Réseau ProDentis Privacy Policy

It applies to anyone who uses the Réseau ProDentis app (iPhone and Android), the reseauprodentis.ca website and its member space, or the business space: members, students, clinic managers and employees, partner organization accounts and website visitors.

Réseau ProDentis is responsible for the personal information collected through these services. When you apply for a job, the clinic that receives your application also becomes responsible for how it uses the information you send it.

The person in charge of the protection of personal information ensures that this policy is followed. They receive your requests and complaints and handle confidentiality incidents.

• Name and title: Quentin Henaph, President and Chief Executive Officer
• Email: contact@reseauprodentis.ca (subject: “Protection of personal information”)
• Phone: +1 514-550-8750

Your account

Email address, password (stored in hashed form by our authentication provider, never readable by the team), sign-in method (email, Google or Apple), email address confirmation, creation and last sign-in dates, language and display preferences.

Your professional profile

First name, last name, photo and banner, profession, city and region, place of practice, availability, bio, education, experience, languages, skills, interests, current employer and, for students, program, school and year of study. If you add them: your résumé and cover letter.

Your licence to practise

For professions that require one: profession, country, region and licence number, and the result of the check done by hand by our team in the professional order’s public register.

Your content and conversations

Posts, comments, reactions, poll votes, reposts and mentions; private and group messages (text, photos, videos, voice messages, files), message reactions and read receipts; Marketplace listings and price offers; groups, invitations and group codes.

Your job search

Applications (résumé, cover letter, answers to the clinic’s questions), the stage of each application, interviews and chosen time slots, saved jobs. Clinics may add private notes and a rating to your application, and we record when they open it.

Your network and activity

Connections and connection requests, clinics and members you follow, blocked members, profile visits (who viewed which profile, and when), view counts of profiles, clinic pages and listings, attendance at calendar events.

Clinics and organizations

Clinic name, contact details, address, logo and description; managers, employees and invitations; job postings and their statistics; the clinic’s security code; subscription billing information.

Subscriptions and purchases

Chosen plan, subscription status and purchase history, provided by the App Store, Google Play or our payment provider. We never receive your payment card number.

Device, notifications and technical data

Your device’s notification token; the conversation open on screen, so that we do not notify you of a message you are already reading; our servers’ technical logs (date and time, account identifier, operation performed, errors); IP address and browser type recorded by our hosting providers for security.

Reports and moderation

Reports you make or that concern you, reasons, team decisions and account suspensions.

Your communications with us

Messages you send us by email or phone. The website’s contact form prepares an email in your own email app: it sends nothing to our servers.

We do not collect your geographic location. The app uses the camera, photo library and microphone only when you choose to take a photo, attach a file or record a video or voice message.

• From you, when you create your account, fill in your profile, post, write a message or apply.
• Automatically, when you use our services: visits and views, notification tokens, technical logs.
• From third parties: Google or Apple if you sign in with those accounts (name, email address, photo); the App Store, Google Play and our subscription management provider (your subscription status); a clinic or partner organization that invites you by email; other members who mention you, invite you or write to you.

• to create and secure your account, confirm your email address and sign you back in;
• to show your profile to other members and let you build your network;
• to run the news feed, messaging, groups, Marketplace, calendar and jobs;
• to send your applications to the clinics you choose and track their stages;
• to verify licences to practise and clinics, in order to display verification badges;
• to send you notifications and emails about your activity: new message, connection request, application stage, a job matching your profession and city, incomplete profile reminder, event reminder;
• to produce your profile statistics and anonymous comparisons between members of the same profession;
• to manage members’ and clinics’ subscriptions and purchases;
• to moderate content, handle reports and prevent fraud and abuse;
• to answer your requests and meet our legal obligations.

We show no third-party advertising and we do not sell your information. When a clinic pays to promote a job, we are the ones who send it to the members whose profile matches (section 8): the clinic does not receive their information. To use information for another purpose, we will ask for your consent, unless the law provides otherwise.

By creating your account, you accept the terms of use and this policy. We collect only the information needed for the purposes stated.

A lot of information is optional (photo, bio, résumé, availability, interests): you choose whether to provide it and can remove it at any time from your profile.

You can withdraw your consent at any time: by turning off notifications in your device settings, by changing your privacy settings, by writing to us or by deleting your account. Withdrawing consent may make some features unavailable.

• Your profile (name, photo, profession, city, background, skills) is visible to signed-in members of the network. It is not published on the public website or offered to search engines.
• Your posts are visible according to the choice made when posting: “Everyone” (all members of the network) or “My network” (your connections only).
• A clinic’s managers see the profile, résumé and answers of the people who apply to its jobs, and may browse network profiles to recruit, including students’ profiles for internships in their field.
• The “Verified licence” badge and the status of your request (pending or verified, with your profession and region) are visible to signed-in members. Your licence number never is, and a refusal is never shown.
• The member whose profile you visit can see that you visited it: the most recent visitor on the free plan, the list of visitors on the Premium plan. Private browsing (Premium) removes you from these lists.
• You can hide your availability status and, with the Premium plan, hide your connections.
• Your attendance at a calendar event (“I’m going”) is private by default; you can choose to appear in the public list of attendees.
• Every member is automatically connected to Réseau ProDentis’ official Info and Modération accounts, which share network news. Like any connection, these accounts can see “My network” posts.
• Clinics’ job postings are public: they may be shown on the website and indexed by search engines. They contain no information about applicants.

Some features use your profession, city, availability and program of study: job alerts, the order of jobs and suggestions of members and clinics to follow, anonymous comparison with members of your profession, profile reminders. These calculations are used only to show you useful content.

