Your information,
handled with care.

1. About this policy

This policy explains how Aeternitas handles personal information. Aeternitas is a business name of 9502-2752 Quebec Inc., located at 3875 Rue Broadway, Lachine, Québec H8T 1T5, Canada (“Aeternitas”, “we” or “us”).

It covers this website, the Aeternitas client workspace and portal, the invoices and payment pages we send, and the services we provide to clients.

It applies alongside our terms of service. Where we handle personal information on behalf of a client — for example the customer records inside a system we built for them — we do so on that client’s instructions, and their own privacy policy governs how that information may be used.

2. What we collect

When you use the contact form, we collect your name, your email address, the service you selected and the message you write.

When you become a client, we collect the details a project and its invoices need: names, roles, email addresses, phone numbers, billing and business addresses, tax registration numbers, and the correspondence between us.

When someone uses the client workspace or portal, we collect their sign-in details and a record of the actions they take there, so that we can tell who changed what.

Our web server keeps ordinary technical records, including IP addresses, dates and times, pages requested and errors. These are used to operate and secure the site.

If you receive marketing email from us, we record whether it was delivered, whether it bounced and whether you unsubscribed, so that we stop contacting people who asked us to stop.

We do not ask for, and ask that you do not send us, sensitive information such as health, biometric or government identity numbers, unless a project specifically requires it and we have agreed in writing how it will be handled.

3. Cookies and tracking

This website sets one cookie, an encrypted session cookie. It is what makes the contact form and signing in work, and it expires on its own.

We do not use advertising cookies, analytics cookies, advertising pixels or profiling technology on this website. Nothing here follows you to other sites, and there is no tracking to switch off.

Our emails to clients are not tracked for opens or clicks. Marketing campaigns record delivery outcomes and unsubscribes, as described above.

4. Why we hold it

To answer your enquiry and to discuss whether we can help.

To carry out a project: to do the work, to communicate about it, and to keep the records a business needs to keep.

To bill and be paid, and to meet the tax and accounting obligations that come with it.

To operate and secure our website and systems, including diagnosing faults and preventing abuse.

To send marketing email to people who have agreed to receive it, and to honour a request to stop.

We do not sell personal information, and we do not share it for anyone else’s advertising.

5. Consent and your choices

We collect personal information with your consent, or because we need it to provide a service you asked for or to meet a legal obligation.

You can withdraw your consent to marketing email at any time, using the unsubscribe link in any campaign email or by writing to us. Withdrawing consent does not affect messages about a project already underway or an invoice already issued.

If you ask us to stop processing information we need in order to keep providing a service, we will tell you plainly what that means for the service.

6. Who else processes it

We use a small number of service providers, and only for the purposes described here. They act on our instructions and are bound to protect the information:

• An email delivery provider, for sending and delivering email.
• A payment processor, for card payments.
• A telecommunications provider, for text messages where a project or workflow uses them.
• An AI model provider, for the assistant features described in the next section.
• A hosting provider, for the server that runs this site and its database.

If you want to know which providers received information about you, ask us and we will tell you.

We may also disclose information to our professional advisers, or where the law requires it. If our business is ever transferred, information would move with it and this policy would continue to apply until replaced.

Card details are entered on the payment processor’s own secure page. We receive the outcome of the payment and the last digits of the card — never the full card number.

7. Assistant and AI features

Some of our internal tools use artificial intelligence to draft text, summarize records and prepare work. Where that happens, the relevant content is sent to our model provider to produce the result.

We do not use your confidential information to train AI models.

We do not make decisions about you by automated means alone. AI output is prepared for a person, and a person decides.

8. Information outside Québec

Our server is located in Toronto, Ontario, Canada.

Some of the providers listed above operate outside Québec, including in the United States. This means personal information may be stored or processed outside Québec, under the laws of the country concerned.

Before entrusting personal information to a provider outside Québec, we assess whether it will receive adequate protection, as Québec law requires, and we enter into an agreement with the provider.

9. How we protect it

Access is limited to the people who need it for their work, and every account is individual.

The site is served over HTTPS, session cookies are encrypted, and credentials and provider keys are stored encrypted rather than in plain text.

Our systems keep a record of sensitive actions so that we can see who did what, and backups are held for recovery.

No system is perfectly secure. If a confidentiality incident presents a risk of serious injury, we will notify the Commission d’accès à l’information and the people concerned as required, and we keep a register of incidents.

10. How long we keep it

Enquiries that do not become projects are kept while they are still useful to follow up, and destroyed or anonymized after that.

Client records, invoices and the documents that support them are kept for as long as the relationship lasts and then for the period our tax and accounting obligations require.

Technical server records are kept for a short operating period.

Unsubscribe records are kept for as long as needed to keep honouring the request.

11. Your rights

You may ask us for access to the personal information we hold about you, and for a copy of it in a structured, commonly used technological format where the law provides for it.

You may ask us to correct information that is inaccurate, incomplete or out of date.

You may withdraw consent, ask us to stop sending marketing email, or ask us to delete information we no longer need to keep.

You may ask us to stop disseminating information about you or to de-index a link, where the conditions in Québec law are met.

Write to the person in charge of the protection of personal information at the address below. We will answer within 30 days. If you are not satisfied, you may complain to the Commission d’accès à l’information du Québec.

12. Changes to this policy

We may update this policy. The effective date at the top of this page identifies the current version, and a material change will be reflected here before it takes effect.