Protecting your personal information

What we collect

When you fill out the waiting-list application form, we collect only the information you provide:

• Your full name
• Your email and, if you provide it, your phone number
• The unit size you want and the number of people in your household
• Your current situation and particular needs (optional)
• Your motivation letter (optional)

Why we collect it

This information serves one purpose: to evaluate your membership application and place you on the waiting list. It is never sold or used for advertising.

Who has access

The Selection Committee reviews your whole application. When a candidacy is recommended, the board of directors receives the committee’s recommendation and, when one has been prepared, an anonymised copy of your motivation letter. The person responsible for the protection of personal information may consult applications to watch over their protection, and board members may consult an expired application to decide on its deletion.

Processing by artificial intelligence

Your motivation letter and the committee’s notes may be processed by the same artificial intelligence services the cooperative uses elsewhere in its portal, only to produce the anonymised copy for the board and to help the committee write. No other use.

Email sent to the cooperative

Each day, the cooperative summarises its mailbox and sends this summary to its officers (at their personal addresses); the emails the secretary confirms are forwarded to the leads of the committees concerned.

How long we keep it

An active application is kept 2 years after it is submitted or after you last confirmed your interest; a declined application, 2 years after the decision. It is then proposed for deletion.

Your co-op email (members)

If you are a member, the cooperative gives you an @coopoasissauve.com email address. Here is what the portal does with the email that reaches it:

• It keeps a copy of the email received at that address.
• If you gave us a personal email address, by default it also re-sends this email to your personal address. That mailbox is with a third-party provider (for example Gmail or Outlook), outside the cooperative’s control.
• You can turn this re-sending off at any time in your profile ("Mail forwarding"). Your co-op mailbox always keeps its copy.

Your rights

Law 25 gives you the right to access your information, have it corrected, and withdraw your consent. You may also file a complaint with the Commission d’accès à l’information du Québec.