1. Scope and working context
In this policy, “Alæc”, “we” and “our services” refer to the Alæc services described above. The information processed depends on the features you use, your choices and your organization’s permissions.
Personal account and organization
Your account may contain your profile and preferences, as well as affiliations with organizations. Documents, conversations and project data used for an organization may also be governed by its agreement with Alæc and its own privacy rules. For this data, your organization remains an essential contact for access and management requests.
Third-party websites and services
This policy covers processing within Alæc services. When you open an external website or use a third-party service, its own policy applies to its activities. A link does not mean that Alæc controls all of that third party’s practices.
2. Information we process
We receive information you provide, information sent by services you authorize and technical data associated with using the services.
Identity, profile and professional relationships
This information may include your name, email address, photo, professional contact details, language, preferences, roles and affiliations. Your sign-in provider may send the information needed to identify you and authorize your access.
Content and conversations
Requests sent to Alæc, conversations, responses, files, documents, images, project data and sources may contain personal information. Emails and documents being processed may also refer to colleagues, clients or other people. Provide only information that is useful to your task and that you are authorized to use.
Support and administration
We may process messages you send us, feedback, details needed to investigate a problem and information associated with managing your access or your organization’s access. Avoid including passwords or other secrets in support requests.
Technical data
Connecting to and using the services may produce information such as IP address, browser or device type, connection times, requested operations and errors. Optional browser audience measurements are described separately in the cookies section.
3. How information is used
Information is used to carry out your requests, administer the services and keep them operating. Applicable processing takes account of your consent, service agreements and relevant legal obligations.
Provide requested features
We use available context to answer requests, retrieve authorized sources, prepare documents or emails, retain items associated with workspaces and apply language or display settings.
Manage and protect the services
Account information and technical data support access management, permission checks, incident resolution, abuse prevention and reliability. Support exchanges and feedback may help correct defects and improve features.
Communicate with you
Your contact details may be used to answer a request, deliver notifications related to your activity and inform you of changes affecting the services or this policy. Available account options let you manage certain notifications.
4. Artificial intelligence and connected services
An AI feature may send a request and the context needed to a model provider. Sources and connections vary with the feature, authorized access and your organization’s configuration.
Processing by models
Instructions, document excerpts, messages and other useful material may be processed to produce a response. Provider terms governing content, including retention and possible use to improve their models, depend on the service and applicable contractual commitments. You can request details about the providers used in your context.
Microsoft 365, Word and Outlook
Depending on the enabled feature, Alæc may process the active document or selection, email content, attachments, participants and information accessible through an authorized Microsoft 365 connection. Access also depends on Microsoft permissions and your organization’s rules. Revoking a connection limits future access; it does not automatically remove items already saved in Alæc.
Accuracy and sharing
A generated response may contain incomplete or inaccurate information, including information about a person. Check results before using or sharing them. If a result concerning you raises a problem, use this policy’s contact route and identify the result and context needed to examine it.
6. Retention and security
Retention depends on the information, the feature used, the organizational context and applicable obligations. Deleting an item in an interface does not necessarily mean every copy is removed immediately.
Duration and deletion
Content needed for your workspaces may remain available while it is retained there. Logs, backups, support records and information needed for a legal obligation may follow different retention periods. Contact us or your organization to request deletion or details about the periods applicable to your data.
Protection and responsibility
Access to features and data relies in part on authentication and permissions associated with users and organizations. These controls reduce risks without guaranteeing that no incident can occur. Protect your account, limit sensitive content to what is needed and promptly report unexpected access or sharing.
8. Your choices and rights
Depending on applicable laws and their exceptions, you may request information about how your data is processed, access it, have it corrected or request deletion. Some rights may also let you obtain a copy in a portable format, restrict processing or withdraw consent.
Make a request
Use the available settings to change your profile, preferences or content you manage. For other requests, tell us which service is involved, what information to locate and what action you want. We may need to verify your identity or coordinate a response with your organization while limiting the information requested to what is necessary.
Consent and complaints
Withdrawing consent may prevent a dependent feature from continuing its processing; it does not automatically undo processing already carried out. You may also contact the relevant authority, including Québec’s Commission d’accès à l’information or the Office of the Privacy Commissioner of Canada, depending on your situation.
Visit the Office of the Privacy Commissioner of Canada9. Children and policy changes
Alæc services are designed for professional activities. They are not intended for children.
Information concerning a child
If you believe a child has inappropriately provided personal information to us, contact us so the situation can be examined. Avoid sending additional sensitive information in your initial report.
Policy updates
This policy may evolve with the services and applicable requirements. The date at the top of the page identifies the latest revision. Where a change requires specific notice or renewed consent, the corresponding steps must accompany its implementation.
10. Contact us
For a privacy question, a request concerning your information or an incident report, contact your usual Alæc representative and ask for your message to be directed to the person responsible for personal information protection.
Describe your request
Identify the product involved and how to reply to you. Describe the need without attaching a password, access token or complete sensitive document. If your information belongs to an organizational context, its administrator can help you identify the appropriate contact.
See how to contact us