Privacy Policy

Introduction

CONVACTA inc. ("we", "our", "CONVACTA") is committed to protecting the privacy and personal information of its users in accordance with Quebec's Act respecting the protection of personal information in the private sector (ARPPIPS), as amended by Law 25, and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

This policy describes how we collect, use, disclose and protect your personal information when you use our meeting management platform.

Personal information collected

We collect the following personal information as part of our services:

Identification information

• Full name and first name
• Email address
• Phone number (optional)
• Unit number or condominium reference

Meeting-related information

• Votes and voting choices on resolutions
• Video and audio recordings of meetings (if enabled)
• AI-generated transcriptions
• Proxies and voting mandates

Technical information

• IP address and connection information
• Browser type and device used
• Session data and language preferences

Purposes of collection

We collect your personal information for the following purposes:

• Provide our meeting management and electronic voting services
• Verify your identity and voting rights
• Generate minutes compliant with legal requirements
• Send meeting notices and reminders
• Ensure legal compliance (Quebec Law 16, condominium regulations)
• Improve our services and resolve technical issues

Disclosure to third parties

We may share your information with the following service providers, only to the extent necessary to provide our services:

• LiveKit Cloud - Real-time video conferencing (hosted in the United States)
• SendGrid - Transactional email delivery
• AWS/Cloud - Data hosting and storage

These providers are bound by confidentiality agreements and may only use your information for the intended purposes.

Transfers outside Quebec

Some of our service providers are located outside Quebec, particularly in the United States. In accordance with Article 17 of ARPPIPS, we ensure that these transfers provide adequate protection of your personal information.

Before any transfer, we conduct a privacy impact assessment and implement appropriate contractual measures.

Information retention

We retain your personal information for the following periods:

• Account data: Duration of business relationship + 3 years
• Minutes and meeting documents: Minimum 7 years (legal requirements)
• Video recordings: 90 days after the meeting, unless retention is requested

Security measures

We implement technical and organizational security measures to protect your personal information:

• Data encryption in transit (TLS 1.3) and at rest (AES-256)
• Secure authentication and access management
• Continuous system monitoring and intrusion detection
• Staff training on personal information protection

Cookies

Our platform uses cookies for the following purposes:

• Essential cookies - Necessary for platform operation (session, authentication)
• Functional cookies - Remembering your preferences (language, settings)
• Analytics cookies - Usage analysis to improve our services (with your consent)

Privacy incidents

In the event of a privacy incident presenting a serious risk of harm, we will notify you as soon as possible in accordance with Law 25 requirements. We will also notify the Commission d'accès à l'information du Québec (CAI) as required by law.

Changes to this policy

We may modify this privacy policy from time to time. In the event of a substantial change, we will inform you by email or by a visible notice on our platform at least 30 days before the changes take effect.