Privacy Policy

Privacy Policy

Applicable to the website of La COOP and OPCO Notaires Inc.

This Privacy Policy describes how La COOP des notaires du Québec and OPCO Notaires Inc. (“we”, “our”, “us”) collect, use, disclose, retain, and protect personal information. It applies to the use of our website as well as all other interactions with our organization (services, communications, phone, email, digital tools, etc.).

This Policy complies with applicable Quebec legislation, including the Act to modernize legislative provisions as regards the protection of personal information (Law 25).

Our commitment to privacy

The relationship between the notaries who are members of La COOP, the clients, and the employees of OPCO Notaires Inc. is built on trust. In the course of our work, we receive highly sensitive and confidential personal information. We are committed to protecting this information with the highest level of professionalism and in compliance with our legal and ethical obligations.

What is personal information?

Personal information refers to any information about a natural person that allows them to be identified directly or indirectly.
For example:

• Name, date of birth, health insurance number
• Driver’s licence or government-issued identification numbers
• Financial information, banking details
• Home address, email address, phone numbers
• Family status, legal, medical or financial information
• Copies of official documents (passports, marriage certificates, judgments, etc.)

We do not collect personal information from minors under the age of 14 without the explicit consent of a parent or legal guardian, as required by Law 25.

Personal information we collect

La COOP and OPCO Notaires Inc. collect only the information necessary to conduct our activities, including:

• Opening and managing legal files
• Client meetings
• Requests for information
• Recruitment processes
• Use of our Website

Personal information may be provided directly by the user or collected through electronic, digital, or paper-based means. It is updated as needed during our professional interactions.

Access to personal information is strictly limited to authorized individuals.

How we collect personal information

We may collect personal information:

Digital format

• On secure servers operated by La COOP and OPCO Notaires Inc.
• On servers used by our professional practice management software
• Through digital platforms and tools used as part of our service delivery

Paper format

• Within our offices, affiliates, or authorized collaborators

Purpose of collection

Personal information is collected for specific, legitimate, and clearly defined purposes, such as:

• Opening, managing, and administering legal files
• Complying with professional and legal obligations
• Quality control, analytics, and service improvement
• Processing job applications
• Communicating with clients and stakeholders

We do not use personal information for secondary purposes without obtaining the required consent.

Protection and security measures

La COOP and OPCO Notaires Inc. implement administrative, technical, and physical measures to protect personal information against:

• Loss or theft
• Unauthorized access
• Disclosure
• Modification
• Misuse or destruction

All employees sign a confidentiality agreement and receive training related to privacy protection.

Although we take all reasonable measures, no method of transmission or storage is entirely risk-free. Absolute security cannot be guaranteed.

Information collected through our Website

When you visit the Website of La COOP and OPCO Notaires Inc., certain information may be collected automatically, such as:

• IP address
• Browser type and device information
• Pages viewed and actions taken on the Website
• Technical interactions with the Website

This information is used solely to ensure the proper performance, security, and improvement of the Website. Most of this data does not allow us to identify you personally.

Use of cookies

If enabled on your browser, the Website may store cookies or other tracking technologies on your device to:

• Improve navigation and user experience
• Facilitate authentication or form submissions
• Remember preferences or technical settings

You can disable cookies through your browser settings; however, doing so may limit access to some features of the Website.

Cookies do not allow us to identify you personally.

Information voluntarily provided by users

When you voluntarily provide personal information—such as through an online form, a service request, or a job application—we collect only what is necessary to process your request.
Access to this information is limited to authorized personnel within our organization.

Social media

If you interact with La COOP and OPCO Notaires Inc. through social media, certain information related to your social media account may be accessible to us depending on your privacy settings. This information is used exclusively to communicate with you or respond to your request.

External links

Our Website may contain links to external websites.
This Privacy Policy applies only to the Website of La COOP and OPCO Notaires Inc.
We are not responsible for the privacy practices, content, or policies of external websites. You should review their privacy policies before providing any personal information.

Retention and destruction of personal information

We retain personal information only for the period necessary to fulfill the purposes for which it was collected, in compliance with legal, regulatory, and professional obligations.

Once the retention period expires, information is securely destroyed in accordance with our internal policies.

Your rights under Law 25

Under Quebec’s Law 25, you have the following rights:

• Right of access to your personal information
• Right to rectification of inaccurate or incomplete information
• Right to withdraw consent, subject to applicable legal limits
• Right to be informed of our personal information practices
• Right to file a complaint with our Privacy Officer

Requests will be processed within 30 days.

Privacy incidents (Law 25 requirement)

In the event of a privacy incident that may cause a serious risk of harm (loss, unauthorized access, theft), La COOP and OPCO Notaires Inc. will:

• take immediate measures to reduce risks;
• record the incident in the mandatory privacy incident register;
• notify the affected individuals and the Commission d’accès à l’information (CAI), when required.

Changes to this Policy

This Policy may be updated periodically. The date of the most recent update will always appear at the top of the document. Users are responsible for reviewing the Policy to stay informed of any changes.

Privacy Officer

Me Éric Vallières
Notary and Privacy Officer
La COOP and OPCO Notaires Inc.
Phone: 514-524-4900
Email: rprp@coopnq.org
Address: 208 Ste-Rose Blvd., Laval (Quebec) H7L 1L6