Privacy policy

1. Scope

INOGEC inc. (“INOGEC,” “we,” “us”) explains how we handle personal information collected through our website and the communications that follow, including enquiries, quotation requests, project discussions and job applications received through the channels identified 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 : Person responsible for the protection of personal information
INOGEC inc.
4475 boulevard Portland, Sherbrooke, Québec J1L 0J1, Canada
info@inogec.com
General 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.

Details of visitor tracking and its association with enquiries are being verified for this draft policy.

4. Cookies and external services

Cookies are small files placed in your browser. Local storage also lets the website remember a preference on your device.

`session_id`

Purpose: Odoo session management.
Duration in the website version reviewed: Approximately seven days; it may be renewed through use.

`frontend_lang`

Purpose: Remember your language choice.
Duration in the website version reviewed: Up to one year; it may be renewed when set again.

`tz`

Purpose: Provide your time zone to Odoo.
Duration in the website version reviewed: Browser session.

`ino-unit-system`

Purpose: Remember your metric or imperial preference.
Duration in the website version reviewed: Until replaced or the website’s browser data is cleared.

You can delete or restrict cookies and stored website data in your browser. Some functions or preferences may then stop working or need to be selected again. Cookie expiry is separate from how long associated information is kept on a server.

Some pages load fonts through Google Fonts. This requires a connection to Google and transmits the technical information needed to deliver the font, including your IP address. This connection can occur when the page loads.

Some videos use YouTube. The embedded player loads when you choose to play the video and can transmit technical information to Google, including your IP address and browser information. You can leave the video unplayed. The privacy-enhanced “youtube-nocookie” mode does not mean that no information is transmitted.

Our Careers page links to Indeed. Information you provide on that platform is handled under its own policy; application information subsequently received by INOGEC is handled under this policy.

If we offer optional identification, location, profiling, analytics or advertising functions that require a choice, we explain their purposes and how to activate them before collection. Functions subject to Québec’s identification, location or profiling requirements must remain disabled until you activate them. Simply viewing this policy is not that activation. You can contact our privacy representative about withdrawing consent. Browser settings alone do not necessarily stop server-side processing.

Third-party services have their own practices. Consult Google’s privacy policy and Indeed’s privacy policy when using their services.

5. Consent and your choices

We collect information for specified purposes and limit collection to what is needed. Where consent is required, we seek clear, freely given and informed consent for each relevant purpose. Consent must be express where required for sensitive information. Optional uses are presented separately.

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.

INOGEC uses Odoo as its main business-management platform, including to manage enquiries and customer relationships. Providers supporting hosting, email, maintenance and backups may process information to perform those 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.

We may disclose information with your consent or where legislation permits or requires it. The software used does not by itself determine who hosts the information. 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.

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.
Customer and project records: while needed to deliver the project, provide agreed support, administer the relationship and meet applicable legal obligations.
Applications: while assessing the application and completing recruitment. Information used to make a decision about a person must be kept for at least one year after that decision where required by Québec law. A separate future-opportunities pool requires an identified purpose and appropriate consent, with its retention period explained at that time.
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.
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.