Soma Studio

PRIVACY POLICY OF Soma Studio

Please carefully review this privacy policy before browsing app.somasherbrooke.ca (hereinafter referred to as the "Website" or "Site").

Last updated: November 1, 2023

Introduction

The protection of your privacy is of the utmost importance to Soma Studio (hereinafter "Company", "We", "Our", "Us"). This privacy policy (hereinafter "Policy") is intended to inform you about how we handle your data, your rights regarding your personal information, and how we protect it, all in accordance with our updated privacy policy to comply with the Act to modernize legislative provisions as regards the protection of personal information.

Through this policy, we aim to manage your personal information transparently, carefully, and in compliance with Bill 25 (enacted on September 22, 2021).

This policy is intended to define:

• How we collect and process your data (hereinafter "Personal Data" or "Personal Information"), which means all information that can directly or indirectly identify you, such as your first and last name, age, mailing address, email address, location, and IP address;
• Your rights in relation to these data;
• Who oversees the collection and processing of your personal information;
• Third parties with whom your data may be shared;
• Our approach to the use of cookies;

This privacy policy supplements our website's General Terms and Conditions of Use.

How Your Information Is Used

By choosing to do business with us, you agree that our company, its affiliates and partners may collect and use your personal information and that of the individuals you represent.

Your personal information will be collected and used, in particular, to:

• Provide you with products and services;
• Confirm your identity;
• Solicit you for surveys;
• Enhance customer experience, services, and products;
• Manage risks, security, and regulatory compliance;
• Allow you to enjoy all benefits and privileges reserved for members or clients when you become one.

Your information may also be used to:

• Offer you personalized benefits, offers, promotions and advice, and to make you benefit from them;
• Present targeted advertisements on third-party sites;
• Invite you to participate in events or contests.

Your personal information may be disclosed to someone associated with your account with us or to a supplier or partner of our company, especially when we act as a sales intermediary, and to providers of technology solutions, including those outside Quebec.

Your Rights Regarding Your Information

You have the right to access, review, and correct your personal information that we hold. Additionally, where applicable, you may withdraw your consent regarding the processing of your personal data for certain purposes.

Complaint Process

If you wish to file a complaint or report inappropriate content, please contact our Privacy Officer, whose contact information is on our website's contact page. We will consider each complaint and strive to resolve it promptly.

Collection of Information

Automatically Collected Information: Essential cookies do not retain personal data and ensure optimal functioning of our site, managing connection, security, and your personal settings. These cookies respond to various actions on your part and are crucial for smooth navigation. When you browse our site, certain information such as your IP address, browser type, pages visited, and the duration of your visit may be collected automatically for better management and improvement of the site. Even if your browser can be configured to block such cookies, disabling them may impair certain functions of the site and is not recommended.

Information Collected with Permission: Cookies are text files that optimize your online experience. In accordance with the law, third-party cookies for personalization require your consent. You can adjust your choices at any time via the cookie icon at the bottom of your screen. These details, relating to you, your preferences, or your device, aim to optimize the site's functioning according to your expectations and may allow personalization of your web experience without directly identifying you.

Voluntarily Provided Information: We collect this personal data through the form you fill out when contacting us. During any direct interaction with our website, such as making an appointment, joining, or registering, we may ask for and collect details such as your name, email, phone number, or any other relevant information.

Use of Information

The personal information we collect may be used to improve our website and services, respond to your questions or requests, manage appointments, send you information on our services or special offers, conduct statistical analysis to improve our service, or manage and enhance the functioning of our website.

Use of Data for Marketing Purposes

Your personal data may be utilized to send you communications regarding information and special offers pertinent to our services. Should you prefer not to receive such marketing materials, you have the right to opt out at any time.

Minors

Our website is not intended for individuals under the age of 18. We do not knowingly collect data from minors without the explicit consent of their parents or guardians. If you are a parent or guardian and become aware that your child has provided us with information without your consent, please contact us so we can take appropriate measures.

Personal Information Sharing

We commit to not market or sell your information to third parties. However, we may collaborate with third-party service providers for specific operations. These partners are required to protect your data and not use it for any other purposes.

