Last Update: October 31, 2023
It’s important for Cyclone Santé Inc. (“Cyclone Santé”, “we”, “us” or “our”) that you trust how we handle your personal information. This is why this Privacy Policy (“Policy”) provides you with the information that you need to understand on how we access, collect, use, retain, disclose and share your personal information and how this personal information can be consulted and corrected when necessary.
Please review carefully this Policy. We used a question and answer format so that you can navigate this Policy easily.
If you have any questions regarding the processing of your personal information or this Policy, you can email us at expertises@cyclonesante.com. In addition, the person responsible for the protection of personal information at Cyclone Santé can be reached by mail at the following address:
Cyclone Santé Inc.
Attention : Privacy Officer
1470 Peel, Tour A, 8e étage
Montreal (Quebec) H3A 1T1
Canada
1. When does this Policy apply and what does it cover?
This Policy contains information about how we collect, use, retain, disclose and share your personal information through:
- your access to and use of our public website https://www.cyclonesante.com/ (the “Website”); and
- your exchanges and interactions with us by e-mail, social media, using our online contact form or otherwise with respect to the foregoing.
In this Policy, we use the term “Services” to refer to all of the above, and where there is no distinction to make between the different aspects of the Services.
This Policy also covers our use of tracking technologies such as cookies (as defined hereinafter) on our Services. For more information about what we mean by “cookies” and what we do with them when you use our Services, please click here to jump directly to the relevant section of this Policy.
This Policy does not apply to:
- Cyclone Santé’s non-publicly accessible platforms and apps used by our assessors, customers and/or their respective employees, such as our online portal, covered by a separate privacy policy;
- third-party content accessible through the Services, or to the use of third-party apps, platforms or services that may be accessible from our Services – these third parties collect, use and disclose personal information in accordance with their respective privacy policies.
2. What types of personal information do we collect and why?
We collect personal information to provide you with our Services, for the purpose of obtaining analytics on your use of our Services, or in connection with our marketing activities.
We consider that “personal information” means any information which allows us to identify you directly or indirectly, including “cookies” and other electronic data. Some information may not be personal on its own but may become personal information if associated with other information or if the sum of the information allows us to identify individuals. For more information regarding specifically the cookies that we use, please jump to the next section of this Policy.
Applicable law may require that some technological functions of our Services be deactivated by default to the extent they enable us to collect personal information to conduct profiling and/or geolocation. In such case, Cyclone Santé will ask for your opt-in consent before activating such functions.
Below are listed the categories and types of personal information we may collect when you use our Services, and the reasons why we do so. If you provide Cyclone Santé personal information concerning other persons, you must first obtain those persons’ consent.
| Category | Types | Explanations |
| Website | ||
| Electronic data | IP address, mobile identifier, device type, operating system and Internet browser type, screen resolution, operating system name and version, device manufacturer and model, language, plug-ins, add-ons and language. | This information is collected automatically for our Website to function effectively, to fix bugs, or to improve the security of our Services. We also use this information for analytics purposes to help know more about your use of our Services to improve your online experience, such as by remembering your language preference for when you return on our Website. These may be collected as part of cookies (click here for more information on cookies we use). |
| Usage data | Time spent on the Website, pages visited, links clicked, language preferences, pages that led or referred you to the Website. | We collect and use this information for analytics purposes to help know more about your use of our Website, to improve your online experience as well as our marketing campaigns. These may be collected as part of cookies (click here for more information on cookies we use). |
| Appointment data | Email address, first and last names, phone number, and additional information you provide us. | If you communicate with us to plan an appointment with our medical experts, either through our online form, by email or by phone, we collect contact data that you share with us in order to appropriately process your appointment request as well as to plan and book such appointment. |
| Contact data | Email address, first and last names, phone number and content of messages you send us
|
If you communicate with us by email, through our contact form on our Website or by other means, we collect contact data that you share with us in order to respond appropriately to your messages and requests related to our services and/or our business. |
| Consent data | Opt-in consents obtained from you through our Website. | We may keep record of the consents and any opt-out we obtain from you, including those related to the practices described in this Policy, to enable our collection of your geographic location data from your mobile device or web browser, to our use of certain third-party service providers and their own terms and privacy policies, and to receive communications from us regarding our services, as the case may be. We do so to ensure we have sufficient legal basis to collect, use and disclose your personal information as described in this Policy and, ultimately, to demonstrate our compliance with requirements under applicable law. |
| Marketing and other communications | ||
| Social media data | Publicly available information on (or relating to) your social media accounts. | If you follow us or interact with our social media accounts, we may process your personal information for recruiting, marketing or advertising purposes, subject to applicable laws*, including those on consent. |
3. What about cookies and other tracking technologies?
Cookies are files that are installed on your computer, device, hard drive, or web browser in order to collect information such as your language of preference, browsing history and web browser type and version, all for the purpose of optimizing your experience when using our Services. In this Policy, when we refer to “cookies” we also include other technologies with similar purposes, such as pixels, tags and beacons.
