Your information.
How we handle it.

Your contact

Cosmologix Inc. is responsible for information collected for inquiries and services. Dominic Leclerc, President of Cosmologix Inc., is the privacy officer. Contact him at info@cosmologix.ca.

Information you provide

• Initial contact: your name, email, project description and, optionally, the service, assistant or training of interest. We use this to assess your inquiry, respond and prepare a proposal.
• Website inquiries: contact details, project type, intended package and needs; optionally phone, organization, current public website address, budget range and desired timeline. We use this to assess your project, respond and prepare a proposal. Submitting a form requests or creates no password, administrator access, subscription or payment.
• 24-hour priority inquiries: your name, email, project type, needs and requested deadline date and time; optionally your organization, phone, preferred format and whether you want us to assess 24-hour delivery. We use this to assess needs, feasibility and availability, respond and prepare a proposal.
• Preparation questionnaire: your name, email and the answers you choose to provide about your role, tasks, tools, documents and goals. These help prepare the meeting and clarify your needs.
• Follow-up: your name, email and feedback on what works, obstacles and desired adjustments. These help us review your feedback within the agreed scope.

Name, email and consent are required to process a submission. Initial inquiries also require a description, including website inquiries, which require a project type. Priority inquiries require project type, description and deadline date and time. Preparation and follow-up questionnaires require at least one answer of your choice. Other fields are optional; provide only necessary information. Forms do not accept attachments. Do not send passwords, confidential documents or sensitive information about yourself or others. A channel for authorized documents is agreed separately.

Submitting a form does not subscribe you to advertising or accept a project. It does not automatically authorize sending your file to an AI tool.

Browsing and necessary cookies

Search and filters run in your browser. Links may identify an assistant, training or referring page, without including your name or project details.

Forms use a necessary session cookie for protection and duplicate prevention, not advertising. Fields remain on the page until submission and are not saved in persistent browser storage. Closing or reloading the page may erase them.

No advertising or profiling tools are integrated. Internal counters track demonstration file access, project inquiry clicks and inquiries sent to the mail server. Statistics contain daily totals by document, example and referring page, without names, emails, IP addresses or visitor identifiers. This tracking uses no additional cookies or browser storage. The source example appears in the form link and inquiry email; it does not track people across visits. Counters are kept outside the public site and entries older than 13 months are removed during updates. A download or inquiry is not a confirmed project. Fonts come from your device or locally hosted Inter files on cosmologix.ca, without an external font provider. The host may process technical data, including IP addresses and request details, to serve and secure the site.

Site service providers

Web Hosting Canada (WHC) hosts the site and forms. Its mail service sends inquiries to info@cosmologix.ca, accessed through Gmail. Bookings use Calendly and meetings use Google Meet. These providers process necessary information under their own terms and privacy policies. Some, including Google and Calendly, may process or store information outside Quebec and Canada. Gmail receives form inquiry content; Calendly and Google Meet receive information provided for bookings and meetings.

Settings and access for integration projects

Authorized access, people and processing arrangements are defined before integration work. Reviewed settings may be documented within the agreed scope. No password or authentication code is recorded. Project files are neither published on the site nor included in statistical counters.

Retention: separate categories

Inquiries that do not proceed are kept for up to 6 months after the last substantive exchange. Working copies for a project are kept for up to 90 days after close-out and completion of agreed adjustments. Information no longer needed may be deleted sooner.

These periods do not apply to tax records or contractual evidence that must still be retained. Legal obligations, pending access requests or disputes may justify retaining necessary records longer. Provider backups and technical copies follow the rules below.

Initial emails, project files, contracts and accounting records have different purposes and retention obligations. The technical 48-hour period below does not apply to them. Ask the privacy officer about applicable periods or criteria, deletion options and legal limits.

Anti-abuse controls retain a fingerprint of the IP address and attempt timestamps, without inquiry content. Files last modified over 48 hours ago are deleted when new inquiries are processed. Cleanup is activity-triggered, not guaranteed exactly at 48 hours.

Form tokens expire after 30 minutes; this does not determine email or log retention. Provider logs and backups have separate rules. Deleting a visible email does not guarantee immediate deletion of every technical copy.

Conversation with the AI assistant

The assistant helps explain our services. For generated answers, our server sends OpenAI your message, some recent exchanges and relevant knowledge-base excerpts. Processing therefore extends beyond our hosting and may occur outside Quebec. Do not send sensitive personal information, passwords or confidential documents.

Conversation history stays in the open page’s memory; “Start over” clears it from the interface. The assistant does not save exchange text in a conversation database on our server. It temporarily keeps anti-abuse counters and an IP address fingerprint outside the public directory. Expired counters are removed during new requests; hosting logs follow provider rules.

OpenAI requests use the response non-storage option. This does not mean the provider retains no technical or security data. OpenAI states that API data is not used for training by default unless opted in, and describes retention in its API data documentation. No zero-retention guarantee is made here.

The assistant can make mistakes. It does not book appointments, accept projects or automatically forward conversations to Dominic. For a human response or quote, use the contact form or email info@cosmologix.ca. Administrative notes and client files are not part of its knowledge base.

Protection measures and limitations

The site uses HTTPS, a protected session cookie, form tokens, input validation and submission rate limits. Anti-abuse data is stored outside the public directory. Email is correspondence, not a secure file repository. No transmission or system is absolutely secure.

Access, correction, withdrawal and complaints

Write to info@cosmologix.ca with your request and reference, if available. Do not send identification documents initially. Proportionate identity verification may be needed before disclosure.

You may request access or corrections, withdraw consent or complain. Access and correction requests are subject to the applicable 30-day legal deadline and statutory restrictions, including third-party privacy. Withdrawing consent may prevent continued services requiring that information; it does not erase legal retention obligations.

You may also request computerized personal information collected from you in a structured, commonly used technological format, or its transfer to an authorized recipient, subject to statutory conditions and exceptions.

For complaints, describe the issue and requested correction. The privacy officer is your contact. You can also learn about your rights and remedies through the Commission d’accès à l’information.

Meetings and payment

Free 30-minute Google Meet meetings can be booked through Calendly using the booking buttons. Calendly confirms bookings. The contact form remains available for other inquiries. Online payments are not enabled; this site neither requests nor records card numbers.

Updates and projects

The policy date and version identify the text consulted. For project data use, also see the security and responsibility framework and terms of service. Project-specific terms accompany the proposal.

Cosmologix Inc. · NEQ 1180925944