retained?

All data will be stored in the SparkBay environment. Personal Data will be kept for a maximum period of one year; Content Data and Optional Content Data will be kept for a maximum period of six years. Optional Content Data will be temporarily stored in the OpenAI environment for a period of 30 days. The data may be deleted at any time if you withdraw your consent or if you exercise your right have the data deleted. 

Who are the Recipients of the Data? 

Internally, restricted access to the survey results (Content Data and Optional Content Data) has been granted to the project teams, Organizational Development teams, and managers (whose teams consist of at least 5 members) to allow them to view the survey results through a dashboard without any possibility of identifying individual respondents.The scope of access varies depending on the role within the organization. Each type of access is granted on a need-to-know basis. 

Externally, your Identification Data, Demographic Data, Geographic Data, Employment Data and Content Data and Optional Content Data may be accessible to third-party service providers including their subcontractors, acting on our behalf and in accordance with our instructions. SparkBay, acting as the platform provider, will have access to all data, and its OpenAI processor will only have access to Optional Content Data, which is depersonalized, for the purpose of summarizing and synthesizing this data.

What Processing will be done to my Data?

The following Personal Data will be processed by SparkBay in order to (i) configure access to the questionnaires (Identification Data) and (ii) configure the questions that structure the survey (Demographic Data, Geographic Data, Employment Data).   

Content Data will be collected and stored on the platform provided by SparkBay. Content Data will be viewed by Premier Tech in the dashboards on the SparkBay platform for the purpose of improving team member experience. 

Optional Content Data will be processed according to the following process:

• Collection and storage of Optional Content Data which will be carried out on the SparkBay platform. 
• A summary and synthesis of Optional Content Data will be performed by SparkBay, via an integrated artificial intelligence feature. This technology comes from the OpenAI company (with its ChatGPT language model) integrated in SparkBay via a secure API. We have ensured that only Optional Content Data will be processed and will not be used by SparkBay or OpenAI to train algorithms or neural networks. 
• Premier Tech will consult the Optional Content Data on the dashboards provided by the SparkBay platform. 

Is my Data transferred Internationally?

Depending on your place of residence, your Personal Data, as well as Content Data and Optional Content Data may be transferred outside your territory of residence. The data is hosted in Canada.

If you reside in the territory of the European Union, Canada has obtained an adequacy decision from the European Commission, which means that data processed in accordance with the General Data Protection Regulation (“GDPR”) can be transferred from the European Union to Canada, without additional measures since the Canadian legal system offers sufficient guarantees.

Nevertheless, Premier Tech ensures that standard contractual clauses are in place with its supplier SparkBay. The standard contractual clauses aim to ensure a uniform framework for data transfer by ensuring an adequate level of data protection, in accordance with the requirements of the GDPR.

How is the Security of my Data Ensured?

Premier Tech has implemented technical and organizational measures to ensure an adequate level of security, integrity and confidentiality according to industry standards. This includes the implementation of confidentiality agreements, encryption of data in transit, compartmentalization of access. 

Premier Tech has also ensured that its service provider SparkBay has technical and organizational systems, policies and procedures in place to ensure the security, integrity and confidentiality of Personal Data, Content Data, and Optional Content Data and to reduce the risk of unauthorized access to this information. 

How do I Exercise my Rights? 

You can exercise your rights of access, rectification, erasure, limitation and opposition at any time, by contacting Premier Tech’s “Compliance and Data Protection” team at [email protected].

How do I make a Complaint? 

You can assert your rights at any time with the competent national or local authorities.
You can also contact us at any time at [email protected] if you have any questions or concerns.