This policy explains how RendezVousAuto.com (“the platform”) collects, uses, discloses and retains the personal information of the professional business, its officer and its team members. It restates the main lines of the “Privacy policy” applicable to every user and adds what the business account entails: identity and business verification, subscription and invoicing, payouts, allocated phone number, and customer data entrusted to the business. It is written in accordance with Quebec’s Act respecting the protection of personal information in the private sector, as amended by Law 25, and with the Personal Information Protection and Electronic Documents Act (PIPEDA) applicable across Canada.
1. Privacy officer
The person in charge of the protection of personal information is Mr. Karam MEDJAHDI. Any question, any request for access, correction or withdrawal, and any complaint about this policy is addressed to him through the contact form or at communication
rendezvousauto.com.
2. Information we collect
- officer and team: last name, first name, email address, phone number, role and display language;
- business: legal name, address, business identifiers and tax numbers, opening hours, selected services and prices;
- verification: officer identity documents (KYC) and business documents (KYB);
- accounts: technical identifiers, sign-in log (date, time, device, IP address) and actions performed from the dashboard;
- subscription and invoicing: plan subscribed, minutes and SMS reminders consumed, invoices, amounts, statuses and transaction references. Card numbers are never received by the platform;
- payouts: declared bank details, withdrawal requests and fees withheld;
- phone assistant: allocated number, calling number, timestamp, duration, recording and transcript of calls;
- appointments received: the customer data required to perform the service.
3. Purposes
This information is used only to open and maintain the business account, to publish its listing, to receive and confirm appointments, to run and invoice the subscription, to pay out the amounts due, to verify the officer’s identity and the existence of the business as the law and the payment providers require, to provide support, to prevent fraud and abuse, and to meet the platform’s legal, accounting and tax obligations.
4. Consent
Registering a business, subscribing to a plan and opening an account for a team member constitute consent to this policy. The person who registers the business declares having the authority to bind it and informs the team members of the processing described here. Consent to optional communications — newsletter, commercial solicitation — is separate and may be withdrawn at any time, without affecting the service.
5. Hosting and data location
Platform data is stored on Amazon Web Services servers located in Canada, in the Canada (Central) region. Emails sent by the platform transit through a mail server located in France: their content — name, email address, appointment details — travels through it for the time of delivery.
6. Phone calls and voice assistant
Where the plan activates the phone assistant, calls received on the number allocated to the business are routed and processed by several distinct services, including OpenAI, Twilio and Retell. These services handle the connection, speech recognition, generation of the answer and transcription of the exchange. Calls are therefore recorded, transcribed, summarised and retained, and part of that processing takes place outside Quebec. The business accepts this principle, informs its own customers of it, and finds in its dashboard the recordings and transcripts of the calls that concern it.
7. Payments
Payments and payouts are processed by Stripe. Payment method data — card number, expiry date, security code — is entered at Stripe, recorded and retained by Stripe alone: the platform has no access to it and never stores it. The bank details declared to receive withdrawals are transmitted to Stripe on the same terms. The platform retains only the amounts, statuses, transaction references, invoices and accounting records required for invoicing, payouts and its tax obligations.
8. Who has access to your information
Access is limited to what each role requires: the privacy officer, the platform’s authorised staff and the site’s developers, for operation, maintenance, troubleshooting and defect correction. Your business accesses only the data of the appointments that concern it, on the terms of section 18. The providers named in this policy access it solely to perform their service.
9. Disclosure outside Quebec
Some processing — hosting, email, telephony, payment — involves disclosing information outside Quebec. The platform first assesses that the information receives adequate protection there and frames each disclosure by contract, as required by Law 25.
10. Retention
Information is retained for as long as necessary for the purposes for which it was collected, then destroyed or anonymised. Accounting records, invoices and payment traces are retained for the period required by tax law. Sign-in logs and call history are retained for a limited period for security and evidentiary purposes.
11. Your rights
- access the information we hold about you and obtain a copy of it;
- have it corrected where it is inaccurate, incomplete or ambiguous;
- withdraw your consent and request the deletion of your account;
- obtain your computerised information in a structured, commonly used technological format (portability);
- request that the dissemination of an item of information cease, or that it be de-indexed;
- be informed when a decision concerning you is based exclusively on automated processing.
Such requests are addressed to the privacy officer, who answers within thirty (30) days. In case of disagreement, you may complain to the Commission d’accès à l’information du Québec or to the Office of the Privacy Commissioner of Canada.
12. Cookies
The platform sets the cookies required for the session, for security and for remembering the display language. Audience measurement cookies are set only with your consent and may be refused from your browser.
13. Security and confidentiality incidents
Access is partitioned by role and by business, exchanges are encrypted in transit, and passwords are never stored in clear text. In the event of a confidentiality incident presenting a risk of serious injury, the platform keeps a register, notifies the persons concerned and notifies the Commission d’accès à l’information, as Law 25 requires.
14. Security logging — IP address and actions
To keep the platform secure, to prevent fraud and abuse and to establish evidence of an incident, the platform records users’ IP addresses as well as the actions they perform: sign-ins and sign-in attempts, creation, modification and deletion of data, bookings, payments, withdrawal requests, messages sent and sensitive lookups. Each record carries the timestamp, the account concerned, the IP address and the device used. These logs are used neither for advertising nor for commercial solicitation. They are retained for a limited period, consulted by authorised staff alone, and may be produced in court or handed over to the competent authorities.
15. Illegal access, hacking, bots and data copying
Any hacking attempt, any unauthorised access, any use of credentials that are not yours, any use of bots, scripts, automated agents or harvesting (crawling, scraping), any automated or bulk extraction, any copying, reproduction, reuse or resale of the platform’s data, content, listings, prices or contact details is strictly prohibited, by whatever means and for whatever purpose. It leads to the permanent ban of the accounts concerned, with no refund of the amounts already paid, and exposes its author to civil and criminal proceedings, in particular under sections 342.1 and 430(1.1) of the Criminal Code of Canada, and to a claim for full compensation of the harm suffered. The account concerned is suspended immediately and without notice, and evidence is preserved and handed over to the competent authorities.
16. Identity (KYC) and business (KYB) verification
Use of phone subscriptions is conditional on completing the identity verification (KYC) and business verification (KYB) files. These files must be kept up to date and redone whenever the owner or the officer of the business changes. An incomplete, refused or expired file leads to the suspension of the phone service.
17. Phone numbers
The phone number allocated to a business remains the property of RendezVousAuto.com. The platform may replace it with another number subject to twenty-four (24) hours’ prior notice. It may suspend it in the event of excessive complaints, abusive use, or any problem related to the account, the service or the subscription.
18. Customer data entrusted to the business
The business only accesses the data of the appointments that concern it: customer identity, contact details, vehicle, service and the history of that appointment. It uses them solely to perform the service and the follow-up it requires; it does not transfer them, does not resell them and does not reuse them for any other purpose, in particular advertising. It limits access to the staff who need it, applies reasonable security measures on its premises and notifies the platform without delay of any confidentiality incident. Each party answers for its own obligations under Law 25 and PIPEDA.
19. Changes to this policy
This policy may be amended. The date of the last update is shown at the top of this page; any substantial change is brought to the attention of users.
20. Contact us
Privacy officer: Mr. Karam MEDJAHDI — communicationrendezvousauto.com, or through the contact form on the site.