Privacy policy

Last updated: October 20, 2026. This policy applies to the www.oktosolutions.ca website and to the exchanges that follow from it.

1. Who answers for your personal information

The party responsible for processing is OKTO Solutions Inc., a Quebec company founded in 2025, with its office at 994 boulevard du Saint-Maurice, Suite 2, Trois-Rivières, Quebec G9A 3R3. That company decides the purposes for which your personal information is collected and the means used to process it.

Quebec’s Law 25 requires that one person be designated as the person in charge of the protection of personal information. At OKTO, the company president holds that role. You reach that person at info@oktosolutions.ca or at 450 231-3836. Every access request, correction request, withdrawal of consent or complaint goes through that address.

2. What information is collected, and by what means

We collect nothing beyond what we need to answer you and serve you. There is no user account on this site, no online payment, no advertising profiling. Here are the only five collection channels.

• The quote request form. Your name, your email address, your phone number, your company name, its city and postal code, your answers about your need, your environment and your timeline, the message you write and any documents you choose to attach. What goes in the free-text fields and attachments is up to you.
• The job application form. Your contact details, your CV, your answers about your education, skills and availability, and your message. An accommodation request or your pronouns, only if you choose to give them.
• Email. If you write to us directly, we keep your message, your address and anything you attach to it.
• The telephone. The number displayed, your name and the notes taken during the call. Calls are not recorded.
• Audience measurement cookies. Only if you accept them. They produce browsing statistics: pages viewed, time spent, device type, approximate origin. The IP address is anonymized before processing.

The site is static and keeps nothing in a database of its own. What you send through a form goes into our internal management system, OKTO PSA, and into the info@oktosolutions.ca inbox, just like an email you would have written to us. While you browse, no network call to a third party takes place until you have accepted the measurement cookies.

3. Why this information is collected

Each collection has one precise purpose, and one only. We do not reuse your information for something else without asking you first.

We make no automated decision about you. When a request comes in through the form, fixed rules sort the request itself by need, region and urgency, so it reaches the right person. Those rules pass no judgment on you and decide nothing: a person reads every request and every application, and that person decides what happens next.

4. On what basis we collect this information

For the forms, email and telephone, the basis is your consent: you write to us, so you hand us your contact details so that we can answer. That consent is free, it covers one precise purpose, and it is given at a moment when you know exactly who you are talking to.

For measurement cookies, Law 25 requires separate and express consent. That is why nothing loads before you choose. Refusing takes a single click, exactly like accepting, and refusing takes nothing away from you on this site.

You may withdraw your consent at any time. For cookies, the Manage my cookies button at the bottom of every page reopens the banner. For everything else, an email is enough.

5. The cookies placed on this site

Two categories, nothing more. Strictly necessary cookies are limited to remembering your own cookie choice, kept in your browser’s local storage under the key okto.temoins.v1, with the date. That date serves two purposes: proving that consent was given, and asking you again once it gets too old.

The measurement cookies are those of Google Analytics. They load only after express consent. The IP address is anonymized, Google signals and advertising personalization are turned off, and data retention in the measurement account is set to 14 months. The full detail, line by line, is in the cookie policy.

6. Who your information may be disclosed to

OKTO Solutions does not sell, rent or trade any personal information. Never, to anyone, in any form. The list of cases where information can leave the company is short:

1. Our technology suppliers who host the email service and the site, only for the part of the service they deliver, and under written agreement.
2. IPQualityScore, which receives only the email and phone number entered in a form, to check that they are valid and to catch bots.
3. The audience measurement provider, if and only if you accepted the measurement cookies, and only for aggregate statistics.
4. A public authority or a court, when the law obliges us.

Our employees access only the information they need to do their job. A technician who is not on your file has no reason to open it, and does not open it.

7. Disclosure outside Quebec

The site is hosted in Canada. While you browse, only one disclosure can leave the country: the one tied to audience measurement, once you have accepted it. The statistics then travel through Google servers, some of which are in the United States. The forms, for their part, go through two providers located outside Canada, described below.

Before any disclosure of that kind, Law 25 requires a privacy impact assessment. We keep one for audience measurement, and it takes into account the fact that the data sent consists of browsing statistics with an anonymized IP address, no name, no email and no business identifier. If you refuse the measurement cookies, no data about you leaves Quebec because of your browsing.

