Privacy Policy

Last updated: 02/01/2026

This Privacy Policy explains how SYSMOTIX ('we', 'our', or 'us') collects, uses, discloses, and protects personal information in the course of its activities, in accordance with applicable laws in Quebec, including Law 25.

By using our website, our forms, our automation solutions, or by communicating with us, you agree that your personal information will be treated in accordance with this policy.

Who are we?

SYSMOTIX is a company located in Quebec, Canada, that helps SMEs optimize their operations through automation solutions, web development, and intelligent integrations (chatbots, voice bots, CRM, automated flows, etc.).

This policy applies to all our activities in Quebec and elsewhere, to the extent required by applicable laws.

Scope of the Policy

This Privacy Policy applies to personal information that we collect:

  • via our website (including contact and demo request forms);
  • via our exchanges by email, telephone, SMS, instant messaging (e.g., Slack);
  • via our automation, web development, CRM, and integration solutions that we implement for our clients;
  • via our prospecting, marketing, and customer service activities.

It does not apply to third-party sites to which our site may redirect (e.g., social networks, partner tools). We invite you to consult their own privacy policies.

What personal information do we collect?

We may collect the following categories of information, depending on the context:

Identification Information

  • First name, last name;
  • Company name;
  • Position or function within the company.

Contact Information

  • Professional email address;
  • Phone number;
  • Professional account identifiers (e.g., company name on certain tools used in the implementation).

Information related to your request or project

  • Content of forms (description of your needs, information on your internal processes, business constraints);
  • Information necessary for the configuration and integration of our solutions (e.g., opening hours, types of services, customer categories, response scripts, etc.).

Information on the use of our solutions and our site

  • IP address, browser type, pages viewed, time spent, traffic origin (via cookies and analytics tools);
  • Technical and functional logs of the systems we implement (e.g., interactions with a bot, call statistics, response rate).

Information on our clients' end users

In the context of certain mandates (for example, when a bot or system manages calls or requests from a clientele), we may process information concerning our clients' customers, such as:

  • first name, last name (if applicable);
  • contact information (email, phone);
  • content of exchanges (messages, requests, questions);
  • information necessary for follow-up (e.g., appointments, communication preferences).

When this information is considered 'personal information' within the meaning of the law, we process it in accordance with this policy and the contract binding us to the client.

Sensitive Information (special cases)

In certain sectors (health, legal, finance, etc.), exchanges may contain more sensitive information (e.g., health data, financial information, specific files).

In these contexts, we implement enhanced protection measures, and the processing of this data is always done in compliance with applicable legal and contractual requirements.

How do we collect your information?

We collect personal information:

1) Directly from you, when:

  • you fill out a form on our site;
  • you contact us (email, phone, SMS, social networks, etc.);
  • you participate in a meeting, demonstration, or call with us;
  • you sign a contract or quote with us.

2) Indirectly, via:

  • analytics, performance tracking, or support tools used on our site or in our solutions (e.g., tracking tools, server logs);
  • our clients' systems, platforms, or software, when our solutions are integrated into them;
  • certain technology providers or partners (hosts, telephony providers, AI APIs, CRM, etc.), to the extent necessary for the provision of our services.

For what purposes do we use your information?

We use personal information for the following purposes:

Provision of our services

  • analyze your business needs;
  • design, configure, and deploy our automation, web development, and integration solutions;
  • manage user accounts, access, and permissions;
  • provide technical support, after-sales service, and project follow-up.

Improvement of our solutions and our offering

  • analyze the use of our systems (statistics, logs, performance);
  • improve the quality, relevance, and efficiency of automations (scripts, flows, responses, interfaces);
  • develop new features, products, or services.

When possible, we use aggregated or anonymized data for analysis purposes.

Customer relationship management and internal operations

  • billing and accounting management;
  • management of contracts, proposals, and renewals;
  • communication with you to inform you of changes, updates, or improvements.

Compliance with our legal obligations

  • comply with applicable laws, particularly regarding the protection of personal information, document retention, and taxation;
  • respond to requests from competent authorities when required by law.

On what basis do we process your information?

