Privacy Policy and Data Governance

Effective March 23, 2026

1. Commitment

Systèmes Calibre Inc. is committed to protecting personal information in accordance with Quebec's Act respecting the protection of personal information in the private sector (Law 25) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

We store identifiable personal information (names, email addresses) on servers physically located in Montreal, Quebec. However, the content of exchanges with our AI agent is transmitted to an artificial intelligence provider located in the United States for processing, as described in section 4.

2. Person in Charge of the Protection of Personal Information

Any request for access, correction or deletion of personal information, as well as any complaint, should be directed to the person named above.

3. Information Collected

In the course of providing our AI workshop, AI agent support and consulting services, we collect:

• Email address — For communication with the AI agent, sending reports and service-related correspondence.
• First and last name — Extracted from received emails (sender field, signature). Used for personalizing support and preparing workshops.
• Task descriptions and exchanges — Tasks submitted to the AI agent and coaching conversations are retained to improve support and prepare workshops.
• Billing information — Organization name, address, billing contact. Payments are made by bank transfer or, for certain services, through Stripe Inc. In the latter case, we do not receive, store or process any credit card numbers.

This website does not use any tracking or advertising cookies, and uses no cookies at all.

4. Data Processing by Artificial Intelligence

Exchanges with our AI agent are processed by Anthropic's API (Claude), whose servers are located in the United States. In this context:

• The content of emails sent to the AI agent (task descriptions, coaching exchanges, questions) is transmitted to Anthropic for AI processing. This content may include personal information present in the body of the email or the participant's signature (name, title, contact details).
• In accordance with Anthropic's API usage policy, data transmitted via the API is not retained by Anthropic beyond immediate processing and is not used to train its models.
• Participants' email addresses and names are stored in our database on our Montreal server for managing exchanges and are not transmitted separately to Anthropic. However, this information may be present in the body of emails that are processed.

Document anonymization services: For specific anonymization services (CVs, research transcripts), all identifiable personal information is redacted locally on our Montreal server before any AI processing. In the context of these specific services, no identifiable personal information leaves Quebec.

5. Hosting and Transfers Outside Quebec

Identifiable personal information (names, email addresses, billing data) is stored exclusively on servers located in Montreal, Quebec, at WHC (Web Hosting Canada).

The content of exchanges with the AI agent is transmitted transiently to Anthropic's servers (United States) for artificial intelligence processing, as described in section 4. This processing is necessary for the execution of the service contracted by the client organization.

6. Data Retention

• Workshop and coaching data — Retained for the duration of the service relationship with the client organization, then deleted within 90 days following the end of the engagement.
• Decision-related data (task classifications, anonymized summaries) — Retained for up to one year for continuous service improvement.
• Billing data — Retained in accordance with applicable tax requirements.

7. Individual Rights

In accordance with applicable legislation, you may:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of your information when its retention is no longer justified.
• Withdraw your consent for communications.

To exercise these rights, contact the Person in Charge of the Protection of Personal Information at confidentialite@systemescalibre.ca.

You may also file a complaint with the Commission d'accès à l'information du Québec (CAI).

8. Privacy Incidents

In the event of an incident involving personal information, Systèmes Calibre Inc. follows a rigorous protocol:

• Immediate assessment of the severity of the incident.
• Notification to the Commission d'accès à l'information and affected individuals if a risk of serious harm is identified.
• Maintenance of an incident register in accordance with Law 25.

9. Changes

This policy may be updated periodically. The date of the last update is indicated at the top of this page.

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