Privacy Policy

1. Introduction

V.I.A. Solutions & Stratégies ("we") is committed to protecting your personal information in accordance with Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25) and the Personal Information Protection and Electronic Documents Act (PIPEDA). This policy describes what we collect, why, with whom we share it, where that information is processed, and how you can exercise your rights.

2. Person Responsible for Personal Information

In accordance with section 3.1 of Law 25, the function of person responsible for the protection of personal information is exercised within V.I.A. Solutions & Stratégies by the person having the highest authority.

You may reach the person responsible at info@viasolutions.ca. Requests for access, rectification, withdrawal of consent, erasure, portability and de-indexing, as well as any question or complaint regarding this policy, are handled at this address.

3. Governance Policies and Practices

In accordance with section 3.2 of Law 25, the following describes the policies and practices we apply to the personal information we hold.

• Collection framework: we collect only the information necessary for the purposes described in section 5. The website has no user account, no client area and no analytics tool, and your organization name is the only optional field among those requested.
• Retention and destruction: the periods applicable to each category of information are detailed in section 7. Once the purpose has been fulfilled and no legal obligation stands in the way, the information is destroyed or irreversibly anonymized.
• Roles and responsibilities: the person responsible ensures compliance with this policy throughout the life cycle of the information, from collection to destruction. Information you send us through the website is accessible only to those people in the company who need to see it in order to process your request or follow up on it.
• Use of providers: the providers with whom we entrust information are listed in section 8, along with the nature of the information sent to each; where it is processed is set out in section 9.
• Security measures: the technical and organizational measures in place are described in section 10.
• Complaint handling: the process applicable to any complaint regarding the protection of your personal information is described in section 13.

4. Information Collected

We collect only the information necessary for the operation of the website, to process your requests, and for our communications:

• Contact form: your name, your email, your organization name (optional), the service your request relates to, and the content of your message.
• Newsletter: your email and the language you are browsing in.
• IP address: when you submit a form, your IP address is used to prevent automated and abusive submissions. It is not associated with any other information and is not retained beyond that check.
• Google reCAPTCHA: to protect us against spam, the website calls on reCAPTCHA only at the moment a form is submitted, and not while you browse other pages. At that moment, Google may collect technical data (IP address, browser characteristics, cookies). See Google's Privacy Policy.
• Cookies: we do not set any cookies and store neither session nor preference in your browser. No advertising cookies, no profiling, no analytics tool. The only cookies that may be set are set by reCAPTCHA, when a form is submitted.
• Technical logs: our host retains standard access logs (IP address, timestamp, page requested) for security and diagnostic purposes.

5. Purposes of Use

Your information is used only for the following purposes:

• Responding to your requests: the content of the contact form is sent to us by email so that we can process your message and follow up on our exchanges.
• Our communications: when you write to us through the contact form or subscribe to the newsletter, your email, name and language are added to our contact lists so that we can send you our analyses on IT project governance and independent technical validation.
• Protecting the website: detecting and blocking automated and abusive submissions.
• Improving website operation: diagnosing technical errors.

We do not use your information for any other purpose without your consent. We make no decision based exclusively on automated processing, carry out no profiling, and run no targeted advertising.

6. Consent and Withdrawal of Consent

By sending us your information through one of our forms, you consent to its use for the purposes described in section 5. No field is requested beyond what is necessary for those purposes.

You may withdraw your consent at any time, without justification, by writing to us at info@viasolutions.ca. Withdrawal ends our communications and removes your contact details from our contact lists; it has no retroactive effect on exchanges that have already taken place.

7. Retention

We retain your information only for as long as necessary for the purposes for which it was collected:

• IP address: retained for the duration of the anti-abuse check, then automatically erased.
• Messages received through the contact form: retained in our inbox for as long as necessary to process your request and follow up on the business relationship. You may request their deletion at any time.
• Contact details recorded in our contact lists: retained until you request their removal.
• Host access logs and email delivery logs: retained according to those providers' own retention periods, for security and diagnostic purposes.

Once the purpose has been fulfilled and no legal obligation stands in the way, the information is destroyed or irreversibly anonymized.

8. Sharing with Third Parties and Processors

We do not sell, rent or trade your personal information. We share it only with the providers necessary to operate the website and carry out our communications:

• Google (reCAPTCHA): anti-spam verification at the moment a form is submitted. IP address and technical browser data.
• Brevo: management of our contact lists and newsletter delivery. Email, name and language.
• SMTP2GO: delivery to our inbox of the notification email generated by the contact form. Content of the form.
• Google Cloud: website hosting and image delivery.

We may also disclose information where the law requires it, in particular in response to a court order or a request from a competent authority.

9. Communication Outside Quebec

The website and the images it delivers are hosted in Quebec.

Some of the providers named in section 8 do, however, process information outside Quebec: Google and SMTP2GO in the United States, Brevo in the European Union. Information transmitted to them may therefore be processed and stored outside Quebec and be subject to local laws there.

10. Security

We implement reasonable measures, proportionate to the sensitivity of the information collected:

• Encrypted communications: the entire website is served over HTTPS and exchanges with our providers are encrypted.
• Restricted access: information is accessible only to those who need to see it in the exercise of their duties.
• Form protection: technical measures prevent automated and abusive submissions.
• Minimization: we request no information that is not necessary for the purpose pursued.

However, no method of transmission over the Internet is entirely secure, and we cannot guarantee the absolute security of your data.

11. Your Rights

Under Quebec's Law 25, you have the following rights:

• Access: know what information we hold about you and obtain a copy of it.
• Rectification: have inaccurate, incomplete or equivocal information corrected.
• Erasure (right to be forgotten): request the deletion of your personal information. We will process your request within 30 days, subject to our legal obligations. If complete deletion is not possible, we will irreversibly anonymize your data.
• Withdrawal of consent: withdraw your consent to the collection or use of your information at any time, as described in section 6.
• Portability: receive, in a structured and commonly used technological format, the computerized information you yourself provided to us, or request its communication to a third party, unless doing so raises serious practical difficulties. This right does not cover information created or inferred from what you sent us.
• De-indexing: request the removal of any hyperlink associated with your name, if its dissemination causes you harm.

To exercise any of these rights, send an email to info@viasolutions.ca. We will acknowledge receipt of your request and respond within 30 days. We may need to verify your identity beforehand, to ensure that information is disclosed only to the person concerned. Exercising these rights is free of charge.

12. Changes

We may modify this policy at any time, in particular to reflect changes in our practices or in the legal framework. The date of the last update is indicated at the top of this page.

13. Complaints

If you have a concern about the way we handle your personal information, we invite you to raise it with us first at info@viasolutions.ca.

If our response does not satisfy you, you may file a complaint with the Commission d'accès à l'information du Québec.