Privacy Policy

COMPLIANCE WITH QUEBEC LAW 25

This privacy policy complies with the Act to modernize legislative provisions as regards the protection of personal information (Law 25) of Quebec. Everia is committed to protecting your personal information in accordance with the requirements of this law.

Personal Information Protection Officer

Name: Everia Data Protection Team
Email: [email protected]
Phone: (514) 661-2543
Mailing Address: 333 R. Saint-Denis, 5e Avenue, Laval (Quebec) H7N 4M9, Canada

IMPORTANT NOTICE REGARDING TEXT MESSAGING DATA

Everia ("we," "us," or "our") DOES NOT share customer opt-in information, including phone numbers and consent records, with any affiliates or third parties for marketing, promotional, or any other purposes unrelated to providing our direct services. All text messaging originator opt-in data is kept strictly confidential.

1. Information We Collect

We collect the following types of information:

Personal Information:

Name, email address, phone number, physical address
Payment information when you make a purchase or request a quote
Opt-in records and timestamps for all communication channels (SMS, email, etc.)

Non-Personal Information:

IP address, browser type, device information
Website usage patterns and analytics
Cookies and similar technologies

Customer Communication:

Records of inquiries and service requests
Appointment details and preferences
Service history and feedback

2. Purposes and legal bases for using your information

We use your personal information only for the following purposes, in accordance with Law 25. For each purpose, we indicate the legal basis that justifies the processing:

Service provision: Provide requested artificial intelligence services (chatbots, automation)
Legal basis: Contract execution
Contractual communication: Respond to your requests, confirm appointments, provide support
Legal basis: Contract execution and legitimate interest
Payment processing: Process your financial transactions securely
Legal basis: Contract execution and legal obligation
Service improvement: Analyze usage to improve our offerings
Legal basis: Consent (you can withdraw your consent at any time)
Legal obligations: Comply with applicable tax and regulatory laws
Legal basis: Legal obligation
Security: Prevent fraud and protect our systems
Legal basis: Legitimate interest and legal obligation
Marketing and promotional communications: Send you offers, promotions, newsletters and marketing content by email or SMS
Legal basis: Explicit and distinct consent (separate checkbox during registration). You can withdraw your consent at any time by clicking "Unsubscribe" in our emails or by replying "STOP" via SMS. Withdrawal of your consent does not affect the services you have subscribed to.

Important: Distinction between essential and marketing communications

Service-essential communications: Appointment confirmations, account updates, invoices, technical support. These messages are necessary for the service and do not require separate marketing consent.

Marketing communications: Promotions, special offers, news, newsletters. These messages require your explicit and distinct consent, which you can withdraw at any time without impact on your services.

Information retention period

In accordance with Law 25, we retain your personal information only for the time necessary for the purposes for which it was collected:

Active customer data: Throughout the contractual relationship + 1 year
Billing data: 7 years (tax requirements)
SMS/Email consents: Until revocation + 3 years for proof of compliance
Anonymized analytics data: Retained indefinitely (not identifiable)
Non-customer prospects: 2 years after last contact, then deletion

After these periods, your information is securely deleted or anonymized.

3. SMS Messaging & Compliance

Text Message Program Terms & Conditions

By opting into our SMS messaging services, you agree to receive text messages related to our services, including appointment reminders, customer support, and important updates.

Opt-In & Consent:

You will only receive messages if you have explicitly opted in
We maintain timestamped records of all opt-in actions
We comply with the Telephone Consumer Protection Act (TCPA) and all applicable laws

Opt-Out Instructions:

You can cancel SMS notifications at any time by replying "STOP"
You will receive a final confirmation message, and no further messages will be sent unless you re-opt in
All opt-out requests are processed within 24 hours

Message Frequency & Content:

Message frequency varies based on your interactions with our business
Messages will be directly related to the services you have requested
We do not send promotional content without specific consent

Help & Support:

Reply "HELP" for assistance or contact us at [email protected]
Customer support is available during regular business hours

Carrier Information:

Standard message and data rates may apply
Carriers are not liable for delayed or undelivered messages
Supported carriers include AT&T, Verizon, T-Mobile, Sprint, and most regional carriers

SMS Data Protection Statement

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We implement strict data protection measures to safeguard your SMS opt-in information and consent records.

4. Sharing and disclosure of your information

We never sell, rent or transfer your personal information for commercial purposes. We may share your information only with:

Service providers and subcontractors:

In accordance with Law 25, we use subcontractors to assist us in our operations. All our subcontractors are contractually required to protect your data and use it only for authorized purposes:

Go High Level (GHL): Customer relationship management (CRM) platform, marketing automation, SMS and email sending, appointment management. Hosting: United States (SOC 2 Type II certification).
Google Workspace / Google Cloud: Email hosting, document storage, web analytics (Google Analytics). Hosting: United States and Canada (ISO 27001 certification).
Payment processors: To process financial transactions securely (PCI-DSS certification).
SMS/telephony providers: Only for delivering messages to which you have consented.
Web hosting services: To ensure the availability of our website.

