Privacy policy

1. Responsibility

Altitra acts as a service provider for its users. Each organization designates a privacy officer, by default its owner. Their name and title appear on each member’s Profile and privacy page.

The precise legal characterization of roles (advisor, organization) will be confirmed in the final version of this policy.

2. Information collected

Your account: name, email, optional phone number, preferred language, time zone, level and place in the team lineage. Your trusted devices: browser, system and approximate city. An audit log of sign-ins and administrative actions, without the content of your records.

The follow-up records you create (contact details, stage, notes) belong to you. You save them under your responsibility, in line with the next section.

For the paying owner: the billing email and Stripe billing identifiers; Altitra keeps no card number.

3. What we never collect

Altitra has no field for a social insurance number, a client’s date of birth, medical data, policy numbers or amounts of assets or income. A safeguard blocks social insurance numbers, both on entry and on saving.

4. Hosting and service providers

Data and files are hosted in Montreal (Supabase, ca-central-1 region). The following service providers process information, some of it outside Quebec, and are covered by a privacy impact assessment:

• Supabase: database, authentication and files (Montreal, ca-central-1). • Vercel: application hosting; no record data is stored there. • Resend: email delivery (codes, alerts, notifications); emails never contain information about your clients. • Stripe: payment and billing for the owner; Stripe receives no member name and no record data.

If you add the calendar feed to Google, Apple or Outlook, that provider receives a copy of its content, outside Quebec, at your initiative.

5. Encryption

Your client files and notes are encrypted before they are saved; access to the database alone does not allow them to be read.

Record fields (first name, last name, phone, email, source, notes), journal notes and coaching notes are encrypted by the application before they are saved. The keys are kept in the application host’s environment, never in the database. Encryption does not replace access controls: an account sees what it is allowed to see.

6. Coaching notes

Members of your chain of leaders may keep coaching notes about you: activity goals, follow-up points, coaching plan. They are encrypted, readable only by their author as long as the author is in your chain of leaders, and never by you, your peers or the owner (unless the owner wrote them).

You can ask for access to the notes kept about you from your organization’s privacy officer, who obtains an export of the notes from the author. Their existence is recalled on your Profile and privacy page.

7. Calendar feed

The iCal calendar feed is optional and private. Its address contains a random token of which only the fingerprint is stored; it is shown only once. It contains only your own records that have a dated action, from 30 days before to 180 days after today: by default the action type, first name and last-name initial, and never notes, email or source. The full name and phone number appear only on explicit option, after confirmation.

Once the feed is added to a calendar provider (Google, Apple, Outlook), its content is copied to that provider, outside Quebec, and Altitra cannot remove it. You can revoke the feed at any time; it is also revoked if you leave the team, after a password reset or “Sign me out everywhere”, and after 90 days without a read.

8. Your CRM visibility

At activation, you expressly choose what your leader sees of your records: full coaching, statistics only or private. You can change this choice in one click, at any time.

The “Who sees my data” page lists, up to date, everyone who sees something about you. You can also grant someone read-only access, revocable immediately. Records marked private are counted in statistics, never named.

9. Service continuity

Transferring active client records to a manager when someone leaves or is removed is a disclosure of personal information within the team, made to ensure service continuity. The exact basis (continuity within the business or client consent) will be confirmed in the final version.

The departing member sees the list of transferred records for 180 days. The notification email only states the number of records and the recipient.

10. Your rights

You can access your data, correct it, export it as JSON or CSV, withdraw a consent, and delete a record, all your records or your account, directly in the application. Your email notification preferences are managed on the Notifications page.

For any request that cannot be made in the application, write to Altitra’s privacy officer: [email protected]. You may also file a complaint with Quebec’s Commission d’accès à l’information.

11. Retention

Expired or revoked invitations: 30 days. Personal space without a team: 180 days, with notices at 30 and 7 days. Resources in the trash: 30 days. Organization pending deletion: 30 days.

Audit log: 24 months. Consent register: account lifetime plus 24 months. Incident register: 5 years. Record transfer history: 24 months.

12. Privacy incidents

Altitra keeps a register of privacy incidents. Where there is a risk of serious injury, the Commission d’accès à l’information and the people concerned are notified.

13. Contact us

Altitra’s privacy officer: [email protected].

For your team’s records and notes, contact your organization’s privacy officer, whose name appears on your Profile and privacy page.