Governance policies and practices

Effective date: 2024-06-19
Last updated: 2024-07-20

Here are our governance practices related to the personal information lifecycle.

Retention, destruction, and anonymization of personal information

Retention

The data and metadata collected from blog comments are stored solely in the website’s database.

For information related to artists participating in events, biographies are stored in the website’s database and artists’ photos are kept as files on the site. Information related to participating artists is also stored in cloud files accessible only to Fierté Littéraire staff members and contractual agents. Employees and contractual agents may have copies of this information on their own devices for processing purposes, in order to fulfill the objective of collecting this data (presenting it on our various platforms). Finally, artists’ biographies and photos may appear on social media and are therefore, in a sense, stored on those platforms.

Our web host (Web Hosting Canada) also makes temporary backups of the website content (database and files). These backups are retained for a maximum of 14 days.

Destruction

The deletion of a blog comment is carried out through the website’s administration panel. The comment is first moved to the trash and then permanently deleted. This action updates the database.

For the destruction of information related to artists participating in events, the artist’s page is first moved to the trash via the website’s administration panel. The page is then permanently deleted. Next, the images saved on the site concerning the artist are deleted from the media library. The information stored in our internal cloud files is destroyed. We will then make every effort to remove the related information from our social media platforms. Finally, a message is sent to all our employees and contractual agents instructing them to delete the information from their personal devices.

Our web host (Web Hosting Canada) also makes temporary backups of the website content (database and files). These backups are retained for a maximum of 14 days.

Anonymization

At present, Fierté Littéraire has no reason to anonymize information rather than destroy it.

Roles and responsibilities of staff members

For convenience, all employees of Fierté Littéraire have access to the personal information that has been collected. In addition, certain contractual agents (e.g., a web developer) may have access to your data for the duration of their contract. All may hold copies of personal information on their own devices for processing purposes, in order to fulfill the objective of collecting this data.

The responsibilities of the person responsible for the protection of personal information may be delegated to any other staff member.

All employees and contractual agents must delete the personal information they hold on their personal devices at the end of their contract. Otherwise, a confidentiality breach could occur.

Complaints regarding the protection of personal information

Upon receipt of a complaint, the person responsible for the protection of personal information will act, if possible, in accordance with the processes described above. The complaint may concern an unfamiliar subject or issue. In such a case, the responsible person will make a decision permitted by law, based on their judgment.

Claude Lalande
Person responsible for the protection of personal information
CA@fiertelitteaire.ca