Our policies

Retention, Destruction, and Anonymisation of Personal Data

Club Aquatique du Sud Ouest (CASO) takes the confidentiality of your data very seriously. We are committed to maintaining the trust and confidence of our customers and partners by adhering to the strictest personal data protection practices.

This policy describes our procedures and practices for ensuring that your information remains secure and is handled correctly at every stage of its life cycle.

Retention of Personal Data

We retain your personal data only for as long as is necessary for the purposes for which it was collected, or to comply with our legal obligations. Retention periods vary depending on the type of data and the purpose for which it is processed, in accordance with our data retention schedule and applicable legislation.

CASO ensures that this information is only used by duly authorized personnel.

Destruction of Personal Data

 When your personal data is no longer required or when the applicable retention period expires, we will securely and irreversibly destroy it. We use certified destruction methods guaranteeing that your data cannot be recovered or reconstructed.

Security and confidentiality

We have implemented advanced technical and organizational measures to protect your personal data against unauthorized access, improper disclosure, alteration or destruction.

Our teams are trained in the best practices of confidentiality and data security and are required to respect confidentiality during their duties.

If you have any questions or concerns about how we process your personal data, please contact Josselin Floury at direction@caso-montreal.com

All requests for reimbursement must be sent by e-mail to: info@caso-montreal.com

FULL REFUND

In the following cases, the registration fee will be refunded in full:

  • CASO will cancel the activity before it starts;
  • CASO must change the schedule or the time of the activity before the activity begins, and the registered person will no longer be able to participate due to a scheduling conflict caused by this change.

PRO RATA REIMBURSEMENT

In the following case, the registration fee will be reimbursed on a pro-rata basis for the remaining weeks from the registration date. Cancellation of the activity, subject to the non-refundable charges described below.

  • CASO will cancel the activity after the session starts.

REIMBURSEMENT SUBJECT TO CERTAIN COSTS

If the request for reimbursement is submitted before the start of the session, the registration fee will be reimbursed, subject to:

  • the non-refundable charges described below;
  • an administration fee of $25 per canceled

REIMBURSEMENT ON MEDICAL GROUNDS

Any request for reimbursement on medical grounds must be accompanied by a doctor’s note confirming the registrant’s inability to participate in the activity. In this case, the registration fee will be reimbursed on a pro-rata basis for the remaining weeks of the activity from the date of the request for reimbursement, subject to :

  • the non-refundable charges described below;
  • an administration fee of $25 per canceled

NO REFUNDS OR CREDITS

  • No request for reimbursement will be accepted for an activity offered as planned by CASO;
  • No claim for reimbursement will be accepted in the event of an exceptional climatic and/or environmental event.

NON-REFUNDABLE EXPENSES

The following fees are non-refundable:

  • Affiliation fees;
  • The cost of the equipment provided (e.g., cap, T-shirt, jersey, etc.);
  • Any other amount paid by CASO to external parties, i.e., as the case may be***.

1. OBJECTIVES

The South West Aquatic Club (hereafter CASO) is committed to promoting a healthy and harmonious workplace where all individuals are treated with dignity and respect.

The objectives of this policy are:

  • To affirm CASO’s commitment to preventing harassment;
  • To support anyone who is a victim of harassment;
  • Put an end to any harassment situation brought to the attention of the CASO.

2. SCOPE OF APPLICATION

The policy applies to all staff at all hierarchical levels, volunteers, CASO members, and anyone else interacting with the CASO during its activities, including suppliers, service providers, sports federations, other sports clubs, etc.

The policy applies to work-related situations that may arise both in the workplace, including teleworking locations where applicable, and in any other place where people are likely to be in the course of CASO activities (e.g. swimming pools, when traveling or at activities organized or attended by CASO staff). It is everyone’s responsibility to behave in such a way as to maintain a harassment-free workplace.

The policy covers communications transmitted or received by any means, technological or otherwise, in a context related to the activities of the CASO.

The concept of harassment must be distinguished from other situations such as interpersonal conflict, work-related stress, difficult professional constraints or the normal exercise of management rights (managing attendance at work, work organization, disciplinary measures, etc.).

3. DEFINITIONS

Psychological harassment: vexatious behavior in the form of repeated, hostile, or unwanted conduct, verbal comments, actions or gestures that affect a person’s dignity or psychological or physical integrity and result in a harmful work environment. For greater clarity, psychological harassment includes such conduct when it manifests itself in words, acts, or gestures of a sexual nature. A single act of serious conduct may also constitute psychological harassment if it causes such harm and has an ongoing harmful effect on the individual.

Discriminatory harassment: related to any of the grounds set out in the Charter of Human Rights and Freedoms, namely: race, colour, sex, pregnancy, sexual orientation, civil status, age except as provided by law, religion, political convictions, language, ethnic or national origin, social condition, handicap or the use of a means to palliate a handicap.

Sexual harassment: characterised by vexatious remarks or gestures directed at an individual because of their sex, sexual orientation, gender identity or gender expression, making sexual solicitations or advances when the person making the solicitation or advance is in a position to confer, grant or refuse an advantage or promotion to the individual and that person knows or ought reasonably to know that these solicitations or advances are unwelcome.

