Privacy Policy

Introduction

Systèmes Telos Machina inc. ("Telos Machina", "we", "our") is committed to protecting the personal information of people who visit our website and do business with us. This privacy policy describes how we collect, use, retain, and protect your personal information, in compliance with Quebec's Act to modernize legislative provisions as regards the protection of personal information (Law 25).

By using our website or providing us with your information, you consent to the practices described in this policy.

1. Personal Information Collected

We collect only the information necessary for the purposes described in this policy. This information comes directly from you when you fill out our contact form or communicate with us.

Contact Form

• First and last name — to identify you and personalize our communications
• Email address — to respond to your inquiry
• Company name — to understand your business context
• Phone number (optional) — if you wish to be contacted by phone
• Message — the description of your inquiry or project

Browsing Data

We may automatically collect technical data during your visit, including: [PLACEHOLDER — specify the data collected (IP address, pages visited, session duration, device used) and the analytics tools in use (e.g., Google Analytics, Plausible, etc.)].

Cookies

At launch, our website uses only essential cookies required for the site to function (e.g., theme preference). We do not use advertising or behavioural tracking cookies without your explicit consent. [PLACEHOLDER — update when any analytics or marketing tool is added.]

2. Use of Information

Your personal information is used for the following purposes:

• Responding to your information and consultation requests
• Preparing service proposals tailored to your needs
• Communicating with you in the context of a business relationship
• Improving our website and services [PLACEHOLDER — specify if applicable]
• Fulfilling our legal obligations

We do not use your information for unsolicited commercial outreach without your prior consent. We do not sell, rent, or share your personal information with third parties for commercial purposes.

3. Third Parties

Your information may be shared with third parties in the following circumstances:

• Service providers: we use third-party vendors for certain technical services (hosting, email, etc.). These providers are required to protect your information and may only use it for the agreed purposes. [PLACEHOLDER — list the main service providers and their jurisdiction.]
• Legal obligations: we may disclose your information if required by law or compelled to do so by a court order.

When your information is shared with third parties located outside Quebec or Canada, we ensure that equivalent protective measures are in place, as required by Law 25.

4. Data Retention

We retain your personal information for as long as necessary for the purposes for which it was collected, or as required by law.

• Contact requests with no follow-up: [PLACEHOLDER — e.g., 12 months from the last communication]
• Information related to an active business relationship: duration of the relationship + [PLACEHOLDER — e.g., 7 years] in accordance with tax and accounting requirements

Upon expiry of the retention period, your information is securely destroyed or anonymized.

5. Your Rights (Law 25)

Under Law 25, you have the following rights regarding your personal information:

• Right of access: you may request to consult the personal information we hold about you.
• Right of rectification: you may request the correction of inaccurate, incomplete, or ambiguous information.
• Right to portability: you may request that your information be provided to you in a commonly used technological format.
• Right to erasure: you may request the destruction of your information in the circumstances provided by law.
• Right to explanation: if a decision concerning you is made on the basis of automated processing, you may request that the decision be reviewed by a person.
• Withdrawal of consent: you may withdraw your consent to the use of your information at any time, subject to legal and contractual restrictions.

To exercise any of these rights, please contact our Privacy Officer (see Section 7).

6. Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information against unauthorized access, disclosure, modification, or destruction.

[PLACEHOLDER — describe specific measures: encrypted communications (HTTPS/TLS), data access controls, staff training, etc.]

In the event of a privacy incident presenting a serious risk of harm, we will notify the Commission d'accès à l'information du Québec and the affected individuals, in accordance with our obligations under Law 25.

7. Privacy Officer

In accordance with Law 25, Systèmes Telos Machina inc. has designated a Privacy Officer:

You may contact our Privacy Officer with any questions relating to the protection of your personal information or to exercise your rights. We are committed to responding to all requests within a reasonable timeframe.

8. Changes to This Policy

We reserve the right to modify this privacy policy at any time. The most current version will always be available on this page, with the date of the last update. We encourage you to review this page regularly.

In the event of a material change, we will notify you by email (if we have your address) or by a prominent notice on our website.

9. Applicable Law

This policy is governed by the laws of the Province of Quebec and the applicable federal laws of Canada, in particular the Act to modernize legislative provisions as regards the protection of personal information (Law 25) and the Personal Information Protection and Electronic Documents Act (PIPEDA).

Any dispute relating to this policy shall be submitted to the exclusive jurisdiction of the competent courts of Quebec.