Privacy policy

1. Person in charge of the protection of personal information

The role of person in charge of the protection of personal information is held by the head of the firm. Any request concerning this policy or the exercise of the rights described in section 8 may be sent to the following address:

contact@intelliscient.com

2. Information collected

The site collects personal information in four situations only.

• “Contact us” form: name, email address, organization where provided, and the content of the message.
• Application to an assignment: name, email address, telephone number where provided, résumé, professional profile address where provided, the name and email address of the person who referred them where provided, and the answers to the screening questions for that assignment. On invitation, the person may also submit, through a personal form, the demonstration grid for the criteria of the position, their documents (updated résumé, diplomas, certifications), their security status (the clearance held and the month it expires, then yes-or-no answers about fingerprinting, never the number of a verification file), their expected hourly rate and their availability, and the contact details of the reference persons the request for proposal requires, who can confirm the declared experience: their name, title or role, organisation, email address or telephone number. When the person is proposed in a bid, they also state whether they are working on other contracts during the same period and, if so, for each one: the contract number, the contractor or employer, the department, the description of the work, the period of services, the level of effort and the schedule limitations. When the person consents online to being proposed in a bid, they also leave, as evidence of that consent, the name they typed, the date and time, their IP address, the browser used and the email address to which their personal link was sent. To open their personal page, the person confirms their email address with a one-time code: the site keeps the time it was sent, the time it was verified and the IP address that entered it. The consent record includes the email address the code was sent to and the time it was verified.
• Traffic measurement: the page viewed, the country and city approximated from the IP address, and the device type. This data is aggregated and does not identify an individual.
• Server technical logs: IP address, timestamp, and the resource requested.

The site collects no sensitive information within the meaning of the Act, and carries out no profiling, no decision based exclusively on automated processing, and no identification or location by technological means.

3. Purposes of collection

• Information submitted through the contact form is used to answer the request and to follow up on the exchange.
• Information submitted with an application is used to acknowledge receipt by email, to assess it for the assignment concerned and, where the individual consents, to consider it for other assignments.
• The name and email address of the person who referred an application, where provided, are used only to attribute the referral bonus.
• A reference person's contact details are used only to confirm, with them, the experience declared by the candidate in a bid; they are not used for any other solicitation. A reference person may ask what the firm holds about them, or ask for its deletion, at the contact details in section 8.
• Screening answers are compared automatically with the mandatory criteria of the position, but a person reviews every application before any next step.
• The curriculum vitae, documents provided for evaluation (including diplomas and certifications), demonstrations of how criteria are met, and declarations about security status, availability and hourly rate may be read by an artificial intelligence model hosted in Canada, after known names and contact details are removed. A person reviews its proposals. Retention of the results is described in section 4.
• Some information may be stored or processed outside Canada: hosting is described in section 6, and text sent to other service providers is sent after known names and contact details are removed.
• The evidence of consent to being proposed in a bid (typed name, date and time, IP address, browser, email address of the personal link) serves to establish, with the contracting authority that requires it, that the person did consent.
• The personal page access code, the time it was verified and the IP address that entered it are used to reserve that page for the person who reads the application's mailbox, and to establish that they opened it themselves.
• Traffic data is used to measure use of the site and to improve its content.
• Technical logs are used for the security of the service, in particular to block intrusion attempts, and to diagnose failures.

No information collected on this site is sold, rented, or disclosed for prospecting purposes.

4. Retention periods

• Applications: résumés and answers to screening questions are deleted automatically 12 months after they are received.
• Documents submitted through the form: the demonstration grid, the references' contact details, the documents, the security status and the hourly rate follow the same retention as the résumé: they are deleted automatically 12 months after the application was received.
• Evaluation results: the current evaluation results are deleted with the application. Some older copies of these results appear in the audit logs, which are used to trace the operations carried out on the site: beyond 24 months from the audit event, they are listed for review; their deletion is not automatic and requires a decision by the person in charge. They may therefore remain after that period until that decision is made. No new copy of these reports is added to those logs.
• Correspondence: messages received through the contact form are kept in the firm’s mail system for as long as is necessary to handle the request and to maintain the business relationship.
• Consultant directory: for people who ticked the recontact box, the name, email address, phone number and a copy of the résumé are kept 24 months from the last exchange.
• Evidence of consent and other contracts declared for a bid: they are kept with the bid file for the retention period of that file, then deleted with it.
• Personal page access code: it no longer opens anything 24 hours after it is verified; its verification time and the IP address that entered it are deleted automatically no more than five weeks after it is sent. When they are included in a consent record, they follow that record's retention period.
• Technical logs: they are recycled according to the hosting service’s rotation.
• Traffic data: it is kept in aggregated form. The IP address is not retained.

The box “I agree to be contacted about other mandates” has two effects. It allows the application to be used for other mandates during those 12 months. And it records the name, email address, phone number and a copy of the résumé in our consultant directory, so that other mandates can be proposed later.

This directory entry has its own duration: 24 months from the last exchange. A copy of the résumé is placed in it and follows that duration; the screening answers are not copied into it: they follow the duration stated above. Leaving the box unticked has no effect on the application itself: it is reviewed in the same way.

On the consultant network registration page, this box reads "I would like to be contacted when a mandate matches my profile", and it is required: that page has no purpose other than joining the directory. It is never ticked in advance. The consent and its retention are the same as above.

Removal from the directory may be requested at any time, without having to give a reason, at the address given in section 1.

5. Cookies

The site sets no tracking, advertising, or analytics cookies. No cookie is set to follow visitors between sites or between visits. Consent to cookies is therefore not requested.

Two cookies may be set. The first, “csrftoken”, is set on the five pages that carry a form (contact, apply, confirm your address, submit documents and unsubscribe). It is used to check that a submitted form really comes from this site and not from a third party. The second, “sessionid”, is set only after the email address has been confirmed with the code received, on the personal page where a person submits their documents: it keeps that page open for 24 hours on the device used. Neither holds personal information or serves any measurement.

6. Hosting and service providers

Résumés and documents submitted through forms are kept in private storage located in Canada, with restricted access. Other information, including contact details, answers to screening questions and email exchanges, is kept by our hosting provider, whose servers may be located outside Canada.

Two third-party services operate on the site. Umami measures traffic without cookies and without individual profiles. Cloudflare Turnstile protects the forms against automated submissions, without cookies. Neither service receives the content of the forms.

Where an application is submitted to a contracting authority, the information disclosed is what that authority requires, with the consent of the individual concerned.

7. Security

Exchanges with the site are encrypted. Access to personal information is limited to those who need it in the performance of their duties. In the event of a confidentiality incident presenting a risk of serious injury, the individuals concerned and the Commission d’accès à l’information are notified in accordance with the Act.

8. Rights of the individuals concerned

Any individual may request access to the personal information concerning them, its correction, its deletion, and the withdrawal of their consent. The request is addressed to the person designated in section 1 and receives an answer within thirty days.

An individual dissatisfied with how their request was handled may file a complaint with the Commission d’accès à l’information du Québec.

9. Amendments

This policy may be amended. The effective date shown at the top of the page corresponds to the current version.