4. FORMS OF HARASSMENT

The Act respecting labour standards sets out criteria for determining what may be considered psychological or sexual harassment:

  • Vexatious (hurtful, humiliating) behaviour;
  • Manifests itself repeatedly or during a single serious act;
  • In a hostile (aggressive, threatening) or unwanted manner;
  • Undermining personal dignity or integrity;
  • Resulting in a harmful work environment.

These conditions include words, acts or gestures of a sexual nature.

Behaviour that may be linked to psychological harassment

  • Bullying and cyberbullying;
  • Threats, isolation;
  • Offensive or defamatory remarks or gestures about a person or their work;
  • Verbal abuse;

Behaviour that may be linked to sexual harassment

Any form of unwanted attention or advance with a sexual connotation, for example :

  • Insistent solicitation,
  • Looks, physical contact,
  • Sexist insults, foul language;
  • Comments, jokes, or images with a sexual connotation

Harassment can take the form of verbal, non-verbal, and physical behaviour:

  • Making remarks or asking questions of a sexual, suggestive, or offensive nature;
  • Saying insults or using offensive language;
  • Making fun of someone with offensive jokes or pranks;
  • Imitating a particular attribute of an individual (accent, posture, manner of speaking);
  • Spreading rumours;
  • Intimidate, shout and abuse;
  • Displaying, distributing, or circulating, whether on paper or by technological means, sexually suggestive and/or offensive material;
  • Continually ignoring or rejecting an individual or their contribution;
  • Interfering with an individual’s ability to do their job;
  • Invade an individual’s “personal space”
  • Unnecessary physical contact (touching, pinching, tapping, grabbing, pushing, hitting, crowding, pinching, grazing or poking);
  • Indecent or sexual assault or attempted assault (including rape, sexual assault and sexual abuse).

5. REASONABLE EXERCISE OF MANAGEMENT FUNCTIONS

This policy is not intended to limit or restrict the reasonable exercise of management rights in the workplace. Reasonable action or behavior by management or the Board of Directors (BoD) does not constitute harassment.

For example:

  • Set performance targets, standards, and deadlines;
  • Making changes to work assignments;
  • Organizational changes or changes to working hours;
  • Provide performance reviews or feedback;
  • Having difficult conversations;
  • Impose disciplinary measures.

6. COMPLAINTS HANDLING MECHANISM

Stage 1 – Self-help

Whenever possible, anyone who believes they are being subjected to psychological or sexual harassment should first inform the person concerned that their behaviour is undesirable and that they must put an end to it. They should also note the date and details of the incidents and the steps they have taken to try to resolve the situation.

Step 2 – Complaint form

If step 1 is not desired or if the harassment continues, the person should report the situation to the CASO management or the Board of Directors.

Complaints may be made verbally or by e-mail using the complaint form in Appendix 1 of this policy. The behaviour complained of and the details of the incidents must be described as precisely as possible so that action can be taken quickly to end the situation.

7.   PRINCIPLES OF INTERVENTION

CASO undertakes to:

  • to provide a workplace free from all forms of harassment to protect the dignity and psychological and physical integrity of individuals;
  • disseminate the policy in such a way as to make it accessible to all staff (e.g. by posting it on the website, including it in the welcome pack for new employees, and mentioning it at the annual meeting with all employees);
  • deal with the complaint or report as quickly as possible;
  • preserve the dignity and privacy of the persons concerned, i.e. the person who made the complaint, the person who is the subject of the complaint and the witnesses;
  • ensure that all those concerned are treated humanely, fairly and objectively, and that they are offered appropriate support;
  • protect the confidentiality of the intervention process, including information relating to the complaint or report;
  • If necessary, carry out an objective investigation without delay or entrust responsibility for this to an external party. The persons concerned will be informed of the outcome of this process. If the investigation does not establish that unacceptable behaviour has taken place, all material evidence will be kept for two years and destroyed thereafter;

Any behaviour related to harassment may result in disciplinary action up to and including dismissal (see Appendix 2: Levels of sanctions).

Anyone who makes false accusations to cause harm is also liable to appropriate disciplinary measures.

When dealing with and resolving a harassment situation, no one should suffer prejudice or reprisals on the employer’s part.

8. ENTRY INTO FORCE

This policy comes into force on the day it is adopted by the Board of Directors, 23 October 2024.

APPENDIX 1 COMPLAINT FORM

Click here to download the complain form.

APPENDIX 2

Levels of penalties

Penalties will be applied according to the seriousness of the case.

  1. Written warning
    • Definition: A formal, documented warning issued in writing.
    • For: misrepresentation.
    • Consequences: Letter of warning in the employee/participant’s file. If a minor, a meeting with the parents is mandatory.
  1. Suspension
    • Definition: Temporary or prolonged suspension of employment or practice.
    • For : The person(s) suspected of harassment for the duration of the investigation.
    • Consequences: Suspension, entry in the employee’s or participant’s file, mandatory pre- and post-suspension meeting with management.
  1. Dismissal/Exclusion
    • Definition: Dismissal or exclusion from club activities.
    • For: the person or persons who have been found guilty of any form of harassment.
    • Consequences: Immediate dismissal or exclusion, written notification to the employee and/or participants, final entry in the file.

Click here to download the authorization form.