Legal
Privacy policy
What personal information we collect, why, where it is kept and what your rights are under Law 25.
In effect as of September 4, 2026. Any significant change is communicated to clients before it takes effect.
Document outline
Officer responsible for the protection of personal information
Name, role and contact details, as required by Law 25.
OKTO Solutions has designated an officer responsible for the protection of personal information, as required by the Act respecting the protection of personal information in the private sector.
Any question, any request for access, correction or withdrawal, and any complaint may be addressed to the person exercising the highest authority at OKTO Solutions, who holds this role in accordance with the Act, by email at bonjour@oktopsa.ca, marked "protection of personal information", or by mail at 994, boulevard du Saint-Maurice, suite 2, Trois-Rivières, Quebec G9A 3R3.
Information collected
On the site, in the product, through the integrations you turn on.
On this site, we collect only the information you send us of your own accord through the contact form: name, company, email, phone if you provide it, and the content of your message. We use no advertising tracking cookies and no profiling tool.
In the product, OKTO Solutions processes the information the client enters or imports to run its own business: contact details of its clients and their contacts, ticket history, billing documents, timesheets and human resources data. That information belongs to the client and is processed on its behalf.
Integrations are turned on at the client's request. When they are, strictly necessary information passes to the service concerned, according to the configuration the client has chosen.
Cookies and tracking
No non-essential cookies, so no banner required.
This site sets no cookies, no advertising trackers and no third-party analytics. It uses neither Google Analytics, nor a social network pixel, nor local storage in your browser.
That is why you will not see a cookie consent banner: there is nothing to consent to. The only data that reaches us is what you type into the contact form yourself.
The fonts are served from our own server: your visit is not reported to any third party, not even to a font provider.
Purposes of the processing
Why each category is processed, and the basis for collecting it.
The information sent through the site is used only to answer your request and, where applicable, to prepare a service offer. It is never sold, rented, or passed on for third-party solicitation.
The information processed in the product is processed solely to deliver the service to the client: hosting the instance, providing technical support, running backups and maintaining security. OKTO Solutions puts it to no other use.
Where it is kept and hosted
Hosting in Quebec, subcontractors, assessment before any transfer.
The instances and the databases are hosted in Quebec. Each client has its own separate database; there is no database shared between clients.
Some technical subcontractors may be established outside Quebec, in particular for network protection and encrypted backup storage. The current list is provided with the data processing agreement. Before using any subcontractor outside Quebec, OKTO Solutions carries out the privacy impact assessment required by law.
Retention period
How long, and what triggers deletion.
Requests received through the contact form are kept for 24 months and then destroyed, unless they become a client file.
The information processed in the product is kept for the duration of the contract, then destroyed according to the terms set out in the terms of use. Retention periods arising from the client's own accounting and tax obligations remain its responsibility.
Your rights
Access, correction, withdrawal, portability, complaint.
You have the right to access the personal information we hold about you, to request its correction, to request that it be given to you in a structured, commonly used technological format, and to withdraw your consent.
Every request is handled within 30 days of receipt. A refusal is explained in writing and states the available remedies.
You may at any time file a complaint with the Commission d'accès à l'information du Québec.
Confidentiality incidents
Register, notices, timeframes.
OKTO Solutions keeps a register of confidentiality incidents and retains it for five years, as the Act requires.
In the event of an incident presenting a risk of serious injury, OKTO Solutions notifies the Commission d'accès à l'information and the individuals concerned without delay, and informs the client as quickly as possible so that it can meet its own obligations.
Automated decisions and artificial intelligence
Transparency required by Law 25.
Where a product feature automatically classifies or prioritises an item based on personal information, the client is informed of it and can turn the feature on or off. No decision producing a legal effect on a person is made exclusively by automated means without that person being able to request a review by a human being.
The other documents
A question about the contractual framework before these documents are published? Write to us and we will tell you where things stand.