Privacy Policy

1. Privacy Officer

In accordance with Quebec's Act respecting the protection of personal information in the private sector (Law 25) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), Clinique Vétérinaire Amica Inc. has designated a Privacy Officer. You may contact them at info@cliniqueamica.vet or by mail at 1175 Courchevel Street, Suite 105, Lévis, QC G6W 0T2 with any question about this policy, to exercise your rights, or to report a privacy incident.

2. Personal Information We Collect

We only collect personal information that is necessary for the purposes set out below. Depending on the services you use, this information may include:

• Identity and contact details: first name, last name, email address, phone number, postal address. • Account information: identifiers, password (encrypted), communication preferences, login history. • Information about your animals: name, species, breed, and profile photo (if provided by the client). • Job application information: name, contact details, résumé, and related communications. • Transactional information: appointments, invoices, payments (banking details are processed by our payment provider and are not stored on our servers). • Technical information: IP address, browser type, pages visited, cookies (see Cookies section).

Provision of certain information is required to deliver the requested service; you will be informed at the time of collection whether a field is mandatory or optional.

3. Purposes of Use

Your personal information is used solely for the purposes for which it was collected, namely:

• Scheduling, managing and confirming your appointments; • Sending reminders and appointment-related communications; • Billing and collecting payment for our services; • Processing job applications and communicating with candidates; • Securing the website and preventing fraud; • Responding to your requests and improving our services; • Complying with our legal, regulatory and professional obligations.

4. Consent and Legal Basis

We process your personal information based on your consent, the performance of a service contract, compliance with a legal obligation, or our legitimate interest in operating the clinic.

Where the law requires consent (for example for non-essential cookies or marketing communications), it is obtained in an express, free, informed and specific manner, and may be withdrawn at any time without affecting essential services.

5. Cookies and Similar Technologies

Our site uses cookies. In accordance with Law 25, non-essential cookies are off by default until you have given your express consent through our consent banner.

• Strictly necessary (always on): required for the site to function, for security and to remember your privacy preferences, including the session cookie that keeps you signed into your client portal. • Functionality (with consent): remembering your language and display preferences. • Analytics (with consent): Google Tag Manager and Google Analytics 4 to measure audience and improve the site. Google Consent Mode v2 is enabled — no analytics data is sent until you have accepted. • Advertising (with consent): Meta/Facebook pixel and other advertising tools used, where applicable, to measure our campaigns. • Personalization (with consent): embeds and share buttons from social platforms.

Your choice is kept for 12 months, after which the banner is shown again. You can change or withdraw your consent at any time using the "Cookie preferences" button in the footer.

6. Retention

We retain your personal information only for as long as necessary for the purposes for which it was collected or as required by law.

• Billing data: retained for the period prescribed by Canadian tax laws (at least six years). • Client account data: retained while the account is active, then deleted or anonymized within a reasonable time after closure. • Job application data: retained for the duration of the hiring process, then deleted or anonymized within a reasonable time. • Analytics data: retained in aggregated form; technical identifiers are kept for a maximum of 14 months.

At the end of these periods, the information is securely destroyed or anonymized.

7. Disclosure to Third Parties

We never sell or rent your personal information. We may disclose it only:

• To our service providers acting on our behalf (hosting, cloud, payment processing, transactional emails, analytics) bound by contract to confidentiality and security obligations at least equivalent to ours. • To competent authorities where required by law (subpoenas, orders, professional obligations). • With your consent, in any other case not provided for above.

8. Storage or Disclosure Outside Quebec

Some of our service providers (such as our cloud hosting, analytics tools and email services) may store or process information outside Quebec, including in Canada, the United States or Europe. Before any such transfer, we conduct a privacy impact assessment and ensure by contract that the information will receive protection equivalent to that provided under Quebec and Canadian law.

9. Security Measures

We implement reasonable physical, organizational and technical security measures to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use or modification. These measures include in particular the encryption of communications (HTTPS), password hashing, restriction of access to authorized personnel, logging and regular data backups.

In the event of a confidentiality incident presenting a risk of serious harm, we will notify the persons concerned and the Commission d'accès à l'information du Québec in accordance with the law.

10. Your Rights

In accordance with Law 25 and PIPEDA, you have the right to:

• access the personal information we hold about you; • have inaccurate, incomplete or ambiguous information corrected; • request deletion (de-indexing or cessation of dissemination) where permitted by law; • withdraw at any time your consent to processing based on consent, including the placing of non-essential cookies; • receive, in a structured and commonly used technological format, the computerized information you have provided to us (right to portability); • file a complaint with our Privacy Officer and, if not satisfied, with the Commission d'accès à l'information du Québec (cai.gouv.qc.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca).

We respond to requests within 30 days of receipt.

11. Automated Decisions

We do not make any decision based exclusively on the automated processing of your personal information that would produce legal effects or significantly affect you. Should such a practice be put in place, you would be informed in accordance with Law 25 and would have the right to submit your observations to a staff member.

12. Information Concerning Minors

Our services are intended for adults (pet owners). We do not knowingly collect personal information about minors under 14 without the consent of the holder of parental authority.

13. Changes to This Policy

We may update this policy to reflect changes in our practices or in the regulations. The last-updated date is shown at the top of the page. In the event of a material change, we will notify you by an appropriate means (notice on the site, email, refreshed consent banner).

14. Contact Us

For any question, request for access, rectification, or complaint concerning the protection of your personal information:

Clinique Vétérinaire Amica Inc. Privacy Officer 1175 Courchevel Street, Suite 105 Lévis, Quebec G6W 0T2 Email: info@cliniqueamica.vet