Privacy policy

Last updated: September 18, 2026.

1. Scope

This policy explains how INOGEC inc. (“INOGEC,” “we,” “us”) collects, uses, shares and keeps your personal information when you visit our website, request information or a quotation, discuss a project or apply for a job through the channels listed on the website.

Personal information identifies a person directly or indirectly. This policy covers individuals, including people who contact us on behalf of a business. Confidential technical and commercial project information may also be protected by a separate confidentiality agreement.

This policy does not describe information collected through industrial equipment, remote equipment-support systems or internal employee files. Those activities require their own appropriate notices.

2. Your privacy contact

Vincent Labbé
Co-founder and person responsible for the protection of personal information
INOGEC inc.
4475 boulevard Portland, Sherbrooke, Québec J1L 0J1, Canada
info@inogec.com
Telephone: +1 819 791-9988

Please use “Privacy: attention Vincent Labbé” in your email subject. Describe your request without sending identity documents or sensitive information we have not requested. If identity verification is needed, we will explain how to provide the necessary information appropriately.

3. Information we collect and its purposes

Website enquiry form

Information involved: Name, work email and description of your needs; optional telephone number on the Contact page.
Why we use it: Understand your request, contact you, discuss a project and prepare a response or quotation.

Email, telephone and project follow-up

Information involved: Contact details, company and role if supplied, correspondence and relevant information you provide.
Why we use it: Manage the requested communications and project relationship.

Job application received by INOGEC

Information involved: Contact details, résumé, experience, qualifications and other application information you submit directly or through a recruitment platform.
Why we use it: Assess the application and contact you about recruitment.

Website connection and preferences

Information involved: Connection information needed to deliver pages, including an IP address, and the cookies or stored preferences described below.
Why we use it: Operate the website, manage sessions and remember your choices.

Privacy request or complaint

Information involved: Contact information, request details and proportionate identity-verification information if needed.
Why we use it: Respond, investigate and document the outcome.

Required fields are identified on the forms. Without contact information or enough detail about your request, we may be unable to respond. Telephone numbers and additional technical details are optional. You can also call us.

Please avoid sending social insurance numbers, financial or medical information, or unnecessary personal information about other people.

Your browsing history is not linked to your enquiry in our customer management system. Information you voluntarily submit through a form is recorded there so we can respond.

4. Cookies and external services

Cookies and local storage let the website keep information in your browser. Some support the website’s operation; Google Analytics cookies measure traffic and require your permission.

Website operation and your preferences

Session

Cookie: session_id
Purpose: Manage your session on the website.
Duration: Approximately seven days, with possible renewal through use.

Language

Cookie: frontend_lang
Purpose: Remember your language choice.
Duration: Up to one year, with possible renewal when the preference is saved again.

Time zone

Cookie: tz
Purpose: Provide your time zone to the website.
Duration: The browser session.

Measurement units

Local storage: ino-unit-system
Purpose: Remember your preference for metric or imperial units.
Duration: Until the preference is replaced or you clear the website’s data in your browser.

Privacy choices

Cookie: website_cookies_bar
Purpose: Remember your acceptance or rejection of audience measurement. It contains your choices, their date and the purpose version, without an individual tracking identifier.
Duration: Six calendar months from your explicit choice, without renewal on each visit. Acceptance and rejection have the same duration.

Google Analytics: only with your permission

With your permission, Google Analytics helps us understand website traffic and improve the website. Measurements include pages viewed, browser and session identifiers, and technical information about the browser and device. Connecting to the service also transmits your IP address to Google.

Before you agree or after you reject, Google Analytics remains disabled: none of its scripts loads, no Analytics cookie is created and no measurement is sent, even without cookies. This also applies when your choice has expired or cannot be read.

Your permission covers audience measurement only. It does not authorize advertising personalization. After you agree, the referring site's origin and valid UTM parameters on the measured page help identify where visits come from. UTM parameters must contain only campaign labels without personal information. We do not send Analytics form contents, other address parameters, fragments after a number sign, or the referring site's path or query parameters.

Browser recognition

Optional cookie: _ga
Purpose: Distinguish browsers in statistics using an identifier.
Duration: 24 months from your last visit, with the expiry renewed when you return. You can remove it by withdrawing permission or through your browser.

Visit measurement

Optional cookie: _ga_HVCT1BSD7X
Purpose: Store session information used to measure visits.
Duration: 24 months from your last visit, with the expiry renewed when you return. You can remove it by withdrawing permission or through your browser.

To change your choice or withdraw permission, open “Privacy preferences” in the footer. Withdrawal stops new measurements and removes the website’s Analytics cookies that the browser can access. Your form entries are preserved. Information already received by Google is not automatically deleted by withdrawing permission.

Your choice applies to both the English and French versions of the website. You are asked again after six months or a significant change in purposes. This duration concerns your choice, not the retention of data by Google or in our customer records.

Fonts, videos and recruitment

Google Fonts: some pages load their fonts from Google. This connection transmits technical information, including your IP address, when the page loads.
YouTube: the player loads when you start a video. It can then transmit your IP address and browser information to Google. You can choose not to play the video. YouTube’s privacy-enhanced mode does not prevent all information from being transmitted.
Indeed: our Careers page links to this platform. Its policy applies to information you provide there. This policy applies to information INOGEC subsequently receives.

These services are separate from Google Analytics: your audience-measurement choice does not block Google Fonts or a video you choose to play. Consult the privacy policies of Google and Indeed for their practices.

You can also delete or restrict cookies and local storage in your browser. Some functions may then stop working and you may need to select your preferences again. Cookie expiry does not necessarily delete information already stored on a server.

