Policies and Privacy
1. General Information
a) Introduction
Privacy protection is important to Hôtel Cofortel (hereinafter referred to as the “Entity,” “We,” or “Our“). For this reason, We have implemented protection measures and sound management practices for your personal information in accordance with applicable laws.
This privacy policy (the “Policy“), which must be read in conjunction with our Terms and Conditions, describes our practices regarding the collection, use, processing, disclosure, and retention of personal information belonging to our customers, visitors, and users.
By using Our website [https://www.cofortel.com/] (the “Website“) or any of our services, you agree that We may collect, use, process, disclose, and retain your Personal Information in accordance with the terms described herein. If you do not agree to comply with and be bound by this Policy, you are not authorized to visit, access, or use Our Website or Services, or to share your Personal Information with Us.
This Policy does not apply to the personal information of the Entity’s employees, representatives, and consultants, or to any other person affiliated with the Entity, nor does it apply to information that does not constitute personal information as defined by applicable law.
b) Privacy Officer
Questions, comments, and complaints regarding this Policy and the Entity’s privacy practices may be addressed to Our Privacy Officer using the following contact information:
Name: Brigitte Perrault
Phone: 800-363-7440
Email: rprp@cofortel.com
Address: 6500, boul. Wilfrid-Hamel, Québec, Quebec G2E 2J1
2. Definitions
The following words and expressions, when appearing with a capital letter in this Policy, have the meaning assigned to them below, unless otherwise implicitly or explicitly stated in the text:
“Service Provider”: any individual or legal entity that processes personal information on behalf of the Entity. This includes third-party companies or individuals employed by the Entity to facilitate the Services, provide Services on behalf of the Entity, perform services related to the Services, or assist the Entity in analyzing the use of the Services.
“Personal Information”: any information relating to an individual that allows them to be identified, meaning information that directly or indirectly reveals something about the identity, characteristics (e.g., abilities, preferences, psychological tendencies, predispositions, mental capacities, character, and behavior) or activities of that individual, regardless of the medium on which the information is stored or the form in which it is accessible (written, graphic, audio, visual, computerized, or otherwise).
“Privacy Officer”: the person responsible for implementing this Policy, whose contact information is provided in Section 1 of this Policy.
“Services”: Services refers to the services offered by the Entity.
3. Processing of Personal Information
3.1 Collection of Personal Information
In the course of our activities, We may process different types of Personal Information, including the information listed below:
- Contact information, such as your first and last name, email address, telephone number, and résumé;
- Information that you choose to provide or transmit to Us, for example, when you complete a form, respond to surveys, or communicate with one of our employees or representatives;
- Information collected automatically when using the Website and our Services, including:
- Login information and other information about your activities on the Website, such as your IP address, the pages you have viewed, the time and date of your visits, the type of browser you use, your device’s operating system, and other hardware and software information, etc.;
- Geolocation data, such as your IP address, or a precise or approximate location determined from your IP address or your mobile device’s GPS, depending on your device settings.
In each case, this personal information is processed in accordance with the legitimate and necessary purposes listed in Section 3.2 below.
3.2 Use of Personal Information
We may use your Personal Information for the legitimate purposes described below:
- To operate, maintain, supervise, develop, improve, and provide all the features of Our Website;
- To present and provide you with our Services and products;
- To allow you to apply for employment;
- To develop new products and improve our Services;
- To respond to your employment application if you have applied for a position on Our Website;
- To send you messages, updates, and security alerts;
- For marketing and business development purposes, if you have previously consented to the processing of your personal information for these purposes;
- To answer your questions and provide assistance as needed;
- To collect reviews and feedback regarding our products or Services;
- To conduct research and analysis related to Our business, products, and Services;
- To detect and prevent fraud, errors, spam, abuse, security incidents, and other harmful activities;
- To send you communications in accordance with the law;
- For any other purpose permitted or required by law.
3.3 Disclosure of Personal Information
We may disclose your Personal Information to our employees, contractors, consultants, agents, service providers, and other trusted third parties (collectively, the “Service Providers“) who need this information to assist Us in operating Our Website, conducting our business activities, or serving you, provided that such Service Providers have previously agreed in writing to ensure the confidentiality of your Personal Information in accordance with applicable laws and Our Information Governance Program.
We do not sell, exchange, or otherwise disclose your personal information to third parties.
