Privacy Policy
1) Who we are
This policy explains how Solutions Novexia (“we”, “us”) collects, uses, and protects personal information. It applies to solutions-novexia.ca and the Client Portal available at /admin/portal.
Contact: info@solutions-novexia.ca
2) Personal information we collect
- Website (URL) you submit
- Business email address
- Your marketing opt-in preference (optional)
- Email address (login identifier)
- Password (stored as a hash, not in plain text)
- Verification code (stored as a hash)
- Support tickets (title, description, status, priority)
- Files uploaded through the portal (depending on your use)
- IP address and connection details (e.g., server logs)
- Session cookies required for authentication (Client Portal / Admin)
3) How we use your information
- Respond to your requests and communicate with you (audit, quote, support).
- Create and manage your Client Portal account, tickets, files, and projects.
- Improve service quality and maintain security (abuse/error prevention).
- If you explicitly opt in: send you marketing communications (tips, offers, updates). You can withdraw consent anytime.
- Comply with applicable legal obligations.
4) Sharing with third parties
We do not sell your personal information. We may share it with service providers when needed to operate the service, for example:
- Hosting and infrastructure (e.g., Quebec hosting as displayed on the site).
- Email/SMTP to receive and route requests (e.g., audit notifications).
- AI providers (support/assistant): depending on configuration, chat messages may be sent to a model provider (e.g., OpenAI or Google/Gemini) to generate a reply.
- Third-party CDNs for static assets (e.g., fonts/JS/CSS via public CDNs). These services may receive technical data (such as your IP address) when assets load.
If you want a “no-CDN” setup (self-hosted fonts/JS), contact us.
5) Cookies
We use strictly necessary session cookies to keep you signed in and to secure access to the Client Portal. If additional cookies (e.g., analytics) are added in the future, this policy will be updated.
6) Retention
We retain personal information only as long as needed to provide services, meet legal obligations, and handle disputes. Exact retention periods may vary by data type (e.g., tickets, accounts, audit requests).
7) Security
We apply reasonable security measures (access controls, password hashing, logging, encryption in transit via HTTPS when enabled). No system is perfect, but we work to reduce risks.
8) Your rights
Depending on applicable laws (including Quebec privacy laws), you may request access, correction, or deletion of certain personal information, or withdraw consent when applicable.
To exercise your rights: info@solutions-novexia.ca
Unsubscribe from marketing emails: /unsubscribe (also included in our emails).
9) Changes
We may update this policy. The “Last updated” date reflects the current version.