Privacy statement


Renaissance Retirement is deeply committed to safeguarding the personal information collected and utilized in the management of its operations.

Our personal information protection policy informs you about the standards governing the collection, utilization, disclosure, and retention of your personal information. It elucidates how this information is safeguarded and your right to access it.


Personal information is defined as any information or combination of information that pertains to an individual and allows for their identification. However, an individual’s name as well as their professional contact details, such as their job title, address, phone number, and professional email address, are not considered personal information.

Personal information must be protected regardless of its medium and format: written, graphic, audio, visual, electronic, or other.


When we gather information about you, we first seek your written consent for the collection, use, or disclosure of the collected information for the stated purposes. We will seek your consent for any additional use, disclosure, or collection of your personal information or when the purposes for which your information was collected change.

Our company commits to using the provided information solely for the purposes for which they were collected and to retaining them for the duration necessary to fulfill the requested service.

However, we may collect, use, or disclose them without your consent when permitted or required by law. Under certain specific circumstances, we may collect, use, or disclose personal information without your knowledge or consent. Such circumstances arise when, for legal, medical, or security reasons, obtaining your consent is impossible or unlikely, or when the information is necessary for investigating a possible breach of contract, preventing or detecting fraud, or enforcing the law.


The purposes for which information is collected are generally to verify a person’s identity, create an employee file, create a resident file, and comply with legal requirements (certain information required for tax purposes).

We limit the collection, use, and disclosure of your personal information only to the purposes we have indicated to you. Your personal information can only be accessed by authorized individuals, and only within the scope of their assigned tasks.


We retain your personal information for the duration necessary for the purposes for which they were collected. We must destroy this information in accordance with the law and our records retention policy. When we destroy your personal information, we take necessary steps to ensure its confidentiality and prevent unauthorized access during the destruction process.


Personal information must be as accurate, complete, and up-to-date as required by the purposes for which they are intended.

Personal information used continuously, including personal information that may be shared with third parties, will generally be accurate and up-to-date, unless limitations on the accuracy of this information are clearly established.

We do not routinely update personal information unless it is necessary to achieve the purposes for which they were collected.
The level of accuracy, update, and completeness of personal information will depend on the data entered when providing consent on the collection form.


We are responsible for the personal information we possess or are under our care, including information we entrust to third parties for processing. We require these third parties to maintain this information with strict standards of confidentiality and security.

Our Privacy Officer oversees this personal information protection policy and related processes, as well as the procedures to be followed to protect this information.
Our staff is informed about our privacy policies and practices.


We have implemented and continue to develop stringent security measures to ensure your personal information remains strictly confidential and is protected against loss or theft, and against unauthorized access, communication, copying, use, or modification.

These security measures include organizational measures such as restricting access to what is necessary; backing up and archiving data through an external system, etc.; and technological measures such as using passwords and encryption (e.g., changing passwords frequently and using firewalls).


Only authorized personnel may access information about you. The company ensures that these individuals are qualified to access this information and that access is necessary in the performance of their duties.


You have the right to know if we hold personal information about you and to access this personal information. You also have the right to inquire about how this information has been collected and used, and to whom it has been disclosed.

We will provide you with such information within a reasonable time from the date of receiving the written request. Reasonable fees may also be required to process your request.

Under certain special circumstances, we may refuse to provide you with the requested information. Exceptions to your right of access include cases where the requested information concerns other individuals, where the information cannot be disclosed for legal, security, or copyright reasons, where the information was obtained in the course of a fraud investigation, where the information can only be obtained at prohibitive costs, or where the information is subject to litigation or privilege.

When we hold medical information about you, we may refuse to directly communicate it to you and instead request that it be transmitted to a healthcare professional you have designated to provide you with the information.

You can verify the accuracy and completeness of your personal information and, if necessary, request its modification. Any request for modification will be processed within a reasonable time.

Any request for access to personal information or modification of personal information can be sent to the address below:

1341 King East, Sherbrooke J1G 0G4


You can contact the Privacy Officer at the aforementioned address.
Any complaints regarding personal information protection should be directed to the Privacy Officer at the address provided above.

We will investigate all complaints. If a complaint is found to be valid, appropriate measures will be taken, including, if necessary, the modification of policies and practices.


The company promotes best practices and respect for rights regarding transparency and protection of personal information in various ways:

  • It informs all staff members (consent form);
  • It displays the name and contact information of the person responsible for PI;
  • It employs various means of awareness, including: Information sessions on personal information protection, reminders during team meetings, training for staff, a privacy protection action plan, a logbook, etc.


If for any reason you believe that the company has not adhered to these principles, please notify us by contacting our Privacy Officer. We will take the necessary steps to identify and rectify the issue within a reasonable timeframe. Please include “Privacy Protection” in the subject line.


This policy may be updated at any time and will be published on the company’s website.
Last updated: 25th august, 2023