3.3.1 Service Providers and Other Third Parties
We may engage Service Providers to perform various services on Our behalf, such as IT management and security, marketing, as well as the analysis, hosting, and storage of personal information.
When We disclose your personal information to Service Providers, We enter into written agreements with them before your personal information is disclosed and provide them only with the Personal Information necessary to perform their mandate.
Under these agreements with our Service Providers, We ensure that the principles set out in this Policy are respected, and these Service Providers are required to use Personal Information according to our instructions and solely for the purposes for which it was provided.
In addition, these Service Providers (i) agree to comply with confidentiality requirements relating to the protection of the Personal Information We provide to them and (ii) provide Us with sufficient guarantees regarding the implementation of appropriate protection measures that are proportionate to the sensitivity of the personal information processed or disclosed.
When our Service Providers no longer need your Personal Information, We ask them to appropriately destroy such personal information.
3.3.2 Compliance with Legislation, Response to Legal Requests, Prevention of Harm, and Protection of Our Rights
We may disclose your Personal Information when We believe that such disclosure is authorized, necessary, or appropriate, including:
- To respond to requests from public and government authorities, including public and government authorities outside your country of residence;
- To protect our operations;
- To comply with legal proceedings;
- To protect our rights, Our privacy, Our security, our property, yours, or those of third parties;
- To allow Us to exercise available remedies or limit damages that We may suffer; and
- In accordance with applicable laws, including laws outside your country of residence.
3.4 Consent to the Collection, Use, and Disclosure of Personal Information
To the extent possible, the Entity obtains consent directly from the individual concerned for the collection, use, and disclosure of their Personal Information.
However, if you provide Us with Personal Information about other individuals, you must ensure that you have properly informed them that you are providing their information to Us and that you have obtained their consent to such disclosure.
We will obtain your explicit consent before using or disclosing your Personal Information for purposes other than those set out herein.
3.5 Retention of Personal Information
Subject to applicable laws, We retain your Personal Information only for as long as necessary to fulfill the purposes for which the information was collected, unless you consent to your Personal Information being used or processed for another purpose.
As an indication, certain information may be retained for up to 7 years following the end of the Services provided by the Entity to you.
In addition, our retention periods may be modified from time to time due to legitimate interests, such as ensuring the security of Personal Information, preventing abuse and breaches, or prosecuting criminals.
For more information about the periods during which your Personal Information is retained, please contact Our Privacy Officer using the contact information provided in Section 1(b) of this Policy.
4. Your Rights
As an individual concerned, you may exercise the rights listed below by contacting Our Privacy Officer in writing using the contact information provided in Section 1(b) of this Policy:
- You have the right to be informed of the Personal Information We hold about you and to request a copy, including a paper copy, of documents containing your Personal Information, subject to the exceptions provided by applicable law;
- You have the right to have the Personal Information We hold about you corrected, amended, and updated if it is incomplete, ambiguous, outdated, or inaccurate;
- You have the right to withdraw or modify your consent to the Entity collecting, using, disclosing, or retaining your Personal Information at any time, subject to applicable legal and contractual restrictions;
- You have the right to request that We cease disseminating your Personal Information and de-index any link associated with your name that provides access to such information if such dissemination contravenes the law or a court order;
- You have the right to request that your Personal Information be communicated to you or transferred to another organization in a structured and commonly used technological format;
- You have the right to file a complaint with the Commission d’accès à l’information, subject to the conditions provided by applicable law.
In order to process your request, you may be required to provide appropriate identification or otherwise verify your identity.
5. Cookies and Other Tracking Technologies
We use cookies and other similar technologies (collectively, the “Cookie Files“) to help Us operate, protect, and optimize the Website and the services We offer.
Cookie Files are small text files stored on your device or browser. They allow certain information to be collected during your visit to the Website, including your preferred language, browser type and version, the type of device you use, and your device’s unique identifier.
While some of the Cookie Files We use are deleted at the end of your browser session, other Cookie Files remain on your device or browser so that We can recognize your browser during your next visit to the Website.
The personal information collected through these Cookie Files is not intended to identify you. They are used, among other things, to ensure the operation of the Website, improve the browsing experience for users, provide certain data that allows Us to better understand traffic and interactions occurring on Our Website, and detect certain types of fraud.
Cookie Files do not cause any damage to your device and cannot be used to extract your personal information.
You can configure your browser to be notified when Cookie Files are being placed during your visit to the Website, allowing you to decide, in each case, whether to accept or refuse the use of some or all Cookie Files.
