Privacy Policy

This policy explains how Axiom Diagnostic Inc. ("Axiom", "we") handles personal information in connection with its services, communications, and websites.

It applies to information about our clients, people who contact us, and other individuals whose information is shared with us for a mandate. It takes into account applicable laws, including Quebec's Act Respecting the Protection of Personal Information in the Private Sector, as amended by Act 25.

Personal information is any information that concerns a natural person and allows them to be identified directly or indirectly.

You may direct any question, request, or complaint regarding your personal information to:

We limit collection to information necessary for the stated purposes. Depending on your relationship with Axiom, this may include:

• Your contact details: name, email address, phone number, mailing address, and role within an organization.
• Request information: description of the problem, building address, availability, exchanges, and documents submitted.
• Mandate information: agreement, authorizations, relevant history, observations, measurements, photographs, thermal images, videos, notes, and reports.
• Administrative information: quotes, invoices, payments, and file tracking.
• Browsing data: IP address, browser and device information, pages visited, and interactions, depending on the technologies used and applicable consent choices.

Building data may constitute personal information when it allows a person to be identified, particularly through its association with an address, a file, or other information.

Please avoid sending us sensitive information or information about third parties that is not necessary for your request.

We obtain information when you fill out a form, contact us, request a service, or participate in a mandate.

We may also receive it from an authorized person, such as an owner, manager, condominium association, insurer, or professional involved in the file, to the extent permitted by law.

During an intervention, we may produce readings and visual documentation. Collection is limited to elements relevant to the mandate.

We use the necessary information to:

• understand your request, respond to you, and prepare a proposal;
• organize visits and carry out the agreed services;
• analyze observations and prepare deliverables;
• perform follow-ups, billing, and client relationship management;
• transmit results to authorized recipients;
• ensure the security and operation of our tools;
• meet our legal obligations and preserve elements necessary for a claim or dispute.

Any use for a new purpose requiring consent is the subject of a separate request.

We inform you of the purposes of collection and obtain your consent when required by law. This consent must be free, informed, specific, and appropriate to the nature of the information concerned. Express consent is requested when the law requires it, particularly for sensitive information.

Visiting our website does not constitute general consent to all uses of your information.

You may refuse to provide certain information or withdraw consent by contacting our privacy officer. We will explain the relevant consequences: the absence of necessary information may, for example, prevent us from processing a request or providing a service.

Withdrawal does not render previously completed processing illegitimate and does not automatically result in the deletion of information whose retention remains legally necessary.

Images and readings are used to document the areas inspected, support analysis, and explain the results of the mandate.

We seek to avoid unnecessary capture of individuals, private documents, or personal effects. When they appear in documentation, their use and communication are limited to the legitimate needs of the file.

For educational or promotional publication, we obtain the necessary consents if the elements allow a person to be identified directly or indirectly. Removing a name or address is not always sufficient to prevent identification; we also take into account visible details and context.

Authorization given to carry out a mandate does not, in itself, constitute authorization to publish personal information for promotional purposes.

We do not sell or rent your personal information.

Access is limited to persons who need it in their roles. Communication to a client, insurer, manager, condominium association, or professional must be based on your consent or an applicable legal provision. Participation in a file does not automatically grant access to all information it contains.

We also use suppliers for hosting, communications, client management, and the operation of our services. Information entrusted to them is limited to the needs of the service.

We may also disclose information when a law, court order, or other legal authorization provides for it.

Processing of requests received through forms may involve several services:

• GoDaddy Airo: the form transmits information to Airo's Inbox system. A copy of the submission is stored there, in addition to the email notification. According to information provided by GoDaddy, this environment is hosted in the United States.
• Microsoft 365 / Exchange Online: emails sent to info@axiomthermo.com are received in a mailbox whose verified storage location is in Canada.
• HubSpot: emails and information associated with requests may be integrated into our client management tool. The primary hosting region configured for our account is Canada.

These indications describe the verified primary locations. They do not mean that all technical data, support access, or processing carried out by suppliers is limited to these countries. Some processing may take place in other jurisdictions, depending on the service and its subcontractors.

Information may therefore be entrusted or communicated outside Quebec. It may then be subject to the laws of the relevant jurisdiction, including regarding access by authorities.

Such processing must comply with applicable legal requirements, including privacy impact assessments and required contractual commitments. You may ask us for details about the suppliers who process your information.

Our websites may use cookies necessary for their operation and, depending on their configuration, audience measurement or advertising technologies.

Non-essential technologies requiring your consent must remain disabled until you make a choice. When a preference management tool is offered, you may use it to accept, refuse, or modify your choices.

You may also manage cookies in your browser. However, blocking a cookie does not necessarily delete information already collected. Some restrictions may affect site functionality.

To learn about the technologies used on a page or to get help with your choices, contact us.

We apply protective measures proportionate to the sensitivity of the information and the risks associated with its processing. These concern in particular access authorizations, account security, information transmission, and file management.

No system guarantees absolute security.

Retention depends on the type of document and its purpose:

• requests that do not lead to a mandate are retained for the period useful for processing and reasonable follow-up;
• mandate files are retained according to justified documentary needs and applicable legal deadlines;
• accounting documents follow fiscal and accounting obligations;
• a claim, dispute, or obligation to preserve evidence may extend the necessary retention period.

We do not retain information indefinitely solely because it might be useful. When it is no longer necessary, it must be securely destroyed or, where appropriate, anonymized in accordance with legal requirements.

Deletions from backups may follow applicable replacement cycles.

When we have reason to believe that an incident affects information we hold, we take reasonable steps to limit the consequences and prevent recurrence.

The incident is assessed and recorded in the register, even if it does not present a risk of serious harm. When such a risk exists, the required notices are sent promptly to the Commission d'acces a l'information du Quebec and to the individuals concerned, subject to legal exceptions.

If you suspect an incident involving your information at Axiom, contact our privacy officer immediately.

Subject to the conditions provided by law, you may in particular:

• find out whether we hold information about you and request access to it;
• request the correction of inaccurate, incomplete, or ambiguous information, or the deletion of information collected, used, or retained without legal authorization;
• withdraw consent where that right applies;
• obtain computerized personal information collected from you in a structured, commonly used technological format, within the limits of the right to portability;
• request the cessation of dissemination or de-indexing when the legal conditions are met;
• obtain details about our processing of information or file a complaint.

Information created or inferred by Axiom, such as certain technical analyses, is not necessarily covered by the right to portability.

Submit your written request to info@axiomthermo.com. We may verify your identity or your authorization to act, limiting the information requested to what is necessary.

We respond to access or correction requests within the applicable legal deadline, generally no later than 30 days after receipt. A refusal is explained with the relevant recourses.

You may also contact the Commission d'acces a l'information du Quebec: www.cai.gouv.qc.ca

External sites or services accessible through our links apply their own policies. We invite you to consult them.

We review this policy when our practices or applicable requirements change. The published version indicates its update date. If an amendment requires new consent, we request it before carrying out the relevant processing.