Guarantees: All these providers are bound by data processing agreements compliant with Law 25, guaranteeing confidentiality, security and limited use of your information.

Legal Compliance:

If required by law, legal process, or to protect our rights
In response to valid law enforcement requests or court orders

Business Transfers:

In case of mergers, acquisitions, or sale of assets
In such cases, your data remains protected under the terms of this policy

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, excluding aggregators and providers of the Text Message services.

5. Data Security

We implement and maintain reasonable security measures to protect your personal information:

Encryption of sensitive data in transit and at rest
Secure access controls and authentication mechanisms
Regular security assessments and updates
Employee training on data protection
Breach notification protocols in accordance with applicable laws
Secure backup systems and disaster recovery procedures

Despite these measures, no method of transmission over the Internet or electronic storage is 100% secure. We strive to use commercially acceptable means to protect your personal information but cannot guarantee absolute security.

6. Cookies & Tracking Technologies

We use cookies and similar technologies to:

Analyze site traffic and user behavior
Remember your preferences
Improve website functionality and user experience
Measure the effectiveness of our services

You may control cookies through your browser settings. Disabling cookies may limit your ability to use certain features of our website.

7. Your rights under Quebec Law 25

In accordance with Law 25, you have the following rights concerning your personal information:

Right of access:

Obtain confirmation that we hold information about you
Receive a copy of your personal information
Know the purposes of use and categories of people who have access to it

Right of rectification:

Correct inaccurate or incomplete information
Update your contact information

Right to portability:

Receive your information in a structured, commonly used and machine-readable format
Transfer this data to another controller (when technically possible)

Right to withdraw consent:

Withdraw your consent at any time for email marketing ("unsubscribe" link)
Withdraw your consent for SMS by replying "STOP"
Withdraw your consent for analytics and service improvement
Withdrawal does not affect the lawfulness of processing based on consent before withdrawal
Withdrawal of marketing consent does not affect your contractual services

Right to object:

Object to the processing of your information based on our legitimate interest
Object to processing for direct marketing purposes (including profiling)
In case of objection, we will cease processing unless we demonstrate compelling legitimate grounds
To exercise this right: [email protected]

Right to de-indexing:

Request cessation of dissemination of your personal information
Applicable in certain specific circumstances

Right to erasure (right to be forgotten):

Request deletion of your information when it is no longer necessary
Subject to our legal retention obligations (e.g.: tax invoices)

Right to file a complaint:

File a complaint with the Commission d'accès à l'information du Québec (CAI)
Website: www.cai.gouv.qc.ca
Toll-free: 1 888 528-7741

Response time: We will respond to your requests within 30 days of receipt. If additional time is needed, we will inform you with reasons.

To exercise your rights: Contact our information protection officer at [email protected] or use the contact information in Section 12.

8. Information transfers outside Quebec

In accordance with Law 25, we inform you that some of your personal information may be transferred, hosted or processed outside Quebec:

Hosting services:

Our servers may be located in Canada or the United States
Our hosting providers are contractually required to protect your data

Payment processing:

Payment processors may process transactions outside Quebec
They are PCI-DSS certified for payment data security

SMS/Email services:

Our messaging providers may have servers outside Quebec
All data is encrypted in transit

Protection: All our foreign providers are contractually required to offer a level of protection equivalent to that required by Law 25. In case of access request by a foreign authority, we will inform you to the extent permitted by law.

9. Confidentiality incidents

In accordance with Law 25, in the event of a confidentiality incident presenting a risk of serious harm:

Notification to CAI: We will notify the Commission d'accès à l'information du Québec without delay
Notification to affected individuals: We will inform you directly if your information is compromised
Notice content: Nature of incident, information concerned, measures taken, measures to mitigate risks
Register: We maintain a register of all confidentiality incidents

10. Links to third-party sites

Our website may contain links to third-party sites. We are not responsible for their privacy practices. We encourage you to review their policies. This policy applies only to information collected by Everia.

11. Modifications to this policy

We may modify this policy periodically to reflect changes in our practices or legal requirements. The most recent version will always be available on our website with the effective date.

Significant changes: For any substantial change affecting your rights, we will inform you by email or notice on our website at least 30 days before implementation, in accordance with Law 25.

12. Contact us

For any questions regarding this privacy policy, exercising your rights or processing your personal information:

Personal Information Protection Officer:
Email: [email protected]
Phone: (514) 661-2543

Everia
General Email: [email protected]
Phone: (514) 661-2543
Address: 333 R. Saint-Denis, 5e Avenue, Laval (Quebec) H7N 4M9, Canada
Secondary office: 2035 rue Mélisande, Laval (Quebec) H7A 3T1

Commission d'accès à l'information du Québec (for complaints):
Website: www.cai.gouv.qc.ca
Phone: 1 888 528-7741
Address: 525, boulevard René-Lévesque Est, bureau 1.200, Québec (Quebec) G1R 5S9

By using our website and services, you acknowledge that you have read and understood this Privacy Policy compliant with Quebec Law 25.