Privacy Policy
This policy describes how Solutions Plex collects, uses, stores, discloses, and protects personal information.
1. Purpose and Scope
This Privacy Policy describes how Solutions Plex collects, uses, stores, discloses, and protects personal information in connection with:
- the website https://solutionsplex.ca (the “Site”), and
- the Solutions Plex web and mobile application (the “Service”).
The Site is primarily informational and marketing-oriented.
Most of the personal information processing described below relates to the Solutions Plex Service, which is property management software intended for landlords and property managers.
2. Person Responsible for Personal Information Protection
In accordance with the Act respecting the protection of personal information in the private sector (Québec – Law 25), the person responsible for personal information protection is:
Person Responsible for Personal Information Protection
Solutions Plex
Email: contact@solutionsplex.ca
Any questions, requests, or complaints regarding this policy may be directed to this person.
3. Role of Solutions Plex
Within the Service:
- Property owner/manager users are the data controllers of the personal information of their tenants and third parties.
- Solutions Plex acts as a service provider (data processor) and processes information only according to users’ instructions to provide the Service.
Users remain responsible for ensuring they have the legal right to collect and process the personal information they upload to Solutions Plex.
4. Personal Information Collected
4.1 Account Information (users)
- First and last name
- Email address
- Phone number
- Mailing address (if applicable)
- Login credentials
- Language settings and preferences
4.2 Property Management Data (user-uploaded content)
Depending on use of the Service, users may upload or enter:
- Tenant information (name, contact details, dates, rent amounts)
- Leases, addenda, notices, RL-31 forms, and other legal documents
- Financial documents (receipts, expenses, rent payments)
- Communications and internal notes
- Documents and images related to properties
Solutions Plex does not determine the content of this data.
4.3 Technical and Usage Data
- IP address
- Device type, operating system, browser
- Login and activity logs
- Service usage analytics
4.4 Payment Data
Payments are processed by secure third-party providers (e.g., Stripe). Solutions Plex does not store credit card numbers.
5. Purposes of Collection
Personal information is used to:
- Provide and operate the Solutions Plex Service
- Create and manage user accounts
- Ensure security and prevent fraud
- Communicate with users (transactional messages)
- Improve the Service (statistics and analytics)
- Comply with legal obligations
Secondary purposes (marketing, advanced analytics, remarketing) are subject to separate consent where required.
6. Consent and Withdrawal
Consent is obtained in a clear, free, informed, and specific manner, in accordance with Law 25.
Users may withdraw consent for certain non-essential uses:
- via account settings, or
- by contacting the person responsible for personal information protection
Withdrawal of consent may limit certain Service functionalities.
7. Cookies and Similar Technologies
7.1 Website
The Site may use cookies for statistical and marketing purposes (e.g., Google Analytics, Google Ads, Meta).
7.2 Solutions Plex Application
The Service may use analytics tools to improve user experience. Users can manage or refuse certain cookies via their browser or provided settings.
8. Disclosure of Personal Information
Personal information is never sold.
It may only be disclosed to essential service providers, such as:
- Cloud hosting
- Storage and backups
- Payment processing
- Transactional email delivery
- Analytics tools
These providers are contractually required to protect personal information and use it only to provide their services.
9. Transfers Outside Quebec
Some personal information may be hosted or processed outside Québec (e.g., Canada, United States).
Before any transfer, a privacy impact assessment (PIA) is conducted to ensure adequate protection of personal information, in accordance with Law 25.
10. Retention of Personal Information
Personal information is retained only as long as necessary:
- Active account: duration of Service use
- After account closure: limited retention period, then deletion
- Financial data: retention as required by law
- Technical logs: limited duration
11. Automated Decision-Making and Analytics Tools
Some features may use automated processing (e.g., document classification, OCR, analytics).
Users may:
- Request information about such processing
- Contest an automated decision
- Request human intervention
12. Protection of Personal Information
Solutions Plex implements reasonable security measures, including:
- Encryption of data in transit and at rest
- Restricted access controls
- Monitoring and security logs
- Internal incident management procedures
13. Privacy Incidents
In the event of an incident posing a serious risk of harm:
- Solutions Plex will notify the Quebec Access to Information Commission
- Affected individuals will be informed as required by law
- An incident register is maintained
14. Rights of Individuals
In accordance with Law 25, individuals may:
- Access their personal information
- Request correction
- Request deletion, where permitted
- Withdraw consent
- Request data portability
Requests are processed within a reasonable timeframe after identity verification.
15. Information Concerning Minors
The Service is not intended for children under 14. No personal information is knowingly collected from minors without parental consent where required.
16. Policy Changes
Solutions Plex may modify this Policy at any time. In case of significant changes, users will be notified via the Site or the Service.
17. Contact
For any questions or requests:
contact@solutionsplex.ca
https://solutionsplex.ca