Privacy policy
1. Who we are
Traces IA, in Montréal, Québec, provides online presence governance and digital legacy services. This policy explains how we collect, use, share, keep and destroy personal information under Québec's Act respecting the protection of personal information in the private sector (as amended by Law 25).
2. Person in charge of the protection of personal information
Traces IA's person in charge of the protection of personal information can be reached by email at ml@pharos-ai.ca. Send any question, access request or complaint to this address.
3. What we collect
- Contact form: name, email, topic, message, language, consent.
- Digital legacy cases: the client's ID, death certificate, proof of liquidator status or family relationship (will, testament search certificates, declaration of heredity), identifiers of the deceased person's online accounts, wishes for each platform.
- Presence governance cases: ID, names used, addresses, phone numbers, emails and usernames to be removed.
- Technical data: our host (Cloudflare) processes IP addresses and connection data to keep the site secure. The site uses no advertising cookies and no analytics.
Some of this information is sensitive (information about a death, identity documents). We collect it only with your express consent, and only as far as the mandate requires.
4. Why we use it
To answer your request, prepare a quote, carry out the mandate you give us (closure, memorialization, removal or de-indexing requests), deliver your report, invoice, and meet our legal obligations. We never use your information for anything else. We don't sell it and we don't profile you.
5. Who we share it with
- The platforms covered by your mandate (for example Meta, Google, Apple, LinkedIn), and only what each one requires.
- Our service providers, bound by confidentiality commitments: Cloudflare (website hosting), Resend and Amazon Web Services (delivery of form emails), Google (email).
- These platforms and providers may process information outside Québec, including in the United States. Before any transfer outside Québec, we assess the privacy factors and make sure the information is adequately protected.
6. Retention and destruction
- Identity documents and death certificates: securely destroyed 90 days after the case report is delivered.
- Mandate, invoices, case log and report: kept for six years after the case closes, to meet tax and legal obligations, then destroyed.
- Form inquiries that don't lead to a mandate: deleted within 12 months.
7. Security
Documents are sent through a secure link (never as email attachments), stored encrypted, and accessible only to the person handling your case. We keep a register of confidentiality incidents and, where there is a risk of serious injury, notify the Commission d'accès à l'information and the people concerned.
8. Your rights
You can ask to access or correct your information, to receive it in a structured technological format, to withdraw your consent, or to have us stop disseminating information or de-index any hyperlink giving access to it (s. 28.1). Write to ml@pharos-ai.ca; we reply within 30 days. You can also file a complaint with the Commission d'accès à l'information du Québec.
9. External fonts
The site loads fonts from Google Fonts and Fontshare; these services receive your IP address when the page loads.
10. Changes
We'll post any change to this policy on this page, with its effective date.