Privacy policy

Who we are

Ocubee is problem-reporting software for equipment, run from Québec.

P06 · Legal name and address

Person in charge of protecting personal information

This person answers your questions and requests about personal information.

What we collect and why

• If you contact us or ask to join a pilot: your name, your business, your email, your phone if you give it and what you write. We use it to answer you and to set up a pilot.
• If you have a staff account: your name, email, encrypted password, language and role in your organization, and what’s needed to keep the account secure.
• If you report a problem on a machine, once reporting opens: what you pick and write, a photo if you add one, and your email if you want updates. You don’t need an account.
• When you visit the site: your connection’s technical details, in short-lived security logs, and a cookie that keeps forms secure and remembers your language.
• On the home page and in staff accounts, we count visits with Umami, a counting tool we run on our own server, to learn which pages help. It uses no cookies. It uses your IP address only for a moment, to tell visits apart and to find the country, region and city it points to, and doesn’t keep it: it can tell visits apart, but not who you are. It gets the page’s address without anything typed in it, the site you came from, and your browser, system, type of device, screen size and language. In a staff account it gets only the kind of page, such as “editing a machine”: never a name or what the page shows. It never runs on the pages a machine’s label or a private link opens, and nothing is counted if your browser asks sites not to track it (Global Privacy Control or Do Not Track).

If you report a problem on a machine

Your report goes to the business responsible for that machine, and Ocubee handles it on that business’s behalf. A public label never shows other people’s reports, names or photos, and your private follow-up link shows only the status of your own report.

Don’t put payment card numbers or passwords in a report. We never ask for them.

Cookies

We only use the cookies the site needs to work: one for your session and language, and one that protects forms. No advertising or analytics cookies, which is why there’s no cookie banner.

Who else handles it

We don’t sell personal information. These providers handle some of it for us, and some of them process it outside Québec:

• Cloudflare, for the domain name and secure connections.
• Resend, to send email.
• Zoho, for our own mailbox, when you write to us.
• Stripe, for billing, once signup opens.

Where it’s kept

The application and its database run on a server in Canada. Before the first pilot, backups will also be kept off that server.

How long we keep it

• Pilot and contact requests: 12 months after you send them, unless you become a customer.
• A reporter’s contact details: 90 days after the report closes.
• Photos: 180 days after the report closes.
• Private follow-up links: they stop working 180 days after they’re issued.
• Security logs: 30 days.
• Visit counts: 6 months.
• Accounts: for as long as the account is active. After a cancellation, reporting stays on for seven days, then the records can be read and exported for 180 days, then they’re deleted.
• Backups: they expire after 30 days, so a deletion reaches them within that time.

Your rights

You can ask to see the personal information we hold about you, correct it, have it deleted or withdraw your consent. Write to the person named above and we’ll answer within 30 days.

If you’re not satisfied with our answer, you can file a complaint with the Commission d’accès à l’information du Québec.

Changes to this policy

If this policy changes, we’ll update this page and its date, and tell account owners about any important change.