Privacy Policy

Who is responsible for your information

Les Services d’Entretien Synthex Inc. (“Synthex”, “we”) is responsible for the personal information collected on this website.

The person in charge of the protection of personal information at Synthex is Mauricio Venegas, President.

For any question, request or complaint about your personal information, write to him at info@synthex.ca, with “Personal information” in the subject line. You can also reach us at 438-863-2577 or write to us at the following address: Les Services d’Entretien Synthex Inc., 2095 rue Nicolet, Montréal, Québec H1W 3L3.

The information we collect

We collect only the information needed to prepare your quote. When you fill out the quote request form, we collect:

• the sector of your premises (offices, retail, condo common areas, clinic or post-construction);
• the postal code of the location to be cleaned, which we use to estimate the approximate distance between that location and our offices;
• a description of the premises: number of rooms and floors, features (yes or no), floor area, preferred frequency, additional services, type of store or clinic, or expected completion date of the work, depending on the sector;
• your contact information: first name, last name, company or condo board, role, email and phone number;
• your preferred contact method (phone or email);
• your comments, if you add any;
• the language of the form and the page of the website from which you submitted your request;
• your consent: the fact that you checked the box, the date and time, and the exact text you accepted;
• whether or not you chose to receive our news and offers.

Technical information and protection against bots

To protect the form against automated submissions, we use your IP address temporarily: it is used to count the number of requests sent from the same address within one hour. This counter is deleted automatically after one hour.

We also use Cloudflare Turnstile, a Cloudflare service that checks that the request comes from a person and not a bot. To do so, Turnstile analyzes technical information about your browser and your device, as well as your IP address. This service is not used for advertising purposes.

Your IP address is not sent to our customer relationship management software, and our technical logs contain no personal information.

Why we use your information

We use your information to:

• prepare your quote and present it to you;
• communicate with you by your preferred method, including to schedule the site visit;
• determine whether your premises are within our service area and, if they are not, plan for travel fees;
• follow up on your request and, if you become a client, on our business relationship;
• protect the form against bots and abuse;
• send you our news and offers, only if you asked for them.

Your consent

Before sending your request, you must check the following box, which is never pre-checked: “I agree that Synthex may use this information to prepare my quote, in accordance with its privacy policy.” Without this consent, we cannot process your request.

We use your information only for the purposes described in this policy. If we wished to use it for any other purpose, we would first ask for your consent, unless the law allows it without consent.

You may withdraw your consent at any time by writing to info@synthex.ca. Withdrawal does not affect what was done before, but we may then no longer be able to prepare or continue your quote.

Our news and offers

The form includes a second, separate and optional box, which is never pre-checked: “I would like to receive occasional news and offers from Synthex.” Simply sending a quote request does not subscribe you to our news.

If you check this box, you may withdraw your consent at any time, free of charge, by using the unsubscribe link included in every message or by writing to info@synthex.ca. We act on your request within no more than 10 business days.

The people and companies who have access to your information

Within Synthex, only the people who need your information to prepare your quote or follow up on your file have access to it.

We do not sell or rent your personal information. We entrust it only to the following service providers, who act on our behalf and may use it only for the purposes of their mandate:

• HubSpot, Inc., our customer relationship management software, where quote requests are recorded;
• Cloudflare, Inc., which hosts the website, processes form submissions, provides Turnstile bot protection and produces our visit statistics.

Communication of your information outside Québec

HubSpot and Cloudflare are companies based in the United States. The information in your request is therefore stored and processed outside Québec, including in the United States, where privacy laws differ from those of Québec.

Before communicating personal information outside Québec, the law requires us to assess whether that information will receive adequate protection there. [À CONFIRMER : évaluation des facteurs relatifs à la vie privée réalisée le …]. The agreements entered into with these service providers govern the confidentiality and security of your information.

How long we keep your information

We keep your information only as long as necessary for the purposes for which it was collected, or as long as required by law.

Quote requests that do not lead to a contract are kept for 2 years, then destroyed or anonymized.

Our clients’ information is kept for the duration of the business relationship and, after that, for as long as required by law. Your choice to receive our news is kept until you withdraw your consent.

The counter linked to your IP address is deleted automatically after one hour.

The security of your information

We take reasonable measures to protect your information against loss, theft, unauthorized access and unauthorized communication. In particular, the website is accessible only over an encrypted connection (HTTPS), form information is sent directly to our customer relationship management software without being stored on the website, access to this software is limited to authorized persons, and our technical logs contain no personal information.

No security measure is perfect. If a confidentiality incident presenting a risk of serious injury affected your information, we would notify you, as well as the Commission d’accès à l’information, as required by law.

Visit statistics, without cookies

To find out which pages are viewed, we use Cloudflare Web Analytics. This service does not place any cookies in your browser, does not track you from one website to another and is not used for advertising. It only gives us aggregate statistics, such as the number of visits per page.

This website uses no advertising cookies and no profiling tools. That is why no cookie consent banner is displayed.

Your rights

Under the law, you have the right:

• to be informed of the personal information we hold about you and to have access to it;
• to have any inaccurate, incomplete or equivocal information corrected;
• to withdraw your consent to the use of your information or to receiving our news;
• to ask us to stop disseminating information about you or to de-index any hyperlink attached to your name, where the law allows;
• to receive the personal information you provided to us in a structured, commonly used technological format, or to ask that it be transferred to a person or body you designate.

How to exercise your rights

Send your request in writing to the person in charge of the protection of personal information, at info@synthex.ca. Include your name, your contact information and the right you wish to exercise. We may ask you to confirm your identity before acting on your request.

We respond in writing no later than 30 days after receiving your request. Exercising your rights is free of charge. If we refuse your request, in whole or in part, we will explain the reasons and tell you what recourse is available to you.

Complaints

If you have a concern about how we handle your information, please contact us first at info@synthex.ca: we will do our best to resolve the situation.

You may also contact the Commission d’accès à l’information du Québec, in particular to file a complaint or to apply for the examination of a disagreement if we refuse to give you access to your information or to correct it. Its contact information is on its website: cai.gouv.qc.ca.

Changes to this policy

We may change this policy, for example if our practices or the law change. The date of the last update is shown at the top of this page. If a significant change affects the use of your information, we will let you know and, if necessary, ask for your consent again.

Data sources

Postal data: GeoNames (CC BY 4.0).