Privacy policy

Officer and scope of this policy

Agentique Québec inc. is responsible for personal information processed through its website, service requests and partner program. For a client engagement, the agreement and agreed processing instructions also apply.

Information collected and purposes

• Consultation requests: name, contact details, company, industry, team size, requested service, needs, tools and availability. This information helps us respond and prepare the meeting. Fields marked optional may be left blank.
• Partner program: identity, contact details, organization, professional network, partner code and information needed for referrals and commission administration. A partner must obtain a contact’s permission before sharing their details.
• Communications and engagements: emails, supplied documents, meeting summaries, decisions and follow-up records needed for the agreed services, billing and traceability.
• Meetings: participants, contact details, date, meeting format and invitation responses. Notes, transcripts or recordings may be produced depending on the enabled features and conditions below.
• Technical data: the host may process IP addresses, browser information, requests and logs needed to deliver and secure the website and prevent abuse.

Provide only what is necessary for your request. Initial contact forms are not intended for passwords, banking information or sensitive files. If you prefer not to use a form, contact us to agree on another method.

Consent and communications

Consent requested in a form covers the request and its follow-up, or participation in the specified program. It is not a blanket authorization for other uses. A new purpose requiring consent is addressed in a separate request.

You may withdraw consent by contacting the officer. We will explain any consequences for the requested service and any information that must be retained to meet a legal obligation. Withdrawal does not invalidate earlier authorized processing.

A service request alone is not consent to a newsletter. Promotional communications are subject to applicable consent rules and provide an unsubscribe option.

Meeting notes and recordings

Notes, transcription and recording features are used to document discussions, commitments and engagement follow-up. When a feature is used, participants must be informed before it is activated and any required consent must be obtained. You may request a meeting without recording by contacting us beforehand or raising it at the start.

Files produced may be retained in Google Drive and in the local working file, with applicable backups. Access must be restricted to the people concerned and authorized. An AI-generated summary may contain errors and must be checked before it is used as a decision or commitment.

Providers and processing outside Québec

We do not sell or rent your personal information. Service providers perform the following functions:

• Netlify: website hosting, contact and partner form submissions, notifications and abuse prevention. This cloud service may process data outside Québec, including in the United States.
• Google Workspace: Gmail for communications, Calendar for invitations, Meet for meetings and, where used, notes, transcripts and recordings; Drive and Docs for documents and meeting files. These services may process data outside Québec depending on the service and configuration.
• Backblaze B2: storage of encrypted backup copies of folders included in the backup scope. These copies may be hosted outside Québec.
• AI model providers: depending on the engagement and agreed tools, an external model may process information sent to it. The provider, data categories and usage terms must be specified before the processing concerned.

A local installation therefore does not guarantee that all information stays in Québec. Disclosing personal information outside Québec and having it processed by an external provider are subject to applicable obligations, including a prior PIA and a written agreement where required. This policy is not evidence that an assessment has been completed for every processing activity.

Information may also be disclosed where required or permitted by law.

Cookies and browser storage

The site currently enables no advertising, profiling or audience-measurement cookies. Local storage remembers that you have read the privacy notice. Website addresses are in French by default; you may choose an English page using the EN button. An old language preference no longer overrides the language of the page you open.

The “Cookies” button reopens the notice. Clearing browser storage resets it. Fonts are hosted with the site. The absence of advertising cookies does not prevent the technical logs described above.

Retention, access and destruction

Retention depends on the file’s purpose and applicable obligations. Client requests and documents are retained for the period needed to handle them and provide agreed follow-up. At closure, the file must be reviewed to remove unnecessary copies and set the next review date.

Tax and accounting records are retained for at least six years after the end of the last fiscal year to which they relate. Litigation, an audit or another obligation may extend that period. Information with no remaining purpose or retention obligation must be securely destroyed. Backups follow their own retention cycle and are not intended for routine use.

Access must be limited to authorized people according to their roles. The officer coordinates requests, complaints, retention reviews and incident handling. No system can guarantee the complete absence of incidents.

Your rights and handling requests

Subject to legal conditions and exceptions, you may request access, correction, withdrawal of consent, deletion where applicable, and communication of computerized information collected from you in a structured, commonly used format. You may also request an explanation of the uses and recipients of your information.

Send a written request or complaint to the officer above, explaining what it concerns. Reasonable identity verification may be needed. An access or correction request must receive a written response within thirty days of receipt. If refused, you must be informed of the reasons and applicable remedies.

You may contact the Commission d’accès à l’information du Québec to learn about your remedies or file a complaint. Contacting us does not suspend legal deadlines for a remedy.

Updates

The revision date appears at the top of this page. Significant changes to collection or use are brought to your attention by an appropriate method, and new consent is requested where necessary. For information about an earlier version, write to the officer.

This translation is provided for convenience. The French version prevails, subject to your legal rights.