Privacy Policy

Who we are and what this policy covers

Nextia Intelligence (Solutions IA Nextia in French) is a business name of 14096096 Canada Inc., a Canadian corporation ("Nextia", "we", "us"). We provide AI consulting, web and mobile application development, custom software engineering, and AI training and mentoring.

This policy covers personal information we handle as a business in our own right: on nextia-ai.com, on our free course platform Nextia Learning at learning.nextia-ai.com, in our intake and booking app at app.nextia-ai.com, by email, by WhatsApp, in meetings, and when we deliver services and invoice for them.

It does not cover:

• Our products NextiaTax and NextiaDriveOps, which publish their own privacy policies on their own websites.
• Nextia Learning, our free learning platform at learning.nextia-ai.com, which has its own privacy policy and terms of use.
• Data we process for clients during a project (for example, records in a client’s systems we build or maintain). There we act as the client’s service provider, under the client’s instructions and our agreement with them — see Terms of Service, “Client data and use of AI”.

Person in charge of the protection of personal information

Our Privacy Officer is responsible for our compliance with Québec’s Act respecting the protection of personal information in the private sector (as amended by Law 25) and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). Contact them at privacy@nextia-ai.com.

Information we collect

When you submit an inquiry through our intake form: your name, email address, and optionally your phone number, country, city, time zone, preferred language and contact method, current role, LinkedIn profile URL, company details, and what you would like help with, plus your answers to any service-specific questions.

Files you choose to upload, such as a résumé for a career session (10 MB maximum).

Booking details: the service, date, time, time zone and meeting link.

Payment information: card payments for sessions are processed by Stripe. We never see or store your full card number; we receive confirmation of payment, the amount, and limited details such as card brand and last four digits. For project work we record invoice details, billing contact, billing address and, where applicable, tax registration numbers.

Communications: emails, WhatsApp messages and meeting notes exchanged with us, and a log of the notifications our systems send you.

Website visits: nextia-ai.com sets no advertising or analytics cookies and runs no tracking scripts. Our hosting providers keep short-lived technical logs (such as IP address and browser type) to deliver the site and protect it from abuse.

How we use it

• To reply to your inquiry and decide with you whether and how we can help.
• To schedule, prepare for and deliver sessions and engagements.
• To take payment, issue invoices and receipts, process refunds and keep accounting records.
• To send service messages: confirmations, reminders, calendar invitations and changes.
• To run Nextia Learning: save your progress, suggest a learning path, issue certificates, and improve the courses from your feedback and reviews.
• To protect our systems, prevent fraud and meet our legal obligations.

We do not sell or rent personal information, we do not use it for advertising, and we do not use it to train AI models. Apart from the two automatic features of Nextia Learning described below, we do not make decisions about you based exclusively on automated processing.

Nextia Learning (learning.nextia-ai.com)

Nextia Learning is our free course platform. You can read every lesson without an account. If you create one, we handle the following:

• Account: your name, email address and profile picture. If you sign in with Google or GitHub, we receive them from that service; we never receive your password. If you sign in with an email link, we receive only your email address.
• Sign-in sessions: a cookie that keeps you signed in for up to 30 days, and the IP address and browser type recorded with each session.
• Learning records: the courses you enroll in, and the lessons you start and complete, with their dates.
• Profile (optional): your background, experience, goal, available hours per week and ambitions.
• Feedback you send from a lesson, including, if you give it, how long the lesson took you.
• Certificates: the name you choose to print, the course, the course version and the issue date.
• Reviews: your rating, your text and the name you choose to show with it.

What is public. A certificate’s verification page shows the name you chose, the course and the issue date to anyone who has its link, unless you make the certificate private. A review that we approve is shown on the course page with the name you chose. Nothing else about your account is public. Verification pages ask search engines not to index them.

Automatic features. The platform suggests a learning path from your profile and progress, and issues a certificate of completion when you have completed every lesson of a course. If you think a suggestion or a refusal is wrong, write to the Privacy Officer and a person will review it.

Your controls. On your profile page you can download all of this information as a file, and delete your account. Deleting your account immediately removes your account, sessions, learning records, profile, feedback, certificates and reviews. You can also make a certificate private, withdraw it, or delete a review at any time.

The course team reads feedback and reviews to improve the courses and to decide which reviews to publish; the reports it uses to review feedback do not show names or email addresses. Nextia Learning sets only the cookie needed to keep you signed in, and runs no analytics or advertising scripts.

Our YouTube channel and YouTube API Services

We publish our own videos on our YouTube channel, Nextia Intelligence. To manage it, we use an internal tool that uses YouTube API Services. Only our staff use this tool, and only on our own channel. By using our YouTube channel or the YouTube API Services, you agree to the YouTube Terms of Service. Google handles information under the Google Privacy Policy.

