POLICY ON THE PROTECTION OF PERSONAL INFORMATION

Personal information is collected for the following purposes:

• To identify and evaluate job applicants (e.g., by assessing their skills, qualifications and objectives)
• To verify information and conduct employment, background and reference checks (where applicable and subject to the candidate’s consent as required by applicable law)
• To communicate with applicants about the selection process and their application
• To maintain files related to the hiring process
• To create and submit reports in accordance with applicable laws or regulations
• To comply with legal, regulatory or governance requirements
• To analyze and improve the application and recruitment processes

Consent to the use of personal information for any of the purposes described above may be withdrawn in certain circumstances by contacting the Privacy Officer using the contact information given in Section 9.

The Museum and the Foundation may collect personal information directly from job applicants, or receive personal information from third parties, for example, in connection with a background, employment or reference check, subject to the consent of the job applicant where required by law. We limit the collection of personal information to what is necessary for the purposes described above. Here are some examples of the type of information collected:

• Name, title, mailing address, telephone number and personal email address
• Information appearing in the applicant’s résumé and cover letter (e.g., information on educational background, training and prior experience)
• Information regarding salary and overall compensation
• Information collected during interviews (in person or by telephone or videoconference)
• Details concerning the type of job sought, desired salary, willingness to relocate, job preferences and other information related to compensation and employee benefits
• Reference information and information received during background checks, where applicable, including information provided by third parties

The Museum and the Foundation collect personal information provided by applicants when they submit their résumé to the Museum’s email address emploi@mbamtl.org.

Except as set out below or as required or permitted by law, the Museum and the Foundation do not sell or disclose the personal information received to third parties without the applicants’ consent. In all cases, we conduct rigorous assessments to identify and mitigate any risks to the protection of personal information before disclosing or sharing it.

5.1. Service providers
Personal information may be used by certain third parties that provide services relating to the management of employer relationships, such as the providers of information technology services. These service providers receive only the information they need to provide the designated services. They are not authorized to use personal information for any purposes other than those stipulated in the context of providing the services for which they are contracted.

5.2. Communication of personal information outside Quebec
The personal information of applicants may be transferred to service providers outside Quebec. We conduct rigorous assessments to identify and mitigate any risks to the protection of such information before transferring it outside the province.

The Museum and the Foundation have technological and organizational policies and practices in place to protect the personal information of their staff. The purpose of these measures is to prevent the theft and loss of personal information, as well as its unauthorized use, modification, disclosure and access. We restrict access to personal information to members of our staff and authorized third parties who need said information in order to perform their duties.

Except as permitted or required by the applicable laws or regulations, the Museum and the Foundation retain personal information only as long as is necessary for the purposes described above.

If an applicant accepts an offer of employment, the personal information collected during the recruitment process will become part of the applicant’s employment record. We may use this information in connection with the employment, in accordance with our employee privacy policy. The personal information of unsuccessful candidates will be securely stored and destroyed in accordance with our retention policy and applicable laws and regulations.

Subject to applicable laws, candidates responding to an offer of employment have the following rights with regard to their personal information:

• The right to access and obtain a copy of their personal information
• The right to correct inaccurate personal information concerning them
• The right to withdraw consent to the use of their personal information in certain circumstances
• The right to request the deletion of personal information that is obsolete or no longer required for the purposes for which it was collected

Job applicants may exercise these rights with regard to their personal information by contacting our Privacy Officer using the contact information below. Administrative fees may apply.

Additional personal information may be requested in order to verify the identity of the person seeking to exercise their rights.

The Museum’s and the Foundation’s Privacy Officer is in charge of overseeing the application of their principles regarding the protection of personal information.

Any person who has questions or comments regarding this Policy, the manner in which their personal information is used by the Museum or the Foundation and their service providers, or the exercise of said person’s rights with regard to their personal information is invited to contact the Privacy Officer as follows:

Email address:
confidentialite@mbamtl.org

Mailing address:
The Montreal Museum of Fine Arts
c/o Privacy Officer
Administration Department
2189 Bishop Street
Montreal, Quebec H3G 2E8

Telephone number:
514-285-1600

From time to time, we may update this privacy policy to reflect changes to our principles regarding the protection of personal information. Employees are encouraged to visit this page regularly to ensure that they are aware of any such changes. The date of the most recent update of the Policy is indicated below.

Document of the Montreal Museum of Fine Arts Date approved: December 1, 2023
Effective date: August 1, 2024
Last updated: November 22, 2024