Privacy Policies

Update: November 6, 2023

The personal information you provide to us is essential for the proper functioning of our MA TOYOTA EXTRA reward program ("program"). Personal information is any information that allows the identification of a natural person, either directly or indirectly.

Here’s how we use and protect your information with a commitment to respecting your privacy. This policy applies to the collection, use, and sharing of any personal information ("information") collected as part of the program offered by the Association of Toyota Dealers of Quebec.

Collection and Use of Information

1.1. Methods by which information is collected

The information we collect is provided directly by you or by participating Toyota dealerships in Quebec, notably when:

• You create or update your membership profile on our website matoyotaextra.ca ("website");

• You contact us by phone, email, mail, or using the form on our website;

• You visit one of the participating Toyota dealerships in Quebec and make a transaction for eligible products and services or exchange MA TOYOTA EXTRA points;

• You subscribe to communications from the program, entities of the Toyota group* or their partners via email or other methods (newsletters, offers, promotional communications, etc.);

• You contact us to provide feedback, ask a question, make a request, or file a complaint;

• You fill out a contest or event participation form, or take part in a survey or marketing study;

• You browse our website (through cookies or other technologies)

*By "Toyota Group" we mean: the Association of Parts and Service of Toyota Dealers of Quebec, the Toyota dealers of Quebec, the Association of Toyota Dealers of Quebec and its regional associations, as well as Toyota Canada Inc.

** The information used for research, analysis, or statistical purposes is anonymized, meaning it is no longer possible to directly identify you.

*** Some information collected during your interactions with us may be linked to other information we hold about you and recorded in your member file.

1. Communication of Information

The communication of your information for legitimate purposes with other parties is sometimes necessary. Therefore, we may share your information with third parties, service providers, or partners as part of the program.

We are committed to limiting the sharing of information to what is necessary and obtaining your consent when required. We transmit your information only as outlined in this section unless you have consented to its communication to other entities for specific purposes.

For example, we may share your information with:

Entities within the Toyota Group

• Toyota dealers in Quebec with whom you transact or are likely to transact so that you can benefit from the program's advantages, or so that they can communicate with you to respond to a request, such as an appointment or information request, or if you have consented to receive communications from them by email;

• The Association of Toyota Dealers of Quebec and its regional associations if you have consented to receive communications from them;

• Toyota Canada Inc., for program analysis and improvement, to better understand the needs of members regarding vehicle maintenance and purchases, and to respond to your requests.

Service Providers

• Technology providers (e.g., data centers, data storage and backup, data processing, web hosting services, maintenance, and support services);

• Providers of communication, marketing, and analytics services;

• Providers for managing communications, cookies;

• Professional service providers (e.g., experts, accountants, legal advisors).

We ensure the integrity, security, and confidentiality of your information. When we share your information with service providers, we ensure they sign a contract in which they agree to use your information only for the purposes outlined in the agreement and provide at least the same level of protection that we offer.

Third Parties as Required or Allowed by Law, including in the following situations:

• Government agencies, regulators, and law enforcement authorities, under a mandate, order, or legal requirement;

• In connection with any ongoing or potential legal proceedings in which we are involved;

• In the establishment, exercise, or defense of our legal rights, as permitted by law.

We reserve the right to report illegal or dishonest activities carried out by website users, customers, or members, which may require the communication of information related to that person to the relevant authorities.

Other Third Parties:

• In the context of business transactions, parties associated with financing, insurance, sale, or other forms of transfer, proposed or ongoing, of all or part of our entity or assets, for purposes related to the evaluation and execution of the business transaction;

• Social and digital media platforms with which we may share your information (e.g., your email address) to enable us to broadcast targeted ads on their platforms (see your opt-out rights in section 3.2(a)).

3. Consent and Right to Refuse

3.1 Consent

We are committed to using only the information necessary for the purposes for which it was collected. We only use your information with your consent or as permitted by law. We obtain your consent for the collection, use, and sharing of your information, including in the following cases:

• When you join the program;

• To send you promotional communications by email;

• When we need to use your information for a purpose other than those for which you previously gave consent;

• During specific interactions with us, such as requests for information, appointments, or participation in contests, promotional activities, or events.

At any time, you can log into your program account to view your profile, update your contact information, and manage or modify your email communication preferences. Please note that there may be a delay before your preferences are updated. However, you will continue to receive essential program communications, such as:

• Important information about the program and how it operates;

• Notifications about your points balance or account inactivity;

• Communications regarding your status or membership level.

If you refuse or withdraw your consent for the collection, use, or sharing of your information, or if you are considering doing so, please contact us to understand the consequences of such a refusal or withdrawal. If you refuse to allow the collection or use of certain essential information, we may be unable to allow you to participate in the program or fully benefit from its advantages.

3.2 Right to Refuse

You have the right to refuse the use of your information or withdraw your consent for the following purposes:

a) Creation of Custom Audiences
We may use custom audience services on social media platforms, digital platforms, or third-party websites that send targeted ads to their users based on custom audiences. To do this, we upload "hashed" (i.e., encrypted) email lists to these platforms. These lists are then compared to hashed data generated from their own records to identify matches with your profile on their platform. Data hashing is a security measure designed to protect personal information during transmission.