Please note that disabling Cookie Files in your browser may negatively affect your browsing experience on the Website and prevent you from using certain features.
For more information about how We use Cookie Files, you may consult Our “Cookie Policy.”
6. Security Measures
The Entity has implemented physical, technological, and organizational security measures designed to adequately protect the confidentiality and security of your personal information against loss, theft, or any unauthorized access, disclosure, reproduction, communication, use, or modification.
These measures include encryption, access controls, segregation of duties, internal audits, etc.
Despite the measures described above, We cannot guarantee the absolute security of your Personal Information.
If you have reason to believe that your Personal Information is no longer protected, please contact Our Privacy Officer immediately using the contact information provided in Section 1(b) above.
7. Changes to This Privacy Policy
We reserve the right to modify this Policy at any time in accordance with applicable legislation.
In the event of a modification, We will publish the revised version of the Privacy Policy and update the date of the revision displayed in its footer.
We will also notify you by email at least thirty (30) days before the effective date of the new version of Our Policy.
If you do not approve of the new terms of the Privacy Policy, We invite you to stop using Our Website and Services.
If you continue to use Our Website or Services after the new version comes into effect, your use of Our Website and Services will be governed by the new version of the Policy.
8. Links to Third-Party Websites
From time to time, We may include references or links on Our Website to websites, products, or services provided by third parties (the “Third-Party Services“).
These Third-Party Services, which are not operated or controlled by the Entity, are governed by privacy policies that are entirely separate and independent from ours.
Links providing access to these services are provided solely for your convenience, and you access and use them entirely at your own risk and subject to the terms and conditions of those third parties.
We strongly recommend that you read the privacy policy of every website you visit.
We therefore assume no responsibility for the content or activities of these websites.
This Policy applies only to the Website and services We offer. This Policy does not extend to Third-Party Services.
9. Individuals Under 14 Years of Age
We do not knowingly collect or use Personal Information from individuals under 14 years of age.
If you are under 14 years of age, you must not provide Us with your Personal Information without the consent of your parent or guardian.
If you are a parent or guardian and learn that your child has provided Us with Personal Information without consent, please contact Us using the contact information provided in Section 1(b) above to request that we delete the child’s personal information from our systems.
10. Applicable Laws
The laws of Canada and Quebec, excluding its conflict-of-law rules, shall govern this agreement and your use of the Website.
Your use of the Website may also be subject to other local, provincial, national, or international laws.
Best Rate Guarantee Policy
You will always receive the best available rate when making your reservation directly through our website or by telephone.
If you find a lower rate for the same room on an online travel agency’s website within 24 hours after making your reservation, we will match it.
Booking directly with us means peace of mind knowing you have the best price!
Gift Certificate Terms and Conditions
Printed gift certificates must be presented at the Hotel upon arrival.
They may only be applied to reservations made directly with us, whether through our official website, by telephone, or in person.
Hôtel Cofortel is not responsible for lost or stolen gift certificates.
Cancellation and Deposit Policies
In the event of a cancellation or no-show, the cost of the first night, plus applicable taxes, will be charged to the credit card provided at the time of booking.
You may cancel your reservation free of charge until 4:00 p.m. on the day before your arrival.
A $100 deposit will be charged to the credit card provided at the time of booking at 4:00 p.m. on the day before your arrival, along with the full room charges for reservations with individual payment.
Please note that for reservations for the Executive Suite, the deposit amount is $250.00.
In the event of a cancellation after this deadline or a no-show, the cost of the first night, plus applicable taxes, will be charged and will not be refunded.
In the event of an early departure, you have until 4:00 p.m. the day before to cancel the following night’s stay free of charge.
General Policies
A valid credit card number is required to guarantee your reservation at Hôtel Cofortel.
All reservations with an invalid credit card number will be cancelled at 4:00 p.m.
For the comfort and well-being of all our guests, Hôtel Cofortel offers a completely non-smoking environment and does not accept pets.
In the event of non-compliance with this policy, cleaning fees will be charged.
Children aged 12 and under accompanied by at least one adult stay free of charge at Hôtel Cofortel.
No commercial activity is permitted in the rooms.
Check-In and Check-Out
Check-in is available from 4:00 p.m. on the day of arrival.
At the end of your stay, you must vacate your room no later than 12:00 p.m.
Any request for a late check-out must be submitted on the morning of your departure and approved by a member of Hôtel Cofortel staff.
Additional fees may apply.