We use cookies to compile aggregate data about site traffic and site interactions in order to continuously improve your experience with our Services and functionalities thereof. We may also use trusted third-party services that track this information on our behalf. Applicable law may require that some technological functions of our Services be deactivated by default to the extent they enable us to collect personal information to conduct profiling and/or geolocation. In such case, Cyclone Santé will ask for your opt-in consent before activating such functions.
Generally speaking, we use first and third-party, session and persistent cookies. The cookies set by us are called “first-party cookies” and the cookies set by our third-party partners and service providers are called “third-party cookies.”
- Session cookies are temporary cookies that remain on your device until you close your web browser. Many session cookies are essential to make our Website work correctly, as they typically enable you to move around our Website and use its different features.
- Persistent cookies remain on your device after you close your web browser or until you manually delete it (for the former, how long the cookie remains on your device will depend on the duration or “lifetime” of the specific cookie and your web browser settings). Persistent cookies help us recognize you as an existing user of our Services, so it is easier and convenient to return to, or to interact with, our Website without setting parameters once again (such as language preferences). In addition, persistent cookies also help us recognize you when you view a resource belonging to us from another website or app (such as an advertisement) and help us record information about your web browsing habits during the lifetime of the persistent cookie.
Here are the cookies we use :
Essential cookies
These cookies have an impact on the operation of our website. If you deactivate them, you may no longer be able to access our website or use all its functions.
| Name of cookie | Editor | Duration | Utility |
| Google Recaptcha | 2 months | Used to protect the site against automatic or semi-automatic software and the risk of intrusion into the site. This is a protection service for form entries on our site. | |
| Google Tag Manager | – | Google Tag Manager itself does not generate cookies, but is used to manage and deploy other scripts and tags. |
Analysis cookies
These cookies allow us to analyze and improve your experience each time you use our website.
| Name of cookie | Editor | Duration | Utility |
| _ga | 1 year | Stores an anonymous unique identifier used to generate statistical data on how the visitor uses the site. |
User experience cookies
These cookies allow us to offer you a quality experience on our website.
| Name of cookie | Editor | Duration | Utility |
| pll_language (fr) | Polylang | 1 year | This cookie is used to remember the language selected by the user when returning to the website. |
| pll_language (en) | Polylang | 1 year | This cookie is used to remember the language selected by the user when returning to the website. |
| Google Maps | – | This cookie is set by Google in connection with the use of the Google Maps service. | |
| Google Fonts | – | This cookie is used to store the user’s font preferences, such as font size or font choice. |
Personalized ad cookies
These cookies allow us to personalize your online experience and show you relevant ads based on your interests.
| Nom du témoin | Éditeur | Durée | Utilité |
| _gcl_au | 2 months | This cookie is used to track conversions for Google Ads advertising campaigns. | |
| Double Click | – | This cookie is used for ad tracking, behavioral targeting of advertisements and to present offers and information tailored to your interests when you browse the Internet. |
For more information on cookies, you can refer to websites such as http://www.cookiecentral.com/ and https://www.allaboutcookies.org/.
To know how you can manage your cookies preferences on your web browser, please click here to jump to the section of this Policy that covers this topic.
4. To or with whom do we disclose or share your personal information to, and why?
To be clear, we do not sell your personal information to data brokers. However, we do disclose and share your personal information with certain types of third parties to provide you with the Services, conduct marketing, and otherwise as permitted or required by applicable law. Those third parties may also collect your personal information on our behalf and disclose it to us for the same purposes, as the case may be.
