1. Person in charge of the protection of personal information
Bios — IT Solutions is a managed IT services provider based in Gatineau, Quebec. Our privacy officer oversees this policy and answers all your questions.
- Title: Privacy officer (role held by the company’s president)
- Email: ia@bios.ca
- Phone: +1 (819) 770-6122
- Mailing address: 10 Noël Street, Suite 19, Gatineau, Quebec J8Z 3G5
2. What we collect, and how
- Assessment or quote form: name, email, phone, company size and your main IT concern. You give them to us directly.
- Our exchanges: emails, calls and documents shared as part of our services.
- Our website: only your language choice, stored in your own browser.
Our website uses no technology that can identify you, locate you or build a profile of you. We collect only what we need for the purposes described below.
3. Why we use it
- To contact you about your assessment or quote request, and follow up.
- To deliver the IT and security services set out in your contract.
- To meet our legal, accounting and tax obligations.
We never sell your information and never use it for any other purpose without your consent, except where the law allows.
4. Your consent
When you submit a form, we ask for consent that is clear, free and informed, given for specific purposes and separate from any other information. It lasts only as long as needed for those purposes.
You can withdraw your consent at any time by writing to our privacy officer. We will then stop using your information, unless the law requires us to keep it.
5. Our clients’ systems
When we manage a client company’s systems (Microsoft 365, workstations, mobile devices), we act on its behalf and under its instructions, under a contract. The client company remains responsible for the information of its employees and its own customers.
We access that information only as far as the service requires. Some management tools, such as locating a lost device, are turned on only at the client’s request and under its internal policies.
6. Artificial intelligence and automated decisions
Our AI agents are hosted on our own infrastructure, in an isolated environment for each client. Your information is never used to train a third-party AI model.
A member of our team oversees what our agents do. If a decision about you were ever made exclusively through automated processing, we would tell you no later than when we inform you of the decision. You could then:
- learn what information was used, and the reasons and main factors behind the decision;
- have the information used corrected;
- submit your comments to a member of our team, who can review the decision.
7. Where your information is stored
Our AI agents are hosted on our own infrastructure, in Quebec. The data they process never leaves that infrastructure.
Our work tools, including our email (ia@bios.ca), documents and Teams, are hosted on Microsoft 365. Information you send us through them is stored in Microsoft’s data centres in Canada.
Where information may be communicated outside Quebec, we first carry out a privacy impact assessment and put a written agreement in place to ensure adequate protection.
8. Who has access
Only team members who need your information for their work can access it. We share it with a third party only where the law requires or allows it, or with a provider bound by contract that may use it only for the work we entrust to it.
Provider: Microsoft Corporation (Microsoft 365), for hosting our email and work tools, in Canada.
9. Retention and destruction
- Assessment requests with no contract: 12 months, then destroyed.
- Clients: for the length of the contract, plus 12 months after it ends, subject to periods required by law (e.g. tax).
Once the purpose is fulfilled, information is securely destroyed, or anonymized for serious and legitimate purposes.
10. Security and confidentiality incidents
We protect your information with measures suited to its sensitivity: encryption, access control, multi-factor authentication, continuous monitoring and verified backups.
We keep a register of confidentiality incidents. If an incident presents a risk of serious injury, we promptly notify the Commission d’accès à l’information and the people affected.
11. Your rights
- Access: get a copy of the information we hold about you.
- Correction: have inaccurate, incomplete or ambiguous information corrected.
- Withdrawal of consent: at any time.
- Deletion: ask us to destroy your information once we no longer have a reason to keep it.
- Portability: receive the computerized information you gave us in a structured, commonly used technological format, or have it sent to a person you designate.
- De-indexing: ask us to stop disseminating information about you, or to de-index a hyperlink, in the cases set out by law.
- Automated decisions: get an explanation and a human review (see section 6).
Write to our privacy officer at ia@bios.ca. We may ask you to confirm your identity. We respond within 30 days.
12. Complaints
Have a concern? Write to our privacy officer first: we will do everything we can to resolve it. You can also contact Quebec’s Commission d’accès à l’information: www.cai.gouv.qc.ca.
13. Cookies
We use no advertising cookies and no third-party trackers. Only your language choice is kept, in your own browser. You can clear it at any time in your browser settings.
14. Changes
Any update to this policy is posted on this page with a new date. For significant changes, we notify our clients by email.