Privacy Policy

Who we are

This website, codema.ai, is operated by Codema.ai (“Codema”, “we”, “us”), a business based in Quebec. This policy explains, in plain language, how we handle personal information collected through the website. It is written to meet Quebec’s Act respecting the protection of personal information in the private sector (as amended by Law 25) and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

Person in charge of the protection of personal information

The person in charge of the protection of personal information at Codema is the President of Codema.ai. This person ensures that we comply with privacy law, approves our privacy practices and handles requests and complaints.

To reach this person, use our privacy request form and choose “Privacy request”. Requests sent this way go directly to the person in charge.

What we collect and why

We collect only what we need. We do not sell personal information and we do not use it for advertising.

Contact form: When you send the contact form, we collect your name, company, work email, phone number (optional), your area of interest, industry, preferred meeting time and your message. We also record the date and time, the page you came from, your browser type (user agent) and a one-way hashed (pseudonymized) version of your IP address used only to block spam and abuse. We use this information to reply to you, schedule a meeting and discuss our services with you.
Booking a call: The “Book a call” button opens an appointment page hosted by Google Calendar. Information you enter there (such as your name and email) is collected by Google on our behalf and shared with us so we can hold the meeting. Google’s own privacy policy also applies to that page.
Interactive demos, brand builder and virality playground: These tools run entirely in your browser. Files, images, videos and text you use in them are processed on your device and are never uploaded to us. Brand choices you make in the demos (such as colours and business name) are saved in your browser’s local storage on your device only, so they are still there when you come back. You can erase them with the reset button in the demo or by clearing your browser’s site data.
Server logs: Like any website, our hosting provider automatically processes technical data such as IP address, date and time, requested page and browser type to deliver the site, keep it secure and troubleshoot errors.

Cookies, language and tracking

We use a single functional cookie, “codema_lang”. It is set only when you click the FR/EN language switcher and stores only your choice (“fr” or “en”) for one year, so we show the site in the language you picked. Without that cookie, visitors located in Quebec are shown the French version first; this uses the approximate region of your IP address, provided by our hosting provider at the moment of the request, and nothing is stored. We do not use advertising cookies, analytics tools, tracking pixels or any technology that identifies, locates or profiles you. If we ever add such technology, it will be turned off by default and we will update this policy and ask for your consent first, as required by Quebec law.

By sending the contact form, you consent to the collection and use of your information for the purposes described above. Giving us your information is voluntary; without it we cannot reply to your request. You may withdraw your consent at any time using the privacy request form.

We use a small number of service providers who process information on our behalf and only for the purposes above:

Vercel Inc. hosts the website, processes server logs and stores contact form submissions in a private, access-controlled storage area (Vercel Blob).
Google LLC provides the appointment booking page and calendar.

These providers may store and process information outside Quebec and outside Canada, including in the United States. Before transferring information, we assess whether it will receive adequate protection, taking into account its sensitivity, the purposes and the safeguards offered, and we rely on providers bound by contractual confidentiality and security commitments. While outside Quebec, information is subject to the laws of the place where it is held and may be accessed by courts, law enforcement or national security authorities of that jurisdiction.

We do not otherwise share your information unless the law requires or permits it.

How long we keep it

Contact form submissions: up to 24 months after our last exchange with you, unless you become a client or ask us to delete them sooner.
Pseudonymized anti-spam markers: up to 12 months.
These limits are enforced by an automatic daily cleanup.
Server logs: for the short period set by our hosting provider.
Demo choices in local storage: on your device until you clear them.
Language cookie: one year, or until you clear your cookies.

When information is no longer needed, we destroy it securely or anonymize it as permitted by law.

Security

Information is sent over encrypted connections (HTTPS). Contact form submissions are stored privately and are accessible only to authorized Codema personnel who need them. No email address or other credentials are exposed on the website.

Your rights

Subject to the law, you have the right to:

know what personal information we hold about you and access it;
have inaccurate, incomplete or out-of-date information corrected;
withdraw your consent;
ask us to stop disseminating your information or to de-index any hyperlink attached to your name, where the law allows;
ask that information you provided be sent to you, or to another organization, in a structured, commonly used technological format (portability);
ask us to delete information we no longer need or that was collected improperly.

To exercise a right, use our privacy request form. We may ask for information to confirm your identity. We will reply in writing within 30 days of receiving your request. Access is free, although reasonable fees may apply for transcription or reproduction, and we will tell you in advance. If we refuse a request, we will explain why and tell you how to contest the decision.

Confidentiality incidents

If a confidentiality incident occurs (for example, unauthorized access to or loss of personal information), we will act promptly to reduce the risk of harm. If the incident presents a risk of serious injury, we will notify the Commission d’accès à l’information du Québec and the people concerned, report it to the Office of the Privacy Commissioner of Canada where required, and record it in our incident register.

Questions and complaints

Send any question or complaint about this policy or our practices through our privacy request form. The person in charge will review it and reply in writing within 30 days.

If you are not satisfied with our answer, you may contact the Commission d’accès à l’information du Québec or the Office of the Privacy Commissioner of Canada.

Minors

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children under 14. If you believe a child has sent us information, contact us and we will delete it.

Changes to this policy

We may update this policy. We will publish the new version on this page with its effective date and, for significant changes, display a notice on the website before they take effect. The French and English versions are of equal value.