Last updated: August 17, 2026

1. Introduction and Scope

Concept P.O.S. Inc. ("Concept P.O.S.", "we", "our") places great importance on protecting your personal information. This policy explains what information we collect on this website and through our activities, why we collect it, how we use and protect it, and the rights available to you.

We process your personal information in accordance with Quebec's Law 25 (An Act to modernize legislative provisions as regards the protection of personal information), which amends the Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1). Where our activities extend outside Quebec, Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) may also apply.

2. Person in Charge of the Protection of Personal Information

In accordance with Law 25, we have designated a person in charge of the protection of personal information. For any question, access request or complaint regarding your information, you may contact them:

Person in charge: Mathieu St-Germain
Email: mathieu@conceptpos.com
Phone (toll-free): 1-888-422-0605
Address: 466 Bourque St., Repentigny, Quebec, J5Z 5A2

3. Personal Information We Collect

We collect only the information necessary for our activities. Depending on how you interact with us, this may include:

a) Information you provide directly

Contact form: name, email, phone, city, subject and message.
Quote requests and other forms: name, email, phone, address, details about your project or business, and any document you choose to attach (image or PDF files).
Newsletter: your email address, name and preferred language when you subscribe.

b) Information collected automatically

When you browse the site, our analytics tools collect the pages viewed, the referrer, and your device, browser and operating system type. For statistical purposes, your IP address is converted into an irreversible hashed value and is not kept in clear text.
Cookies and similar technologies may be used (see Section 6).

When you submit a form, we may retain your IP address and browser type (user agent) for security and abuse-prevention purposes. We do not knowingly collect sensitive information beyond what is necessary.

4. Purposes of Collection

We use your personal information for the following purposes:

respond to your inquiries and prepare your quotes;
design, manufacture, deliver and invoice our products and services;
provide customer service and after-sales follow-up;
send you our newsletter and communications when you have consented;
ensure site security and prevent fraud and spam;
comply with our legal, accounting and tax obligations;
improve our website and services.

5. Consent

By sending us your information through one of our forms, you consent to our using it for the purposes described above. For the newsletter, we use a double opt-in mechanism: you must confirm your subscription through a link sent to your email address.

You may withdraw your consent at any time, in particular by unsubscribing from the newsletter or by contacting our person in charge. Such withdrawal may, however, be limited by certain legal or contractual obligations (for example the retention of documents for warranty or tax purposes).

6. Cookies and Similar Technologies

Our site uses cookies and similar technologies, grouped into categories you can manage through our consent banner (compliant with Law 25) and your browser settings:

Necessary: required for the site to function; always active.
Analytics: audience measurement and usage statistics.
Marketing: advertising and campaign measurement.
Personalization: remembering your preferences.
Social media: social media integrations.

For audience statistics, we mainly use Umami, an analytics solution we host ourselves; this first-party measurement runs without cookies and independently of the banner. The banner's "Analytics" category instead governs cookie-based tools such as Google Analytics or Google Ads, which are loaded only with your consent. An anti-spam service (Google reCAPTCHA) protects our forms, and a mapping service (Google Maps) may be used for address fields. Refusing non-essential cookies does not prevent you from browsing the site but may limit some features.

7. Sharing With Third Parties

We share your information only with the people and providers who need it to serve us, and always under confidentiality commitments. This may include:

our employees and authorized providers;
our email delivery provider (Resend), which receives the contents of your forms — including certain technical data such as the IP address and browser type — so we can be notified and manage the newsletter;
our security and analytics providers (Google reCAPTCHA, self-hosted Umami and, with your consent, Google Analytics/Ads and Google Maps);
our web hosting provider;
public authorities, where required by law.

We may also share information as part of a business transaction (such as a sale or reorganization), subject to confidentiality. We send only page addresses (with no personal information) to the IndexNow service (Bing, Yandex). We never sell your personal information.

8. Communication or Storage Outside Quebec

Some of our providers (for example Resend and Google) may process or host information outside Quebec, including elsewhere in Canada or in the United States. Before any such communication, we carry out a privacy impact assessment (PIA / EFVP), as required by Law 25, to ensure the information benefits from adequate protection. These transfers are also governed by PIPEDA.

9. Retention and Destruction

We keep your personal information for as long as necessary for the purposes for which it was collected, or for as long as required by our legal, accounting and tax obligations. When it is no longer needed, we destroy or anonymize it securely.

10. Security Measures

We put in place reasonable physical, technological and administrative measures to protect your information, including:

encrypted data transmission (HTTPS/TLS);
hashing of IP addresses for statistical purposes;
encryption of sensitive data and strong authentication (including two-factor authentication) for administrative access;
access controls, request rate limiting, anti-spam protection and validation of uploaded files;
regular backups.

Despite these measures, no system is infallible and we cannot guarantee absolute security.

11. Your Rights

Subject to the conditions provided by law, you may:

access the personal information we hold about you;
request the correction of inaccurate or incomplete information;
withdraw your consent to its use;
request the portability of your information (obtain it in a structured, commonly used technological format);
request de-indexing or that the dissemination of information cease, in the cases provided by law;
be informed when a decision is based exclusively on automated processing of your information.

To exercise these rights, write to our person in charge at [COURRIEL VIE PRIVÉE]. We respond within a maximum of 30 days. We may need to verify your identity before acting on your request.

12. Information Concerning Minors

Our products and services are intended for a business (B2B) clientele and are not directed at minors. We do not knowingly collect personal information from minors without the consent of the holder of parental authority. If you believe a minor has provided us with information, please contact our person in charge so we can delete it.

13. Privacy Incident

In the event of a privacy incident presenting a risk of serious injury, we take reasonable measures to reduce its consequences, we promptly notify the affected individuals and the Commission d'accès à l'information, and we keep a register of incidents, in accordance with Law 25.

14. Complaint to the Authorities

If you believe we have not respected your rights, you may first contact our person in charge. You also have the right to file a complaint with the Commission d'accès à l'information du Québec (CAI): www.cai.gouv.qc.ca, 418 528-7741 or 1 888 528-7741. For activities covered by federal law, you may contact the Office of the Privacy Commissioner of Canada: www.priv.gc.ca, 1 800 282-1376.

15. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or the law. The last-updated date appears at the top of this page. If a change is significant, we will take reasonable steps to inform you.

16. Contact Us

For any question about this policy or your personal information:

Concept P.O.S. Inc.
466 Bourque St., Repentigny, Quebec, J5Z 5A2
Phone (toll-free): 1-888-422-0605
Email: mathieu@conceptpos.com
Website: conceptpos.com

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