Privacy Policy

Last updated: June 4, 2026

This is a translation of the French original. In case of any conflict, the French version prevails.

This privacy policy describes how Speakora Inc. (“Speakora”, “we”, “our”) collects, uses, discloses and protects personal information in connection with the SPEAKORA application. It is drafted in accordance with the Quebec Act respecting the protection of personal information in the private sector, as amended by Law 25.

1. Controller and designated person

Data controller: Speakora Inc., 214 rue Stéphane Saint-Philippe (Québec) J0L2K0 Canada.

Person in charge of personal information protection:
Philippe Ste-Marie
Email: philippe@speakora.ca

Any question, request or complaint regarding your personal information may be addressed to this person.

2. Information we collect

We collect only the information necessary to provide the service. We never sell your personal information and we do not use it for advertising.

2.1 Account information (all users)

• First name, last name
• Email address
• Name of the organization
• Assigned role (administrator, educator, manager, etc.)

2.2 Information about children (SDG customers)

• Child’s first and last name
• Date of birth
• Group or classroom
• Developmental observations entered by educational staff (text transcribed from voice recordings)
• Developmental behavior assessments
• Generated periodic reports

2.3 Information about parents and guardians (SDG customers)

• First name, last name
• Email address (used only to deliver reports concerning their child)

2.4 Technical information

• Limited error logs (anonymized technical incident reports)
• Authentication tokens (in memory only, never shared)

We do not collect: your social insurance number, payment card number (any payments go through a certified payment processor), your geolocation, your contacts, or any biometric identification data.

3. Purposes for which the information is used

We use the information collected exclusively to:

1. Provide the service: transcribe voice notes, automatically classify observations, generate reports, and deliver those reports to recipients you designate.
2. Authenticate users and secure their account.
3. Respond to support requests.
4. Meet our legal obligations (notably the record-keeping required by Law 25).
5. Improve the quality and security of the service (using aggregated and anonymized statistics).

We do not use your information for automated decisions producing legal or similarly significant effects on you.

4. Disclosure to third parties

We use a limited number of vendors that process personal information on our behalf. They are bound by contract and may use this information only for the purposes we specify.

We never disclose your information for marketing, resale or third-party profiling purposes.

5. Transfers outside Quebec

Several of the vendors listed in section 4 process information outside Quebec, primarily in the United States. Before each disclosure outside Quebec, Speakora assesses, in accordance with article 17 of Law 25, the adequacy of the protection afforded to the information — including the applicable legal framework, technical security measures, and contractual commitments of the recipient.

Speakora is actively working to migrate its primary hosting infrastructure (database and file storage) to AWS and MongoDB Atlas Canadian regions. This policy will be updated when the migration is complete.

You may at any time request the privacy impact assessment applicable to a given transfer by writing to philippe@speakora.ca.

6. Retention period

We keep your personal information as long as your account (or your organization’s account) remains active, to the extent it remains necessary for the purposes described in section 3.

Upon account deletion:

• Audio recordings, transcripts, reports and observations are deleted from Speakora’s systems within 30 days.
• Information required by a legal obligation (for example access logs required to demonstrate compliance) is kept only for the period prescribed by that obligation, then destroyed.
• Encrypted backups are purged according to the backup rotation cycle, at the latest 90 days after deletion.

You may request the deletion of your account by writing to philippe@speakora.ca.

7. Your rights

Under Law 25, you have the following rights regarding your personal information:

• Right of access: obtain confirmation that we hold information about you and receive a copy.
• Right of rectification: have inaccurate, incomplete or ambiguous information corrected.
• Right to deletion: request the deletion of information whose collection is not authorized by law or that is no longer necessary.
• Right to portability: receive, in a structured and commonly used technological format, the computerized information you have provided to us.
• Right to withdraw consent at any time, without affecting the lawfulness of prior processing.
• Right to cease dissemination: request that the dissemination or de-indexing of information about you cease when the conditions of the law are met.

To exercise one of these rights, write to philippe@speakora.ca. We respond within a maximum of 30 days from receipt of the request. If we refuse your request, we will provide the reasons for the refusal and the available remedies.

You may also at any time file a complaint with the Commission d’accès à l’information du Québec: https://www.cai.gouv.qc.ca/.

8. Information concerning minors

The service used in services de garde (SDG) processes information concerning children. This information is entered only by authorized SDG staff, in the course of their duties, under the authority of the SDG, which acts as the data controller toward parents. Speakora acts as a service provider and does not consult the information outside strictly necessary technical maintenance operations.

The SDG is responsible for obtaining the parental consent required before entering information about a child into SPEAKORA.

9. Security measures

We implement reasonable technical and organizational measures, notably:

• Encryption in transit (TLS) for all network communications.
• Encryption at rest for databases and file storage.
• Role-based access control, principle of least privilege.
• Logging of access to sensitive information.
• Regular vendor review.

No system is entirely immune to incidents. In the event of a confidentiality incident presenting a risk of serious injury, we notify the Commission d’accès à l’information and the individuals concerned with diligence, in accordance with article 3.5 of Law 25.

10. Cookies and trackers

Speakora’s public website does not use cookies for advertising or profiling. The administrator portal uses strictly necessary cookies for authentication and session maintenance. The mobile application does not set any cookies.

11. Changes

This policy may be updated. The last update date appears at the top of the document. Material changes will be communicated by email to account holders at least 30 days before they take effect.

12. Contact us

Speakora Inc.
[ADDRESS]
Email (privacy): philippe@speakora.ca