Depending on the context, the processing of your personal information is mainly based on:

  • the performance of a contract or pre-contractual measures (for example, when we analyze a project for a client or implement a solution for their business);
  • your consent, when required by law (e.g., newsletter subscription, collection of certain types of data, use of non-essential cookies);
  • our legitimate interests, when processing is necessary for the management and improvement of our services, and respects your rights and reasonable expectations.

When processing is based on your consent, you can withdraw it at any time, subject to legal or contractual constraints, by contacting us at the coordinates indicated in section 13.

Cookies and similar technologies

We may use cookies and similar technologies to:

  • facilitate navigation on our site;
  • analyze traffic and use of our pages;
  • improve user experience and site performance.

You can configure your browser to refuse all or some cookies, or to be alerted when a cookie is sent. However, some site features may be limited if you disable certain cookies.

If we use specific analytical or advertising cookies, we may detail them in a dedicated section or banner.

With whom do we share your information?

We do not sell your personal information.

However, we may communicate them to the following categories of third parties, when necessary:

  • Technology service providers: hosting, servers, cloud solutions, telephony/SMS/voice, AI platforms, analytics tools, support tools, or CRM;
  • Partners or subcontractors who help us deliver our projects (developers, integrators, consultants), subject to confidentiality obligations;
  • External professionals (e.g., accountants, legal advisors), when necessary for the management of our business;
  • Competent authorities, if the law requires us to or to protect our rights.

Some of these third parties may be located outside Quebec or Canada. In this case, we take reasonable measures to ensure that the transferred information benefits from an adequate level of protection, particularly through appropriate contractual agreements and, if necessary, a privacy impact assessment (PIA).

How long do we keep your information?

We retain personal information only for the duration necessary for the purposes for which it was collected, and to comply with our legal, contractual, or regulatory obligations.

As an indication:

  • data related to prospects and contact requests: for a reasonable period following our last active exchange;
  • client files and contractual documents: for the duration of the business relationship, then for the period required by applicable laws (e.g., accounting retention);
  • technical logs and usage data: for a limited time, depending on analysis, security, and maintenance needs.

Once the retention periods have expired, we securely destroy or anonymize personal information.

How do we protect your information?

We implement reasonable security measures, proportionate to the sensitivity of the personal information we hold, including:

  • limiting access to information to only those persons who need it to perform their duties;
  • use of strong passwords and, where possible, two-factor authentication on our systems;
  • use of secure connections (HTTPS) for our online services;
  • regular backups and restoration procedures in case of incident;
  • confidentiality agreements with our employees, collaborators, and subcontractors;
  • regular updates of our software and systems to reduce vulnerability risks.

However, no system is completely risk-free. In the event of a privacy incident affecting your information, we will apply the procedures described in the following section.

Privacy Incidents

A 'privacy incident' is, for example, unauthorized access, use, communication, or loss of personal information.

In the event of a privacy incident:

  • we will quickly take measures to limit the impacts and secure the information concerned;
  • we will analyze the situation and keep a register of incidents in accordance with applicable laws;
  • when the incident presents a risk of serious injury, we will notify the persons concerned and, when required, the Commission d'accès à l'information du Québec (CAI).

Your Rights

Subject to the limits provided by law, you have the following rights regarding your personal information:

  • Right of access: know what personal information we hold about you and obtain a copy;
  • Right of rectification: request the correction of inaccurate, incomplete, or ambiguous information;
  • Right of withdrawal of consent: when processing is based on your consent, request to withdraw it (for example, for marketing);
  • Right to portability, when this right is applicable and provided by law, for certain types of information.

To exercise any of these rights, please contact us according to the terms of the following section. We may ask you for certain information to verify your identity before responding to your request.

You also have the right to file a complaint with the Commission d'accès à l'information du Québec (CAI) if you believe that your rights regarding the protection of personal information have not been respected.

Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable laws.

When we make significant changes, we will update the 'Last updated' date at the top of this page and, when required, we will inform you of these changes (for example via a notice on our site or by email).

We invite you to regularly consult this page to stay informed about how we protect your personal information.

How to Contact Us

For any questions regarding this Privacy Policy or how we process your personal information, you can contact us at:

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