Privacy Policy

1. Who We Are

NovaCodeLabs is a Quebec-based software development company. We build AI-powered apps, booking systems, and digital solutions for clinics, CPAs, and service businesses across Canada.

Contact:
Email: hello@novacodelabs.ca
Location: Quebec, Canada

2. What Information We Collect

We collect only the information necessary to provide our services and communicate with you:

• Contact Information: Name, email address, phone number (when you fill out forms, book calls, or email us)
• Project Information: Details about your project, business, and technical requirements (shared during discovery calls or email exchanges)
• Technical Data: IP address, browser type, device information, and pages visited (collected via Google Analytics for site performance)
• Calendly Data: Meeting scheduling data (name, email, time zone) when you book a call

3. How We Use Your Information

We use your information to:

• Respond to your inquiries and provide quotes
• Deliver software development services you've contracted
• Send project updates, invoices, and service-related communications
• Improve our website and services (via anonymized analytics)
• Comply with legal obligations (tax, contracts, Quebec Law 25)

We do NOT:

• Sell or rent your personal information to third parties
• Use your data for marketing without explicit consent
• Share your information outside Canada without your permission

4. Legal Basis for Processing (Law 25)

Under Quebec's Law 25, we process your personal information based on:

• Consent: When you fill out a contact form, book a call, or email us, you consent to us using that information to respond
• Contract Performance: When you hire us for a project, we need your information to deliver services
• Legitimate Interest: We use analytics to improve our website (anonymized data only)
• Legal Obligation: We retain invoices and contracts for tax and legal compliance

5. Data Sharing & Third-Party Services

We use trusted third-party services to operate our business. Your data may be shared with:

• Google Analytics: Website traffic analysis (anonymized)
• Calendly: Meeting scheduling (data stored on Calendly's servers in the U.S.-covered by Standard Contractual Clauses)
• Email Providers: Gmail/Google Workspace for email communication
• Cloud Hosting: Google Cloud Platform (Canada region) for project hosting

Note: Some services (like Calendly) store data outside Canada. We only use providers with adequate data protection safeguards (GDPR, Standard Contractual Clauses).

6. Data Security

We protect your information using:

• SSL encryption (HTTPS) for all website communications
• Secure cloud storage with access controls
• Regular security audits and updates
• Limited employee access (only those who need it to perform their work)

While we take reasonable precautions, no system is 100% secure. If you suspect a data breach, please contact us immediately at hello@novacodelabs.ca.

7. Data Retention

We retain your information only as long as necessary:

• Contact Forms / Inquiries: 2 years (in case you return for future projects)
• Project Data: 7 years (for legal, tax, and warranty purposes)
• Analytics Data: 26 months (Google Analytics default)

You can request deletion at any time (see "Your Rights" below).

8. Your Rights (Law 25)

Under Quebec's Law 25, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Ask us to correct inaccurate or incomplete information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Portability: Receive your data in a structured, commonly used format
• Withdraw Consent: Opt out of non-essential communications at any time
• Lodge a Complaint: Contact the Commission d'accès à l'information du Québec (CAI) if you believe we violated your privacy rights

To exercise any of these rights, email us at hello@novacodelabs.ca with "Privacy Request" in the subject line. We'll respond within 30 days.

9. Cookies & Tracking

We use minimal cookies:

• Google Analytics: Tracks page views, session duration, and traffic sources (anonymized)
• Calendly: Remembers your time zone and preferences when booking calls

You can disable cookies in your browser settings, but some features (like Calendly booking) may not work properly.

10. Children's Privacy

Our services are not directed at children under 13. We do not knowingly collect information from minors. If you believe we've accidentally collected a child's data, please contact us immediately.

11. Changes to This Policy

We may update this policy to reflect changes in our practices or legal requirements. The "Last updated" date at the top will indicate the most recent revision. For significant changes, we'll notify active clients via email.

12. Contact Us

Questions about this privacy policy or your data? Reach out:

Email: hello@novacodelabs.ca
Subject Line: "Privacy Inquiry" or "Law 25 Request"
Response Time: Within 30 days (as required by Law 25)