• What it accesses: our own channel, videos, captions, thumbnails and playlists, after the channel owner signs in with Google (OAuth). It sets titles, descriptions, captions, thumbnails, playlists and publish settings, and it can upload our videos.
• What it stores: the IDs of our own videos and playlists, so that each video stays linked to its lesson or page. We keep the sign-in token on our own computers only, never on a server, and we never share it.
• What it does not do: it does not read, collect, store or share information about other YouTube channels or YouTube users, it sets no cookies, and it collects no information from your device.
• How to remove access: the account owner can revoke the tool’s access at any time on the Google security settings page. We then delete the stored token.

If you think we hold information about you through YouTube API Services, write to privacy@nextia-ai.com and we will answer within 30 days.

Consent

We collect personal information with your consent, which you give when you submit the intake form, book a session, create a Nextia Learning account or write to us, and only for the purposes described here. You may withdraw consent at any time by writing to the Privacy Officer; we will then stop using your information except where we must keep it by law, and we will explain any consequences (for example, that we can no longer deliver a booked session).

Service providers and where your information is stored

We use a small number of service providers, each bound by contract to use personal information only to provide their service to us and to protect it:

• Microsoft Azure — hosts our intake and booking app, its database and uploaded files, and sends our transactional emails. The database and files are stored in Canada (Canada Central region).
• Stripe — card payments, receipts and refunds.
• Google Workspace — our email.
• Meta (WhatsApp Business) — WhatsApp messages, if you contact us there or choose WhatsApp as your contact method.
• Cloudflare — delivers and protects the nextia-ai.com website, and hosts Nextia Learning: the site, its database and its sign-in emails. Cloudflare Turnstile may check that a sign-in request comes from a person.
• Google and GitHub — only if you choose to sign in to Nextia Learning with them.
• Video meeting platform — the one named in your booking confirmation, for the session itself.

Some of these providers store or process information outside Québec and Canada, including in the United States, where it may be accessible to authorities under local law. Before information leaves Québec we assess whether it will receive adequate protection, and we rely on contractual safeguards with each provider.

We may also disclose personal information where the law requires it, or to professional advisers (such as our accountant or lawyer) under a duty of confidentiality.

How long we keep it

• Inquiries that do not lead to a booking or engagement: 24 months after our last exchange, then deleted.
• Uploaded files (such as résumés): 12 months after your last session, then deleted.
• Client, booking, payment and invoice records: six years after the end of the tax year they relate to, as Canadian and Québec tax law requires, then deleted or anonymized.
• Communications: kept with the record they relate to and deleted on the same schedule.
• Nextia Learning accounts: kept while your account exists, and deleted when you delete it. A withdrawn certificate keeps its ID, course and dates, but not your name, so that its link can show that it was withdrawn; it is deleted with your account.

Deleted information can remain in encrypted database backups for up to 30 days before it is overwritten.

When information is anonymized, it can no longer identify you and is used only for aggregate statistics.

How we protect it

Data is encrypted in transit and at rest. Access to our systems is limited to people who need it to do their work, through individual authenticated accounts. Secrets are held in a managed key vault, not in code. No method of transmission or storage is perfectly secure, so we also keep our own collection to what we actually need.

If a confidentiality incident presents a risk of serious injury, we will notify the Commission d’accès à l’information du Québec, the Office of the Privacy Commissioner of Canada and the people affected, as the law requires, and we keep a register of all incidents.

Your rights

You have the right to:

• access the personal information we hold about you and learn how it is used and to whom it was disclosed;
• have it corrected if it is inaccurate, incomplete or out of date;
• withdraw your consent, and ask us to delete your information (see Data Deletion);
• receive information you gave us in a structured, commonly used technological format;
• file a complaint.

Write to privacy@nextia-ai.com. We may ask you to confirm your identity first. We respond within 30 days, at no charge.

If you are not satisfied with our answer, you can contact the Commission d’accès à l’information du Québec or the Office of the Privacy Commissioner of Canada.

Minors

Our services are intended for adults and for businesses, and a Nextia Learning account is for people aged 16 and over. We do not knowingly collect personal information from anyone under 16. If you believe a minor has sent us information, contact the Privacy Officer and we will delete it.

Changes to this policy

We will post any change on this page and update the date at the top. If a change materially affects how we use information we already hold, we will tell the people concerned before it applies.

Contact

Privacy Officer, 14096096 Canada Inc. — privacy@nextia-ai.com. For anything else, info@nextia-ai.com.