Your personal data is kept in a secure environment. We have implemented appropriate security measures to ensure the protection of your information and to safeguard it from any loss, alteration, or misuse. All of our employees are obliged to ensure the confidentiality of your data. To optimize the security of your information, we implement the following actions:

• Use of SSL (Secure Sockets Layer) protocol;
• Access control - limited to authorized individuals;
• Management of access rights - according to the user profile;
• Regular and automatic backups;
• Identification system with username and password;
• Establishment of a firewall;
• Data encryption.

We are dedicated to ensuring high confidentiality, relying on the most recent technological advancements to secure your interactions. However, as no solution is infallible, transmitting personal information over the Internet always carries a certain level of risk.

Log Files and Cookies

Our site uses log files and cookies to collect certain information to improve your experience. Cookies are small files stored on your browser that save data such as your IP address, the operating system you use, the pages you visit and requests, the time of your visit, and the connection day.

These tools help us analyze the behaviour of our visitors, improve your browsing experience, and provide a more personalized service. We also use tracking technologies to analyze usage trends.

We seek your consent to use these cookies. We retain your personal data as long as necessary to fulfill the purposes for which they were collected, such as providing the services you have requested. However, some legislation may require us to keep this information for a longer period, as is the case for tax reasons. After this period, we will ask for your consent again to store cookies on your hard drive.

You can choose to decline the use of cookies by customizing our website's cookies at any time, except for essential cookies necessary for navigation, or by changing your browser settings. We use your personal data only for the purposes for which you have given your consent at the time of collection. You will still be able to navigate our site after disabling cookies. However, if you experience technical issues as a result of this deactivation, please be aware that we cannot be held responsible.

Functioning of Third-Party Cookies

Our website integrates third-party software that may use cookies for various purposes, such as improving performance, delivering targeted advertising, or personalizing your browsing experience. You will find a complete list of these softwares in the "Customize" section of this banner. Rest assured that these softwares will only deploy nonessential cookies after obtaining your prior consent.

Specific Policy for Deletion Requests

Right to Refusal and Erasure: You have the option to refuse to allow the site to process your personal information ("right to object"). Furthermore, you have the right to request the deletion of your data, such as having it removed from a mailing list ("right to erasure").

If you request the deletion of your personal data, be aware that certain functionalities of the site, such as appointment scheduling, may no longer be accessible to you. If you have questions regarding the deletion of your data, please do not hesitate to contact us.

Data Portability

Right of Access and Rectification: You have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format. You also have the right to transfer this data to another controller without hindrance from us.

You have the right to request a copy of the information we hold about you, correct any inaccuracies, or request deletion of your data. To exercise these rights, please contact us.

Consent and Withdrawal of Consent

By using our site, you confirm that you are aware of our privacy policy and understand how we collect, process your personal data and use cookies.

If you wish to withdraw your consent regarding the use of your data, please contact us.

Duration of Personal Information Retention

Your personal information is kept in reasonable security conditions. It is stored in our database for the time necessary to achieve the purposes for which it was collected.

Hosting

All your information is stored and managed in accordance with Law 25, thanks to our hosting partner. For any questions related to hosting, please do not hesitate to contact us.

International Data Sharing

In some cases, your data may be transferred and processed outside of Canada. In such events, we ensure that appropriate measures are in place to protect your data in accordance with this privacy policy.

Changes to This Policy

Our privacy policy may evolve according to needs or regulatory changes. Therefore, we recommend that you regularly consult this page to be aware of any updates.

External Links

For your convenience, our site may contain links to other sites. We are not responsible for their privacy practices or the content of these external sites, and we encourage you to read their respective policies.

Legislation

We are committed to complying with regulations stipulated by:

• Act Respecting the Protection of Personal Information in the Private Sector, RLRQ c P-39.1,
• Act to modernize legislative provisions as regards the protection of personal information, LQ 2021, c 25

Identification of the Compliance Officer

For any questions related to the protection of your personal data, please contact our Privacy Officer, whose information is available on the contact page of our website.

Complaint to the Supervisory Authority

If you believe that the protection of your personal data has not been respected, please inform us as soon as possible so that we can take the necessary measures.

At any time, you have the right to file a complaint with the competent supervisory authority.

Measures in Case of Data Breach

We commit to informing the affected users and the competent authorities, namely the Commission d’accès à l’information du Québec ("CAI"), as soon as possible following the discovery of a data breach that could pose a risk to the rights and freedoms of individuals.

Contact

If you have any questions, concerns, or requests related to your personal data, please do not hesitate to contact us at karineseguin@somasherbrooke.ca.