Privacy Policy

For questions, requests or complaints about your personal information: Privacy Officer — Koobex, info@koobex.com.

When you use the website or contact us, we may collect, among other things:

• information you voluntarily provide in a form;
• the name of your clinic;
• your email address;
• your phone number, when provided;
• your website address;
• information about your project;
• your preferences regarding timing or the type of service you are looking for;
• information provided when you schedule a consultation.

The consultation process starts with four questions about your current website, project and timing. These answers may be stored with a reference and, depending on your consent, information about the source of your visit. Contact details needed for booking are requested in Zoho Bookings, not in these four questions. A recorded qualification is not, on its own, a confirmed booking.

During preparation of a client project, you may also provide content, documents and media about the clinic and the website to be created. We also collect the contents of communications you voluntarily send us.

Technical information may be processed by services needed for website operation and security, including the IP address during network communications. Analytics may cover browser, device, pages viewed, interactions and performance, depending on the technology and applicable consent. Koobex does not maintain an IP address register for tracking visitors.

The information collected may be used to:

• respond to your requests;
• assess your project;
• recommend an appropriate plan or service;
• schedule a consultation;
• communicate with you about your request;
• improve the website and user experience;
• measure website performance;
• ensure the security and proper operation of our services;
• meet our applicable legal and regulatory obligations.

We do not use information provided in the Koobex Web form to create a patient account or to provide health care.

Koobex uses technology providers to operate the website and process requests, including:

• Lovable: website development, publishing and hosting platform;
• our cloud infrastructure and Koobex’s external backend: storage of qualification answers, bookings and commercial follow-up, administrative access management and private storage of client onboarding documents;
• Zoho Bookings: appointment scheduling, collection of booking contact details and transmission of booking information to Koobex;
• Google Analytics 4: website usage measurement after analytics consent;
• Cloudflare Web Analytics: aggregated traffic and performance measurement without analytics cookies;
• Postmark: transactional emails for the client process, including resume links.

Using these services may involve processing information needed for their role, including contact details and booking information for Zoho Bookings, project documents for private storage, and the recipient’s address and message content for Postmark. Answers to the four qualification questions do not, on their own, trigger a commercial email.

Depending on the services and their configurations, information may be processed or stored outside Quebec or Canada. We do not guarantee storage exclusively in Canada. External services also have their own privacy policies.

Consultations are scheduled in the external Zoho Bookings service. A reference may be passed to the booking form to link qualification answers to a confirmed booking and its follow-up.

When you use this service, the information you provide may also be subject to that provider’s privacy policies and terms.

Koobex recommends reviewing their policies where relevant.

On public pages, the banner allows you to accept or decline Google Analytics 4 analytics. Your choice is saved in the browser’s local storage. GA4 is loaded only after explicit acceptance; events sent by Koobex do not contain names, email addresses or phone numbers.

To change your choice, clear this website’s data in your browser settings, reload the page, then select “Decline” or “Accept” in the banner. The website does not currently offer a permanent preferences button. You may also use your browser’s blocking tools. Withdrawal does not automatically delete information already collected.

Cloudflare Web Analytics operates independently of GA4 consent, without analytics cookies or a visitor identifier used by Koobex. It provides aggregated measurements that may be sampled; estimated visits do not represent unique people.

Storage needed for preferences and website operation is separate from GA4 analytics. External services, including Zoho Bookings, may use their own technologies under their policies; declining GA4 does not mean all third-party technologies are blocked.

Koobex retains personal information only for as long as reasonably necessary for the purposes for which it was collected, or in accordance with applicable legal requirements.

Retention periods may vary depending on the nature of the information and the relationship with the user.

Criteria include following up on a request or project, the contractual relationship, accounting and legal obligations and, where relevant, resolving a dispute. No uniform retention period or automatic deletion is announced for all data categories.

A deletion request is assessed against these criteria and applicable law; processing it may require steps with the relevant providers. Deleting information from one service does not necessarily delete it from other services or their backups. We do not describe anonymization as an automatic mechanism currently in place.

Measures applied include administrative access controls, restrictions on data access and private storage of client onboarding files with temporary access links. These protections aim to limit unauthorized access, use, disclosure, loss or alteration.

However, no method of electronic transmission or storage can guarantee absolute security.

Privacy requests and complaints should be directed to the officer identified in this policy. You may also report a suspected incident by describing the issue without providing unnecessary sensitive information. Handling a request must take into account information held by Koobex and, where needed, information processed by its providers.

Applicable law governs protection responsibilities, access to information, retention and destruction. In the event of a confidentiality incident, it provides for measures to reduce harm and prevent recurrence, keeping an incident register and, where there is a risk of serious injury, notifying the Commission d’accès à l’information and affected individuals. These legal obligations are not a description of additional internal procedures already implemented.

Depending on applicable laws, you may have the right to:

• request access to certain personal information we hold;
• request its correction;
• withdraw your consent where it is the basis for processing;
• request deletion of your information where permitted by law;
• raise a complaint or concern about how your information is used.

Certain legal restrictions may apply.

Send your request to info@koobex.com, specifying its nature. Proportionate identity verification may be needed to avoid disclosing or changing information for someone else. Avoid sending sensitive information that is unnecessary for the request. Requests and complaints fall under the officer identified in this policy; statutory deadlines and remedies under applicable law remain available.

The website may contain links to websites or services operated by third parties.

Koobex is not responsible for the privacy practices of these external websites.

We recommend reviewing their privacy policies.

Koobex may update this policy from time to time to reflect:

• changes to its services;
• technological changes;
• applicable legal requirements.

The date of the last update will be shown at the top of this page.

For any questions about this policy or the handling of your personal information, you may contact Koobex.

Email : info@koobex.com
Website : koobex.com