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Privacy Policy – Solution Instrumentation

Effective date: September 1, 2025

1. Scope and purpose

This policy governs all digital interactions (website, client portal, email, phone, etc.) between Solution Instrumentation (“we”) and its clients. It defines how we collect, use, store, share and protect personal data, in accordance with Québec’s Law 25, Canada’s PIPEDA, CASL, the GDPR and the ePrivacy Directive (Europe), as well as U.S. federal and state laws. Clients are responsible for ensuring that their use of our systems complies with applicable laws.

2. Definitions: personal and sensitive data

  • Personal data: information that identifies a person (name, email, phone number, job title, credentials, geo-location, etc.).
  • Sensitive data: data concerning health, biometric data, religious or political beliefs, union membership, etc., which is strictly prohibited on our platforms, in particular in free-text fields.

3. Data collection sources

We collect data in particular through:

  • manual entry (e.g. a service request by phone),
  • emails,
  • bulk imports,
  • system integrations.

This data is used exclusively to carry out our services (calibration, support, configuration). Only what is necessary should be collected, and the person concerned must be informed.

4. Purpose and consent

Data is used for operational purposes (configuration, support, billing, communication).

  • PIPEDA (Canada) allows explicit or implied consent depending on the context.
  • Law 25 (Québec) requires explicit, informed and specific consent, as well as confidentiality by default.
  • GDPR (Europe) requires explicit, informed, specific and unambiguous consent.
  • United States: requirements vary by state (e.g. specific rights in California, Virginia, Colorado).

Clients are responsible for obtaining and documenting appropriate consents.

5. Marketing communications

We follow the strictest marketing standards:

  • Canada (PIPEDA/CASL): explicit consent is required, or an existing business relationship (documented and time-limited). Messages must include a clear sender and an unsubscribe option.
  • Québec (Law 25): use of a business email address is permitted without consent, subject to transparency and a way to refuse.
  • EU (GDPR/ePrivacy): explicit consent is required for marketing or cookies.
  • United States: depending on the state (e.g. California), rights to know, delete and opt out must be included.

6. Cookies and tracking technologies

  • Europe (GDPR / ePrivacy): informed and specific consent is required before any non-essential cookie.
  • United States: some laws (e.g. California) require opt-out mechanisms for tracking.
  • Implementation: only essential cookies are enabled by default. Others require an explicit opt-in, with granular control, transparency, consent logging and disclosure of third parties.

7. Rights of data subjects

Region

Key rights

EU (GDPR)

Access, rectification, erasure, portability, objection, withdrawal of consent.

Québec

Rights similar to the GDPR, plus breach notification to the CAI.

Canada

Access, rectification, and the right to file a complaint with the Privacy Commissioner.

United States

Varies by state, but often includes the right to know, delete, correct, and opt out of sale or profiling.

8. Governance and privacy impact assessments (PIA)

A Privacy Officer (by default, the CEO) oversees compliance, incidents and rights requests, and carries out PIAs for new systems or international transfers.

9. Security and retention

We apply standard security measures (encryption, restricted access, audits). Data is kept only as long as necessary, then securely deleted or anonymized.

10. Incident notification

  • Québec: notification to the CAI and to the persons concerned in the event of a serious incident.
  • United States / Canada / Europe: the laws of each jurisdiction impose similar obligations depending on the country or state.

11. International transfers and subcontracting

Transfers outside Québec or to third parties require PIAs and contractual commitments guaranteeing equivalent protection.

12. Policy updates

This policy will be updated in the event of a legal or operational change. Any revised version will carry a new effective date.

13. Contact and additional information

For any question or documentation (DPA, PIA, etc.):

Privacy Officer

Solution Instrumentation

Montréal, Québec

Email: [email protected]

Phone: (450) 695-1922