When a clinic pays for a promotion, the job is sent by notification and email to members who are “Actively searching” or “Open to opportunities” and whose profession and city best match the job; Premium members who are actively searching may also be told as soon as a matching job is published.

You can limit these features by changing your profession, city or availability (the “Not available” status stops job alerts and promoted jobs) and by turning off notifications.

No decision based exclusively on automated processing is made about you. Licences and clinics are verified by hand by our team.

We share information only with the providers that help us offer our services, to the extent necessary, and under agreements that require them to protect it:

• Google LLC (Google Cloud): hosting of the database and files, authentication, server functions, sending notifications; Google sign-in and city suggestions;
• Apple Inc.: Sign in with Apple, iPhone notifications, App Store purchases;
• Google Play: purchases on Android;
• RevenueCat, Inc.: management of subscriptions bought in the app or, for members’ Premium, on the website (account identifier and purchase history);
• Stripe, Inc.: payment of clinic subscriptions and one-time purchases on the website and in the business space, and of members’ Premium subscription on the website;
• Twilio SendGrid and Brevo: sending emails (verification codes, invitations, welcome messages, promoted jobs);
• Anthropic: drafting dental news items from the titles and excerpts of public articles, reviewed by our team before publication. No information about our members is sent to it.

The clinics you apply to receive your application. We may also share information without your consent when the law requires or allows it, for example at the request of a judicial authority, or as part of a business transaction, under the conditions set by law. We do not sell or rent your personal information.

Our providers store or process information outside Quebec: elsewhere in Canada, in the United States and, for sending some emails, in the European Union. Before sharing information outside Quebec, we assess whether it will be adequately protected there, as the law requires, and we govern this sharing by contract. This information may be accessible to the authorities of the countries where it is located.

We keep your information while your account is active and as long as the stated purposes require. Once these purposes are achieved, we destroy or anonymize it, as the law provides.

Deleting your account

It is done in the app: side menu, Settings, Danger zone, Delete my account. A copy of your account (profile, posts, comments, conversations, applications, connections) is first placed in a restricted-access archive. Your profile, posts, comments, conversations, connections, licence data and sign-in account are then deleted from the network.

• Deletion archive: kept for 3 years to respond to a request, a dispute or a legal obligation, then destroyed.
• Applications: an application you sent remains available to the clinic that received it.
• Files and messages: the files you sent (photos, résumés, videos, voice messages), the messages in conversations and some traces in other members’ accounts (notifications, profile visits) are not yet all erased automatically. Write to us to request their erasure: we act on it within 30 days.
• Technical logs: kept for 30 days.
• Inactive accounts: kept until you delete your account.
• Copy on your device: the app keeps some content in local storage to display faster; this copy disappears when you uninstall the app.

• Access: find out whether we hold information about you and receive a copy.
• Correction: have inaccurate, incomplete or ambiguous information corrected; most of it can be edited directly in your profile.
• Withdrawal of consent: withdraw your consent to a use or sharing of your information.
• Portability: receive the information you provided to us in a structured, commonly used technological format, or have it sent to a person you designate.
• De-indexing and cessation of dissemination: ask us to stop disseminating information about you or to de-index a link attached to your name, where the law provides for it.
• Information: know the information used for the profiling described above and the reasons for a decision that concerns you.

To exercise a right, write to the person in charge of the protection of personal information (section 2). We may verify your identity before answering. We answer in writing within 30 days. This service is free; reasonable fees may apply for transcription, reproduction or transmission, and we will tell you in advance.

If you are not satisfied with our answer, you may contact the Commission d’accès à l’information du Québec (cai.gouv.qc.ca) or, as the case may be, the Office of the Privacy Commissioner of Canada (priv.gc.ca).

We protect your information with reasonable measures: encrypted connections (HTTPS), access rules that reserve data to signed-in members and the most sensitive data (licence numbers, applications and clinics’ notes, billing) to authorized people only, email address confirmation, a new sign-in required before sensitive actions, team access limited to the people who need it, sensitive operations performed by our servers.

No system is perfectly secure. In the event of a confidentiality incident (unauthorized access, use or disclosure, or loss), we take steps to reduce the risk of harm and record it in our incident register. If the incident presents a risk of serious harm, we notify the Commission d’accès à l’information, the Office of the Privacy Commissioner of Canada and the people concerned.

Protect your password: the team will never ask you for it.

Réseau ProDentis is intended for professionals, students and organizations in the dental field. We do not knowingly collect information about a person under 14 without the consent of the person having parental authority or the tutor. If you believe a child has sent us information, write to us: we will delete it.

Minimum age to use our services: 18 years.

On the website

We use your browser’s storage for essential functions: keeping you signed in to the member space and remembering your cookie choice, your language, your light or dark theme, your job filters, the job offer or link to open after you sign in (the link is kept only until you close the tab) and, if you manage a clinic, the clinic chosen under “Act as”, the layout chosen for applications (board or list), the draft of a job offer you are writing and, when you pay online, the purchase in progress (kept until you come back from the payment page, at most until you close the tab). These items stay in your browser and are not used to track you on other sites.

Audience measurement

No audience measurement or advertising tool is active on the website to date. If we add one, it will only run with your consent, given in the cookie banner and changeable at any time through the “Cookie settings” link at the bottom of every page.

In the app

The app keeps a local copy of some content to display faster. It contains no advertising tracker.

We may change this policy. The version date appears at the top of the page. In the event of a significant change, we will let you know in the app or by email before it takes effect.

• Réseau ProDentis, Quebec (Canada). Mailing address: 3, rue du Rebord, Québec (Québec) G2M 1A7.
• Email: contact@reseauprodentis.ca
• Phone: +1 514-550-8750
• Person in charge of the protection of personal information: see section 2.