We use two types of targeting:

• Inclusion: This allows us to target individuals with personalized offers, such as exclusive member-only deals. This ensures that the ads you see are relevant and keep you informed about offers tailored to you.

• Exclusion: This helps us avoid showing you ads that do not apply to you, such as offers aimed at non-members. This prevents unnecessary exposure to irrelevant or ineligible offers.

You can refuse the use of your email address for custom audience targeting for one or both types of targeting by updating your preferences in your member profile or filling out the online form under the "Contact Us" section. Please specify the type of targeting you wish to opt out of: "inclusion" or "exclusion."

By withdrawing your consent, you may still be exposed to our advertisements. However, these ads will not be targeted using your email address.

b) Sharing Your Information with Toyota Canada Inc.
We may share your member profile information with Toyota Canada Inc. to facilitate program operations, such as for analysis and improvement of the program or to better understand member needs regarding vehicle maintenance and purchases. You can refuse the sharing of your information with Toyota Canada Inc. for these purposes by contacting us through the online form under the "Contact Us" section.

c) Digital Information
With your consent, we may collect your digital information (e.g., device and browsing data) using optional cookies or similar technologies when you visit our website. This data helps us measure and analyze browsing behavior to improve your experience. It also allows us to provide offers and services that match your needs.

You can refuse the collection of this information by clicking on "Consent Options" at the bottom of our website. For more details, please consult our [Digital Data Policy].

4. Automated Decisions

There are instances where we make decisions about you based solely on automated processing of your information. These are considered automated decisions, meaning that no significant human intervention occurs in the decision-making process.

Examples of automated decisions include determining your membership level, your eligibility for an offer, or assigning a designated dealership to your member profile (when you have not specified a primary dealership in your profile).

If this occurs, we will inform you during the process or no later than when the decision is communicated to you. For any questions or if you wish to provide feedback, we invite you to contact us.

5. Retention and Destruction of Information

Storage Locations

The information we hold is stored on secure servers, typically located in Canada. However, we may use the services of providers located outside the country. Consequently, some of your information may be disclosed or stored outside of Quebec, in other provinces or countries, including the United States, by a party we have entrusted to collect, use, disclose, or store such information.

In such cases, we ensure that your information receives adequate protection, particularly with regard to generally recognized principles of personal information protection deemed reasonable under the circumstances. In certain cases, your information may be subject to the laws and access rights of foreign authorities.

6. Security

We take reasonable, industry-standard measures to protect your information and employ security measures appropriate to the sensitivity of the data. We implement technological, physical, and contractual safeguards designed to protect the information entrusted to us against loss or theft, as well as unauthorized access, disclosure, copying, use, or alteration.

All authorized individuals with access to your information are required to maintain its confidentiality. We restrict access to your information and monitor for the prevention and detection of suspicious activities. These individuals receive training and awareness activities on information protection, along with access to guidelines.

Our website contains links to other sites. When you click on links that direct you to third-party websites, you become subject to the privacy policies of those websites. We are not responsible for the actions or privacy practices of third parties. We encourage you to exercise caution when leaving our website for another and to read the privacy policies of each site you visit.

7. Access and Correction Requests

You may request to review or correct the information we hold about you, or in certain circumstances, request that we delete your information. To do so, you can submit a written request to the Privacy Officer:

Mr. Charles Saillant, President of the Association of Parts and Service for Toyota Dealers of Quebec
Email: confidentialite@matoyotaextra.ca

We may need to verify your identity before searching for, providing, or correcting your information. Your request will be processed within 30 days of receipt.

We update our records based on the information you provide or that is shared with us by dealers, where applicable. To ensure that our records are as complete, accurate, and up-to-date as possible, you must inform us of any relevant changes to your information, such as a change of address.

You can update your information or request corrections in one of the following ways:

• By accessing your member account to modify the information in your profile; or

• By writing to confidentialite@matoyotaextra.ca for information that you cannot update in your profile.

8. Questions and Complaint Handling

If you have a question about information protection or our policies, you can contact us:

• By writing to confidentialite@matoyotaextra.ca;

• By completing the online form in the "Contact Us" section.

If you wish to file a complaint regarding the protection of personal information, we invite you to email us at: confidentialite@matoyotaextra.ca.

A file will be created, and your complaint will be handled confidentially.

When a complaint is submitted, an acknowledgment of receipt will be sent. A written response to your complaint will be provided no later than thirty (30) business days following receipt of your complaint.

If it appears impossible or difficult to process your complaint within the specified timeframe, additional time may be required. In such cases, we will inform you of the reasons for the delay and the targeted response date.

We encourage you to provide a phone number so that we can establish direct contact with you to better understand your concerns and discuss satisfactory solutions to resolve your complaint.

9. Policy Modification

We may update this policy from time to time as necessary. We will inform you of any significant changes through a notice on our website and by any other appropriate means, if required.

We encourage you to review this policy regularly. Any changes will take effect upon publication.

10. Other Policies and Rules to Review

This policy is complemented by our Digital Data Policy, which explains how we use cookies and other similar technologies when you visit our website.

• Digital Data Policy

Other policies and rules may supplement this policy. We encourage you to revisit this section regularly.