Outline

UAP is the Canadian leader in the sale, distribution, and marketing of automotive parts and accessories for cars and heavy vehicles. To maintain this position, UAP relies on a team of motivated and competent employees who work in a dynamic environment.

Over the years, UAP has become known not only for the excellence of its products and its dynamic approach to its business markets, but also for its commitment to offering its customers high-quality services and top-notch advice.

This is why UAP ensures that the confidentiality of Personal Information provided by its team members and candidates is protected at all stages of the employer-employee relationship.

Scope and application

This policy has been drawn up to meet the requirements of the relevant provisions of the statutes that govern the protection of Personal Information and privacy.

More specifically, this policy focuses on the provisions that were adopted to govern the collection, holding, use, communication, and destruction of Personal Information in the private sector. The rules that were introduced were designed to establish a balance between the rights pertaining to the protection of privacy of individuals with regard to their Personal Information, and UAP's needs to collect, use, or communicate such information in connection with its business activities.

For the application of this policy, "Personal Information" means any information that relates to a natural person and allows that person to be identified.

Protection

To ensure compliance with this policy, UAP makes every effort to require that its team members, representatives, and agents conduct themselves in a responsible manner with respect to the protection of Personal Information. To this end, it provides them with the appropriate information and awareness training.

At UAP, the protection and confidentiality of Personal Information it holds is controlled at every stage of the management of this information: collection, holding, use, communication, and destruction.

At each phase of the management of the Personal Information it holds, UAP makes sure to obtain consent from the person concerned. This consent must be manifest, free, informed, and given for specific purposes; it is valid only for the length of time necessary to achieve the purpose for which it was requested. In this respect, UAP prefers that consent from the person concerned be given in writing.

Collecting

Only the team members, representatives, and agents whose functions at UAP require the use of Personal Information are authorized to collect such information on UAP's behalf.

In general, this information should be collected from the person concerned, and only with their consent. It may, however, be collected from a third party, provided that this action has been approved by person concerned or that it is authorized by law.

UAP may only collect Personal Information that is necessary to carry out its functions, to achieve specified ends, or to fulfill its mission.

The person who provides the information must be informed of the foregoing, in addition to how the information will be used, the category of persons who will have access to it, where it will be held, and their right to access or correct it.

Holding

UAP applies strict security rules and makes every reasonable commercial effort to ensure the confidentiality of the Personal Information it holds on its team members and candidates and the protection thereof against loss and any unauthorized access, use, duplication, or alteration. UAP must ensure that these means are reasonable given the sensitive nature of such Personal Information, the ultimate aim of its use, and its quantity, breakdown, and medium.

Furthermore, UAP ensures that Personal Information contained on paper is kept under lock and key and under the responsibility of a specified individual. Personal Information contained on a computing medium is kept in a manner that ensures it is effectively and securely controlled and that access to it is limited.

Use

Access to the Personal Information will be restricted to UAP's team members, representatives, and agents whose duties require it.

The use of the Personal Information held by UAP is limited to the purposes for which it was collected.

UAP must ensure that the Personal Information it holds is current and accurate when it is used.

Communication

UAP undertakes not to communicate the Personal Information it holds to third parties unless it has obtained the consent of the person concerned or it is authorized to do so by law.

UAP undertakes at all times not to sell, transfer, or lease Personal Information in its possession to third parties.

Where disclosure of information is authorized or permitted, UAP ensures that the confidentiality of the Personal Information is protected.

In particular, e-mail must not be used to communicate a message or documents containing Personal Information without the consent of the person concerned, unless appropriate measures have been taken to ensure the communication is secure and confidential.

Destruction

Where Personal Information held by UAP is no longer necessary for the purposes for which it was collected, UAP ensures that any document containing Personal Information, regardless of the medium, is destroyed using a process that ensures the confidentiality of the information it contains.

Any data obtained and collected from candidates will be kept strictly confidential and stored in our own database for the sole purpose of filling job openings and identifying potential candidates for future job opportunities. Candidates may remove their profile and personal information at any time on the Candidate Portal of our applicant tracking system.

Access

UAP undertakes to inform any person who so inquires that it holds information about them, how that information is used, and, if applicable, whether it has been disclosed to third parties. UAP must, at all times, permit the person concerned to obtain access to and consult the Personal Information about them.

The person concerned may also dispute the accuracy of the Personal Information UAP holds about them and make the appropriate corrections thereto, in accordance with the law.

To request access to Personal Information or to request that such Information be corrected or updated, the person concerned should contact UAP's Head of Personal Information Protection Office, Caroline Tremblay, to the following address :

By email data.privacy@uapinc.com

By writing at: 7025 Ontario Street East, Montreal, Quebec, H1N 2B3.

A response to the person concerned will be provided within thirty (30) days of the receipt of the request.

Responsibility

All employees, representatives and agents of UAP handling Personal Information shall take all appropriate measures to ensure the strict compliance with this Policy, as well as with the requirements relating to the protection of Personal Information, and this, at all times.

In case of doubt regarding the application of this Policy, any employee, representative or agent of UAP must consult UAP's Head of Personal Information Protection, Caroline Tremblay (data.privacy@uapinc.com before taking any action whatsoever which could have the effect of collecting, holding, using, communicating or destroying Personal Information in breach of the present Policy or the law.

Any observed or anticipated breach of the provisions of this Policy or of the law which could detrimentally affect the confidentiality of Personal Information held by UAP must be reported without delay to UAP's Head of Personal Information Protection, Caroline Tremblay (data.privacy@uapinc.com.

UAP's Head of Personal Information Protection, Caroline Tremblay (data.privacy@uapinc.com is available to answer any questions relating to the contents or application of this Privacy Policy.

Any complaint concerning the administration or application of this Privacy Policy should be submitted within a reasonable time period to UAP's Head of Personal Information Protection, Caroline Tremblay at the following address:
email address : data.privacy@uapinc.com or by writing at : 7025 Ontario Street East, Montreal, Quebec, H1N 2B3