PRIVACY POLICY AND PERSONAL INFORMATION MANAGEMENT

Last Updated: September 2026

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1. PURPOSE AND SCOPE

PMI Montréal ("PMI Montréal", "we", "our", or "us") is committed to protecting the privacy and personal information of individuals who visit our website, participate in our activities, or use our services.

This Privacy Policy explains how PMI Montréal collects, uses, discloses, stores, retains, and protects personal information in accordance with Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25) and other applicable privacy legislation.

This Policy applies to all personal information collected through:

• our website;
• online forms;
• event registrations;
• volunteer applications;
• electronic communications;
• member services;
• systems and platforms operated by PMI Montréal.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy.

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2. OUR PRIVACY PRINCIPLES

PMI Montréal manages personal information according to the following principles:

Accountability

PMI Montréal is responsible for the personal information under its control.

Transparency

We clearly explain what information we collect, why we collect it, and how it is used.

Limited Collection

We only collect personal information that is necessary to provide our services.

Limited Use

Personal information is used solely for the purposes for which it was collected unless otherwise permitted by law.

Accuracy

We make reasonable efforts to ensure that personal information remains accurate and up to date.

Security

Appropriate administrative, physical, and technical safeguards are implemented to protect personal information.

Limited Retention

Personal information is retained only as long as necessary to fulfill its intended purpose or comply with legal obligations.

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3. PERSONAL INFORMATION WE COLLECT

Depending on the services you use, PMI Montréal may collect:

Identification Information

• First name
• Last name
• Title
• Date of birth (when applicable)

Contact Information

• Email address
• Telephone number
• Mailing address
• Province / Country

Professional Information

• Employer
• Job title
• Industry
• PMI Certifications
• Organization

Event Participation

• Event registrations
• Training registrations
• Webinar participation
• Volunteer activities

Communications

• Contact requests
• Online forms
• Surveys
• Comments

Technical Information

While using our website, we may collect certain technical information such as:

• IP address
• Browser type
• Operating system
• Preferred language
• Date and time of access
• Technical logs necessary for website security and operation

This information is primarily used to ensure website security, stability, and proper operation.

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4. INFORMATION SYNCHRONIZED FROM PMI GLOBAL

For PMI members, certain information is synchronized daily from PMI Global systems.

This information may include:

• First name
• Last name
• Email address
• Telephone number
• Employer
• Job title
• PMI certifications
• Membership status
• Country
• Membership information
• Communication preferences
• Other administrative information necessary to provide chapter services

This information is used solely to administer PMI Montréal services and member activities.

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5. PURPOSE OF COLLECTION

Personal information is collected for legitimate purposes including:

• Managing memberships
• Managing event registrations
• Providing member services
• Communicating with members and volunteers
• Responding to inquiries
• Administering volunteer programs
• Delivering requested services
• Maintaining website security
• Improving user experience
• Meeting legal and regulatory obligations
• Producing anonymous statistical reports

PMI Montréal does not use personal information for purposes incompatible with those described in this Policy without obtaining appropriate consent, unless otherwise authorized by law.

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6. DISCLOSURE OF PERSONAL INFORMATION

PMI Montréal does not sell or rent personal information.

Personal information may be shared only when necessary to provide services or comply with legal obligations.

Personal information may be shared with:

• Technology service providers
• Hosting providers
• Payment processors
• Event management platforms
• Cloud service providers
• Project Management Institute (PMI Global)

All service providers are required to implement appropriate privacy and security safeguards.

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7. SERVICE PROVIDERS

PMI Montréal currently relies on several service providers, including:

This list may evolve over time.

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8. DATA HOSTING

The PMI Montréal website is hosted by Dark Rhino Security (DRS) using OVHcloud infrastructure.

Servers are located in:

Quebec, Canada

Communications between users and the website are protected using HTTPS encryption.

Personal information is primarily hosted within Canada.

Where services require international processing, PMI Montréal ensures that appropriate safeguards are implemented in accordance with applicable privacy legislation.

