Privacy / Confidentialité
Effective date: September 23, 2026
1. Responsible organization
Chapitre Québec de l'AIÉ / AEE Québec Chapter, NEQ 1182025404, 122-5184 boul. Cousineau, Saint-Hubert, Québec J3Y 0E1, Canada.
2. Person in charge of the protection of personal information
In accordance with applicable requirements, AEE Québec designates an individual responsible for the protection of personal information. That person's title and contact information are published on the Chapter's website. Privacy requests may be sent to admin@aeeqc.ca and will be forwarded to the person in charge.
3. Information collected
The membership form may collect contact and billing details, professional background, membership preferences, declaration and typed signature. Optional fields are identified. Account and order information supports management of purchases and memberships. Contact forms collect the information you choose to submit.
4. How information is used
Information is used to process membership applications and payments, administer accounts and memberships, respond to requests, provide administrative communications related to the Chapter, and deliver requested services. Access is limited to authorized directors, officers, volunteers and service providers who need the information for these purposes.
Promotional communications or newsletters requiring consent are managed separately from communications necessary to administer membership.
5. Sharing with the Association of Energy Engineers
AEE Québec may share certain membership information with the Association of Energy Engineers (AEE), including contact details and membership status, where necessary for Chapter administration, Chapter operations reporting, and maintaining the Chapter's affiliation with AEE. Such sharing is limited to information necessary for those purposes and is subject to applicable privacy requirements.
6. Payments and service providers
Card details are entered in payment fields hosted or provided by Clover. The website receives transaction results and references without retaining the full card number or security code. Hosting, email, website and other service providers may process information necessary to provide their services.
AEE Québec must maintain internally an up-to-date list of its principal service providers and determine, before personal information is communicated outside Québec, what assessments and safeguards are required under applicable law.
7. Cookies and similar technologies
WordPress and WooCommerce may use cookies and browser storage for login, cart sessions, language preferences and security. Clover and its security services may process technical device and network information during payment. Non-essential cookies, including analytics or advertising cookies, should only be enabled in accordance with applicable consent choices.
8. Consent and optional information
Information requested must be relevant to the stated purposes. You may leave optional fields blank. Without information necessary to process a membership, the application may not be completed. A new use requiring consent will be presented separately; accepting purchase terms is not blanket consent to every use of your information.
9. Retention and destruction
AEE Québec retains personal information only for as long as necessary for the purposes for which it was collected and to meet applicable legal, accounting, tax, contractual and organizational obligations. Internal retention schedules should specify the periods applicable to membership files, orders and accounting records, contact requests and technical data. At the end of the applicable period, information is securely destroyed or anonymized where permitted by law.
10. Security and privacy incidents
AEE Québec applies reasonable safeguards appropriate to the sensitivity of the information, including restricted access, encrypted connections, security updates and backup management. No system can guarantee absolute security.
If a privacy incident occurs, AEE Québec assesses the situation, maintains required records and provides notices required by law where the incident reaches the legally applicable risk threshold.
11. Processing outside Québec
Some service providers, including technology providers or the Association of Energy Engineers, may process or receive information outside Québec. Before such a communication where required by law, AEE Québec carries out the required assessment and implements appropriate contractual measures or other safeguards.
12. Access, correction, portability and complaints
Subject to applicable legal conditions, you may request access to or correction of your personal information, portability where applicable, or withdrawal of consent. Reasonable identity verification may be required.
To exercise your rights or make a privacy complaint, email admin@aeeqc.ca. Your request will be forwarded to the person in charge of the protection of personal information. Avoid attaching unnecessary sensitive information.
13. Policy updates
This policy may be updated to reflect changes in practices or applicable requirements. The effective date of the current version appears at the beginning of the policy. Material changes will be brought to the attention of affected persons as required by law.