5. Consent and your choices

We limit collection to information needed for the purposes explained in this policy. Where your consent is required, we seek clear, freely given and informed consent separately for each use. We request express consent where the sensitivity of the information requires it.

You may withdraw consent to a use or disclosure that relies on it by contacting Vincent Labbé. We will explain the effect on the requested service and any records that must still be kept under the law. Withdrawal does not invalidate previous lawful processing.

A project enquiry does not give general permission for unrelated marketing. Any promotional communications must meet applicable consent requirements and provide a way to stop receiving them.

6. Access and service providers

Only authorized people who need information for their duties may access it. Depending on the request, these may include the commercial team, engineering or project coordination, recruitment, technical administration and the privacy representative.

Enquiries submitted through our forms are recorded in Odoo, our customer relationship management system, hosted by Odoo in its Canada region. Odoo also provides platform backups and may access the information needed for technical support. An email notification addressed to info@inogec.com is sent through Microsoft 365 and contains the information you submit and your reply address.

Email, maintenance and backup providers may process information to deliver their services. Their access must be limited to the information needed, with the written confidentiality, security, permitted-use and end-of-service commitments required by law. See Microsoft’s privacy statement for Microsoft 365 practices.

We may disclose information with your consent or where legislation permits or requires it. You can ask our privacy representative about the providers relevant to your information.

7. Processing locations and retention

Locations

Information may be processed or accessed outside Québec, including by technology providers or their authorized support personnel. Applicable laws in those locations may differ from Québec law and may permit access by local authorities.

Our Odoo production database is in Odoo’s Canada region. Odoo uses separate backup data centers and support personnel; backups and support may involve other countries. See Odoo’s privacy policy for the processing locations it describes.

Before a transfer or outsourced processing outside Québec that is subject to Québec’s privacy-assessment requirements, we assess the protection of the information and put the required written agreement in place. The transfer may proceed only if the legal conditions are met, including adequate protection. Contact our representative for information about the locations and safeguards relevant to your information.

Retention

We keep personal information only while needed for the purposes explained to you, subject to applicable legal retention requirements. The period depends on the type of record and why it is needed:

Enquiries: while handling the request and necessary follow-up. Closing an enquiry does not justify keeping unnecessary details indefinitely.
Quotations that do not proceed: up to 24 months after the last relevant exchange. We delete the file sooner if it is no longer useful, subject to legal retention requirements.
Customer and project records: throughout the business relationship, warranty periods and after-sales service. Tax records are generally kept for six years after the end of the last tax year to which they relate, subject to specific rules requiring longer retention.
Job applications: during recruitment; unsuccessful applications are kept for 12 months after the final decision, unless additional retention is required. Separate retention for future opportunities requires your appropriate consent, with the purpose and duration explained at that time.
Emails: emails needed for a file follow the same retention period as that file. Routine exchanges that are no longer useful are deleted no later than 12 months after the matter is closed, subject to legal retention requirements.
Technical records: for the period needed for the stated operational or security purpose, with restricted retention of relevant records where a specific incident or legal obligation requires it.
Google Analytics: retention for event data and user data is set to 14 months. The setting that resets the user-data retention period when there is new activity is enabled. Analytics cookies are configured for 24 months from the last visit, with their expiry renewed when you return. These settings do not limit retention of standard aggregated statistical reports and are separate from the six months used to remember your privacy choice.
Backups: deleted information may remain in protected backup copies until their replacement or expiry. Such copies are limited to recovery and other legally required uses. Applicable deletions must be reapplied if a backup is restored.

When the purposes have ended and no legal retention obligation applies, we securely destroy the information. We periodically review retained records. You can request the period or criteria applicable to your information from our privacy representative. Withdrawal of consent does not always require immediate deletion of every record.

8. Security and incidents

We apply safeguards proportionate to the sensitivity, quantity and use of the information. These include limiting authorized access, protecting communications and storage, and requiring appropriate confidentiality and security commitments from providers. No system provides an absolute security guarantee.

If a confidentiality incident occurs, we take reasonable measures to reduce harm and prevent recurrence. We maintain the required incident register. Where the incident presents a risk of serious injury, we promptly notify the Commission d’accès à l’information and affected individuals according to the applicable rules.

9. Rights and complaints

Subject to the conditions and exceptions in the law, you can:

ask whether we hold personal information about you and obtain access or a copy;
have inaccurate, incomplete or ambiguous information corrected, or request rectification when collection, disclosure or retention is unauthorized;
withdraw consent to uses or disclosures that rely on it;
request computerized information collected from you in a structured, commonly used format, unless serious practical difficulties arise, or its transmission to a legally authorized recipient; this does not include information we created or inferred;
request cessation of dissemination, de-indexing or re-indexing in the circumstances provided by law.

Send access or rectification requests in writing to Vincent Labbé. We may verify identity or authority proportionately and help clarify a request where needed. We respond in writing promptly and no later than 30 days after receipt. A refusal includes reasons and information about remedies and their deadlines.

Access is free. We will give advance notice of any approximate reasonable transcription, reproduction or transmission charges.

For a complaint, describe the issue and the resolution sought. Vincent records the complaint, reviews it with only the people needed, communicates the outcome and coordinates appropriate corrective measures. You may also contact the Commission d’accès à l’information du Québec. An internal complaint does not replace legal remedies or suspend their deadlines.

10. Responsibility and policy changes

The privacy representative oversees and approves privacy governance practices. Teams are responsible for applying the access, retention and destruction rules relevant to their work. Requests and complaints follow the process above.

When we change this policy, we update its date and publish a notice on the website. We also notify affected people directly when needed to reach them appropriately. If fresh consent is required, a policy update does not replace it.