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 the Museum’s 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Consent to the use of personal information for any of the purposes described above may be withdrawn in certain circumstances by contacting the Privacy Officer using the contact information given in Section 9.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 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. The Museum limits 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 collects 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 does not sell or disclose information relating to its staff to third parties without their consent. In all cases, the Museum conducts 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 the Museum with services to help it manage the relationship with the employer, including suppliers 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. The Museum conducts rigorous assessments to identify and mitigate any risks to the protection of such information before transferring it outside the province.

The Museum has technological and organizational policies and practices in place to protect the personal information of its 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. The Museum restricts access to personal information to members of its staff and authorized third parties who need it in order to perform their duties.

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

If an applicant accepts an offer of employment made by the Museum, the personal information collected by the Museum during the recruitment process will become part of the applicant’s employment record. The Museum may use this information in connection with the employment, in accordance with its employee privacy policy. The personal information of unsuccessful candidates will be securely stored and destroyed in accordance with the Museum’s document 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.

The Museum may request additional personal information in order to verify the identity of the person seeking to exercise their rights.

Our Privacy Officer is in charge of overseeing the application of our 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 and its service providers or the exercise of their 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

The Museum may update this Policy from time to time to reflect changes to its 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 is indicated at the end of the Policy.