Access to documents and protection of personal information

Access to documents

Under the Regulation respecting the distribution of information and the protection of personal information, public bodies must make certain information available on their website. This is consistent with the government’s desire for greater transparency to citizens. You will find the documents we make available under the Regulation on Ministère du Travail, de l'Emploi et de la Solidarité sociale website. Since the language of the Administration is French, certain documents are available in French only. Some documents are found under the Ministère section. (organizational chart, laws and regulations, contracts and financial commitments, policy, guidelines). Other may be found through the Home page menu (programs and measures, statistics, forms, publications).

The following documents are specifically related to the Act respecting Access to documents held by public bodies and the Protection of personal information:

• Document classification (PDF, 92 KB, French only)
• Inventory of personal information files (French only).
• Register pertaining to the communication of personal information
  • Volet 1 (PDF, 204 KB, French only)
  • Volet 2 (PDF, 24 KB, French only)
  • Volet 3 (PDF, 24 KB, French only)

Protection of personal information

Sending personal information

Avoid sending personal information by email. For security reasons, never include personal information in an email message, especially your file number or social insurance number.

If you nevertheless decide to send personal information by email, we will use only the information required to reply to your message.

Collection and use

In keeping with the Act respecting access to documents held by public bodies and the protection of personal information, when the Ministère asks you for personal information, it must begin by ensuring that it necessary to collect this information. The person contacting you must identify himself or herself and tell you:

• the name and address of the public body for whom the information is being collected
• why this information is being collected
• the categories of person who will have access to this information
• the compulsory or optional nature of the request
• the consequences for the person in question or, if applicable, for a third party, of refusing to answer the request
• the rights to access and rectification provided for by law

The personal information collected is accessible only to duly authorized persons at the Ministère. These persons may use it only when required to carry out their job duties.

Communication

Personal information is not shared with other organizations or bodies except in the cases and under the conditions stipulated in the Act. However, you may authorize the Ministère to provide personal information about you to another person, or to an organization (consent form (PDF, 41 KB). It is also possible to designate a person to represent you (Power of Attorney form (DOT, 97 KB).

Communication with Clients—Confidentiality Practices applied by the QPIP 

Protecting personal and confidential information is a priority at the Québec Parental Insurance Plan. The Centre de service à la clientele takes a number of steps to protect your personal information and you must also make sure not to provide personal information to anyone who is not authorized to request it from you.

For information about confidentiality practices, please see the following document: Communication with Clients—Confidentiality Practices applied by the Québec Parental Insurance Plan (PDF, 605 KB).

Rights to access and rectification

In keeping with the Act, you may request a copy of the administrative documents held by the Ministère or a copy of the personal information that the Ministère has collected regarding you. The Act applies to all of the documents that the Ministère holds to carry out its duties regardless of their form: written, graphic, sound, visual, computerized or other.

To obtain a copy of the documents that interest you, you must request them from the Ministère officer responsible for access to documents and the protection of personal information. The request must be specific enough to enable the Ministère to locate these documents. Your requests should be addressed to:

M^e Guylaine Couture,
Person in charge and Coordinator
Accès à l’information et protection des renseignements personnels
Bureau de la sous-ministre et Secrétariat général
Ministère du Travail, de l'Emploi et de la Solidarité sociale
425, rue Jacques-Parizeau, 4^e étage
Québec (Québec) G1R 4Z1
Telephone: 418-643-4820
Fax: 418-643-1226
Email: acces@mtess.gouv.qc.ca 

If you see that personal information regarding you is inaccurate or incomplete or if you believe that it has been unrightfully collected, kept or shared, you can ask that it be rectified or destroyed. 

The person in charge of access to documents and the protection of personal information at the Ministère must answer within 20 days of receiving the request for access or rectification. In some cases, a 10-day extension may apply. In keeping with the Act, the person may refuse access to all or part of a document. Should this occur, the person’s decision will indicate the reason for the refusal and inform the person requesting it of his or her recourses.