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9. SECURITY MEASURES

PMI Montréal implements reasonable administrative, organizational, and technical safeguards including:

• HTTPS / SSL encryption
• Multi-Factor Authentication (OTP)
• Access controls
• Administrative activity logging
• Regular database backups
• Disaster recovery procedures
• Monitoring of privileged access

Although reasonable security measures are implemented, no technology can guarantee absolute security.

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10. DATA RETENTION

Personal information is retained only as long as necessary for the purposes for which it was collected or as required by law.

PMI Montréal maintains a formal Personal Information Retention Policy defining retention periods for each category of information.

Once retention periods expire, information is securely deleted, anonymized, or destroyed.

Where information is stored within the DRS platform, automated deletion mechanisms may be implemented in accordance with the approved retention policy.

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11. INTERNATIONAL DATA TRANSFERS

Personal information is primarily stored in Canada.

Certain third-party providers or PMI Global services may process information outside Quebec or Canada.

Whenever international transfers occur, appropriate safeguards are implemented in accordance with applicable privacy legislation.

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12. EMPLOYEES, VOLUNTEERS, AND SERVICE PROVIDERS

Employees, volunteers, Board members, and service providers may access personal information only to the extent necessary to perform their duties.

All authorized individuals are required to maintain confidentiality and comply with PMI Montréal privacy requirements.

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13. MARKETING COMMUNICATIONS

If you subscribe to PMI Montréal communications, we may send:

• Chapter news
• Event invitations
• Training announcements
• Volunteer opportunities
• Membership information

You may unsubscribe at any time using the unsubscribe link included in our communications or by contacting us.

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14. COOKIES

The PMI Montréal website uses strictly necessary cookies to support website functionality, including:

• Session management
• User authentication
• Website security
• Essential website functions

At the time of publication of this Policy, the website does not use analytics, advertising, or marketing cookies requiring prior consent.

Should such technologies be introduced in the future, they will only be activated after obtaining the user's consent.

For additional information regarding cookies and preference management, please consult our Cookie Policy.

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15. THIRD-PARTY SERVICES

Certain pages may include or redirect users to third-party services such as:

• Event registration platforms
• Payment services
• YouTube videos
• Google Maps
• PMI Global services

Whenever these services collect personal information or use tracking technologies, their own privacy policies also apply.

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16. YOUR RIGHTS

You have the following privacy rights under applicable legislation:

• Right of Access
• Right to Correction
• Right to Withdraw Consent
• Right to Request Deletion (where applicable)
• Right to File a Complaint

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17. EXERCISING YOUR RIGHTS

To exercise your privacy rights, please contact:

Privacy Officer

PMI Montréal

Email: communications@pmimontreal.org

Phone: +1 (514) 861-8788

We may request proof of identity before processing your request.

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18. PRIVACY INCIDENTS

Should a privacy incident occur involving personal information, PMI Montréal will:

• Take immediate measures to limit the impact;
• Assess potential risks;
• Implement corrective actions;
• Meet all notification obligations required by applicable legislation;
• Notify affected individuals where legally required.

PMI Montréal also maintains a Privacy Incident Register where required by law.

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19. EXTERNAL LINKS

Our website may contain links to external websites.

PMI Montréal is not responsible for the privacy practices of third-party websites and encourages users to review their privacy policies.

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20. POLICY REVIEW

This Privacy Policy is reviewed periodically to reflect:

• Legislative changes;
• Operational changes;
• Technological developments;
• Recommendations issued by privacy authorities.

The "Last Updated" date displayed at the beginning of this document indicates the latest revision.

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21. PRIVACY OFFICER

In accordance with Quebec Law 25, PMI Montréal has appointed a Privacy Officer.

Privacy Officer

Catherine Laramée

Executive Director

PMI Montréal

Email: communications@pmimontreal.org

Phone: +1 (514) 861-8788

The Privacy Officer is responsible for overseeing the implementation of this Policy, handling privacy requests, managing privacy incidents, and ensuring compliance with applicable privacy legislation.

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22. CONTACT US

If you have any questions regarding this Privacy Policy or the protection of your personal information, please contact:

PMI Montréal

Email: communications@pmimontreal.org

Phone: +1 (514) 861-8788