The site’s forms are the exception, and it deserves to be said plainly. The copy of your request, sent to our soumission@oktosolutions.ca inbox, or of your application, sent to our human resources inbox rh@oktosolutions.ca, attachments included (documents, CV), goes through an email relay service, SMTP2GO, whose servers may sit outside Canada. The relay carries the message and its attachments; it does not keep them beyond delivery and does not use them for anything else.

Every quote request and every job application also goes through IPQualityScore, a company located in the United States. That service receives your email address and your phone number, nothing else: not your name, not your message, not your attachments. It tells us whether the address and the number really exist and whether they are tied to known abuse. That is how we catch bots and fake addresses. A request flagged as doubtful is neither blocked nor deleted: it is marked, and a person still reads it.

You decide what you put in a form and what you attach. If you would rather nothing travel through a third party, write to us directly at info@oktosolutions.ca or call 450 231-3836.

8. How long your information is kept

Past those periods, the information is destroyed or anonymized so that no one can trace it back to a person.

9. How your information is protected

We apply in-house what we install at our clients. The site is served over HTTPS only. Access to email and to files requires multifactor authentication. Team workstations are encrypted, monitored and patched continuously. Access rights are granted at the minimum needed and reviewed when someone changes role or leaves the company. Backups are encrypted and tested.

No security measure is perfect, and claiming otherwise would be dishonest. What makes a difference is detecting fast and reacting fast. That is what our setup is built around.

10. Your rights under Law 25

Quebec law gives you concrete rights over the information we hold about you. Exercising them costs nothing.

• Access. Know what information we hold about you and obtain a copy of it, in plain language.
• Correction. Have inaccurate, incomplete or ambiguous information corrected, or have information collected without legal authority deleted.
• Withdrawal of consent. Take back an agreement you gave, which ends the use that flowed from it.
• De-indexing and cessation of dissemination. Ask that information about you stop being disseminated, or that the link leading to it be de-indexed, where the dissemination causes you serious injury.
• Portability. Receive the computerized information you provided to us in a structured, commonly used technological format, or ask us to send it to another organization.
• Information. Be told how your information is used, including any disclosure to a third party.
• Complaint. Turn to the Commission d’accès à l’information du Québec (Quebec’s access to information and privacy commission) if our answer does not satisfy you.

11. How to exercise one of these rights

1. Write to info@oktosolutions.ca and state clearly which right you want to exercise.
2. Say which information you mean, if you know. It saves us from having to come back to you.
3. We verify your identity, because one person’s information is not handed to somebody else.
4. We answer in writing within a maximum of 30 days from the date the request is received. A refusal is reasoned, with the provision of the law it rests on and the steps to contest it.

12. What happens in the event of a confidentiality incident

A confidentiality incident means access to, use of or disclosure of personal information that was not authorized, or the loss of that information. The law sets out precise conduct, and we follow it.

1. We first take the measures needed to stop the incident and limit its consequences.
2. We assess the risk of serious injury to the people concerned: sensitivity of the information, possible use, likelihood that it serves malicious ends.
3. Where there is a risk of serious injury, we promptly notify the Commission d’accès à l’information du Québec and every person concerned, with what happened and what they can do to protect themselves.
4. The incident is entered in our register of confidentiality incidents, which we keep up to date and can provide to the Commission on request.
5. We fix the cause so it does not happen again, and we document the fix.

If you believe an incident touches your information, write to us immediately. An incident reported early costs far less than one discovered three months later.

13. Changes to this policy

This policy can change, either because our practices evolve or because the law changes. The last updated date at the top of the page always indicates the version in force. A change that affects how we use your information will be flagged to you before it takes effect, and if that change requires fresh consent, we will ask you for it.

14. Contact us

OKTO Solutions Inc.
994 boulevard du Saint-Maurice, Suite 2
Trois-Rivières, Quebec G9A 3R3
Phone: 450 231-3836
Email: info@oktosolutions.ca

To go further on your own obligations, our page on Law 25 compliance for Quebec SMBs explains what the law requires of a business and where to start. See also the cookie policy, the terms of use and the accessibility statement.

This text is provided for information, to explain our practices. It is not legal advice. To assess your own obligations, consult a legal advisor.