Privacy Policy
1. Introduction
Octogone Collectif (“we,” “us,” or “our”) is committed to protecting your privacy and safeguarding the confidentiality of your Personal Information. This Privacy Policy (the “Policy”) explains how we collect, use, disclose, transfer, retain, share, and protect (collectively, “Processing”) your Personal Information.
2. About this Policy
This Policy applies to anyone who visits or accesses the Octogone Collectif website (https://octogone.ai), uses our application (the “Platform”), or has Personal Information uploaded to the Site or Platform by their employer or an authorized representative (the “Employer”). To provide quality services, we must access certain Personal Information. Our employees handle this information with discretion and rigor, in compliance with applicable laws.
3. What is Personal Information?
“Personal Information” means any information about an identifiable individual, or information that, alone or combined with other data, can identify an individual. Business contact information (name, title, business address or business phone number) is generally not considered Personal Information.
4. Consent
Where possible, Octogone Collectif collects Personal Information directly from you with your consent, unless an exception is provided by law. Your Employer may also collect such information, with your consent, and transmit it to Octogone Collectif. By providing Personal Information through the Site or Platform, you consent to its Processing in accordance with this Policy. We will not Process your Personal Information without your consent unless required by law (e.g., fraud prevention).
5. Refusal and Withdrawal of Consent
Subject to law, you may refuse or withdraw your consent to the Processing of your Personal Information, subject to reasonable notice and applicable legal or contractual restrictions. Withdrawing consent may limit our ability to provide certain services that require this information.
6. What Information Do We Collect?
- Full name, sex, date of birth, address, phone number, email address
- Social Insurance Number, health insurance number, or driver’s license number (in the employment context)
If this information must be used for other purposes, we will inform you before any new Processing.
7. How Do We Collect Your Information?
a. Directly from you
When you communicate with us or use our services. Technical data may also be generated by your devices (IP address, mobile advertising identifiers, geolocation, etc.).
b. From your Employer (with your consent)
Your Employer may transmit your Personal Information to us after obtaining your authorization.
8. Sharing Personal Information
Octogone Collectif does not sell or rent your Personal Information to third parties. We share Personal Information only when necessary or required by law.
- With our employees, as needed to provide support or respond to your requests
- With our service providers, who process information on our behalf and according to our instructions (website hosting, customer relationship management, audience measurement and advertising: see sections 10 and 13)
- With competent authorities, where legally required or for fraud prevention
- As part of a business transfer, such as a merger, acquisition, or asset sale
9. Links to Third-Party Sites
Our Site may contain links to external websites we do not control. We are not responsible for their practices. Please review their privacy policies.
10. Cookies
a. Definition
Small text files stored on your device. We also use pixels and web beacons, which are subject to the same consent rules.
b. Cookie Categories
- Essential: required for the site to work and to remember your cookie choices. They cannot be turned off.
- Audience measurement (Google Analytics): understand how the site is used in order to improve it.
- Advertising and request tracking (Google Ads, HubSpot, OpenAI for ChatGPT Ads): measure whether our ads lead to demo requests and track exchanges with our sales team.
No non-essential cookie is set and none of these tools is loaded until you have given your explicit consent, by category, in our cookie banner.
c. Managing Your Choices
You can accept, reject or customize cookies on your first visit, then change or withdraw your consent at any time using the “Manage cookies” link at the bottom of every page. When you withdraw consent, the related cookies are deleted. Your choice is kept for 12 months, after which you are asked again. Details for each cookie (name, provider, duration, purpose) are shown in the banner.
11. Retention of Information
We retain your Personal Information only for as long as necessary to fulfill the purposes for which it was collected or to comply with legal obligations, after which it is deleted, destroyed, or anonymized.
12. Protection of Personal Information
We implement physical, electronic, and administrative measures to ensure confidentiality, integrity, and security; prevent loss, destruction, disclosure, alteration, or unauthorized access; require confidentiality agreements for employees and partners; and encourage caution (no internet transmission is completely secure).
13. Data Hosting Location
Information processed by the Platform is hosted in Québec (Canada) and subject to applicable Canadian laws, except for authentication data (login accounts), which is processed in the United States by Google (Firebase Authentication). Information collected through the Site (forms, appointment booking, audience measurement and advertising) is processed by the following providers, whose servers may be located outside Québec, notably in the United States: Vercel (Site hosting), HubSpot (customer relationship management, forms and appointments), Google (audience measurement and advertising) and OpenAI (ChatGPT ad measurement). This information may then be subject to the laws of those jurisdictions. Audience measurement and advertising tools only receive information with your consent.
14. Your Rights
- Access your Personal Information
- Request its correction
- Withdraw your consent (where applicable)
- Obtain data portability
- Object to its use
- File a complaint regarding its Processing
To exercise these rights, contact our person in charge of the protection of personal information (section 15).
15. Person in Charge of the Protection of Personal Information
The person in charge of the protection of personal information at Octogone Collectif is Pascal Grenon. To exercise your rights, withdraw your consent, ask a question or file a complaint about the Processing of your Personal Information, write to the address below. If you are not satisfied with our response, you may contact the Commission d'accès à l'information du Québec.
16. Children’s Privacy
Our Site and Platform are intended for individuals aged 14 and over. We do not knowingly collect data from minors. If you believe a minor has provided us with information, please contact us immediately.
17. Changes to this Policy
The most recent version will always be available on our Site. By continuing to use our services after an update is posted, you agree to the changes.
Last updated: October 2026