We encourage you to review the privacy statements and policies of those third parties so that you can understand how they collect, use and disclose your personal information.
| Category | Explanations |
| Service providers | Service providers are retained by Cyclone Santé to provide you with some functionalities of our Services that are outsourced to third parties, such as hosting service providers and booking management service providers. We may need to disclose some of your personal information to those providers but only to the extent necessary for them to perform the services we retain them in order to, ultimately, provide you with our Services. |
| Marketing partners | We use marketing partners to manage our leads and provide you with relevant marketing content. All of these activities require our marketing partners to access some of your personal information, including through cookies. Marketing partners we use include the following, to the extent permitted under applicable law:
To learn more about our use of cookies when you use our Services, please click here. To know how to manage your settings with respect to cookies, please click here . |
| Entities part of Cyclone Santé’s corporate group | To the extent permitted under applicable law, we may also share your personal information with entities of Cyclone Santé’s group of companies (such as ExamWorks Canada, Inc.) to conduct a reorganization of assets and/or operations within such group.
|
| Advisors and auditors | We may also share your personal information with our financial and legal advisors or auditors if reasonably required, or in the event we would be required to do so to defend our rights and interests.
|
| Law enforcement bodies and other competent governmental authorities | We may receive requests by authorities to access your personal information. We will validate that the request is licit before responding. When possible, we will advise you. We will only share what is strictly required. |
In the case of a merger or acquisition, sale or corporate reorganization, bankruptcy filing, insolvency procedures or similar circumstances, your personal information may also be transferred or we may have to share some of your personal information to conclude, negotiate or discuss with third parties such potential transactions.
5. Where do we store your personal information, how long do we retain it and how do we keep it secure?
Your personal information is stored in Canada on the servers of our trusted third-party hosting service provider. Your personal information may also be stored and processed in other countries in which we engage service providers. Consequently, by using our Services, you consent to the transfer of personal information to countries outside your country of residence which may have different data protection rules than in your country, such as the United States. While such information is outside of Canada, it is subject to the laws of the country in which it is held, and may be subject to disclosure to the governments, courts or law enforcement or regulatory agencies of such other country, pursuant to the laws of such country.
Cyclone Santé will retain your personal information for as long as necessary to provide its Services to you, or as required by applicable law, whichever is longer.
Cyclone Santé has implemented various physical, administrative, organizational, technical and technological safeguards designed to protect the confidentiality and security of personal information under our control, taking into account the sensitivity, amount, distribution and format of such information. Notably, such information is:
- encrypted in cloud solutions;
- ciphered during web transmission;
- kept outside unsecured assets; and
- shredded properly when discarded or recycled (for paper or similar copies).
We also maintain an access management process. Within our organization, we take steps designed to ensure that only those members of our personnel who need access to your personal information to fulfil their employment duties will have access to it.
However, no method of transmission over the Internet, or method of electronic storage, is 100% secure.
6. Do you have any rights over your personal information?
Yes you do! In Canada, you generally have the right to access your personal information and to rectify it if inaccurate, in certain circumstances. On written request and subject to proof of identity, you may access the personal information that we hold, and ask that any necessary corrections be made, where applicable, as authorized or required by law.
However, to make sure that the personal information we maintain about you is accurate and up to date, please inform us immediately of any change in your personal information.
If you want to exercise your rights, please contact us using the contact information provided at the beginning of this Policy. We should respond to your request within 30 days. If we can’t comply with your request, we will tell you why.
If you are located in Quebec, please note that the Quebec Commission d’accès à l’information maintains this web page to provide you with forms to make requests. If you are not satisfied with how we handle your requests to exercise your rights over your personal information, you can also contact the Commission d’accès à l’information using the contact details provided on their website.
7. Can you manage your cookie preferences?
Yes, you can! However, some functionalities may require cookies in order to perform as expected, or for security purposes. You can control your cookie preferences through your browser.
Depending on the browser that you are using, different instructions are applicable. Click on your browser for more information:
- Google Chrome
- You can also browse on Incognito Mode while using Chrome.
- Firefox
- Safari
- Microsoft Edge
- Opera
Google also offers the possibility of opting out of all behavioural and remarketing advertisings. Please visit the Google Privacy Center to learn how to do so.
8. Can we change this Policy?
We will update this Policy from time to time to reflect changes to our practices, technology, legal requirements and other factors. Please check the “Last Update” legend at the top of this page to see when this Policy was last updated.
When changes are made to this Policy they will become immediately effective when published in an updated Policy posted on this page unless otherwise noted. Your use of our Services following these changes indicates your consent to the practices described in the updated version of this Policy.