This policy explains how Rendezvix collects, uses, discloses and protects personal information, and how to exercise your rights. It applies to this site and to the Rendezvix service.
1. Who is responsible for what
Exode Immigration Canada (“we”) publishes and operates Rendezvix, an online appointment booking service. Two situations arise:
- You have a Rendezvix account (you are an “account holder”): we are responsible for your account information.
- You book an appointment with an account holder (you are a “client”): the account holder is the organization that decides why your information is collected and how it is used. We act on its behalf to make the booking page work. For any request concerning your appointment (access, correction, deletion), contact the account holder first; we will help it respond, and you may also write to us.
2. The information we collect
Account holders: display name, email, password (protected by an irreversible method (hashing), never stored in plain text), time zone, booking page settings, appointment types, availability, custom domains, API keys and webhook addresses, and, if you accept payments, your account’s Stripe key, and if you connect video conferencing, your Zoom, Google, Twilio, Africa’s Talking or webinar tool credentials (kept in protected form).
Clients: name, email, phone (if requested), answers to the questions asked by the account holder, time zone, appointment date and time, appointment and payment status, and, if you tick the box, your consent to receive news from the account holder.
Group sessions and webinars: when you register for a session, we collect your name, email, time zone and your answers to the account holder’s questions. The meeting link is sent to you only if your registration is confirmed. Depending on the account holder’s choice, your name and email may be passed to Zoom, Google or their webinar tool to create a personal link for you.
Payment: when an appointment or session is paid, you are redirected to the secure payment page of the provider chosen by the account holder (Stripe, PayPal, Flutterwave, Paystack or CinetPay). Rendezvix neither receives nor stores your card number; we keep only the amount, the payment status and transaction identifiers.
Technical information: IP address and time during sign-in, registration and booking attempts, to limit abuse. These entries are deleted after about one hour.
3. Why we use it
- to create and secure your account, authenticate you and prevent abuse (limiting sign-in attempts);
- to run the service: publish your booking pages, calculate availability, record, confirm, remind, reschedule or cancel appointments, and collect payment when the account holder of the page has requested it;
- to send you the emails needed for the service (confirmations, password reset, important notices);
- to meet our legal obligations and protect our rights.
We do not use your information to sell it, nor to profile you for advertising purposes.
4. Your consent
We collect your information with your consent, or where the law allows it in order to provide the service you request. Consent to receive promotional communications is always separate, optional and can be withdrawn at any time (through the unsubscribe link or by writing to us).
5. Cookies and similar technologies
| Name | Purpose | Duration |
|---|---|---|
rendezvix | Session cookie: keeps you signed in to your account and protects forms. Necessary. | Until the browser is closed |
rv_tz | Remembers your time zone so times are displayed correctly. Contains no personal information. | 1 year |
rv_src | Remembers the source of a link (utm_source or src parameter) to tell the account holder where a booking came from. Contains no personal information. | 60 days |
Rendezvix does not use advertising cookies for its own purposes and embeds no tracking pixels of its own. An account holder may, however, enable Google Analytics or Meta Pixel on their public pages; these tools load only after the visitor accepts in the consent banner, and the account holder is responsible for them. You can delete these cookies in your browser; some features (sign-in, display of the correct time zone) may then stop working properly.
6. Who we share information with
We do not sell your information. We disclose it only:
- to the account holder with whom you book an appointment;
- to Stripe, PayPal, Flutterwave, Paystack or CinetPay, to process a payment, when the account holder uses one of these options (your name, email, amount and description are passed to them);
- to Twilio or Africa’s Talking, when the account holder uses them to send SMS reminders at your request (your phone number and the reminder message are passed to them);
- to Zoom, Google (Meet, Calendar) or the account holder’s webinar tool, when they have connected them to a session;
- to our technical providers (hosting, email delivery service) that process information on our behalf and that we choose for the safeguards they offer;
- to the tools the account holder has connected (for example Fluxia or Dossilia, or another system through a webhook or API), which then receive the appointment information: the account holder is responsible for them;
- to authorities, when the law requires it.
Signing in with Google or Facebook is described in section 7.
7. Sign in with Google or Facebook
You can create an account or sign in with Google or Facebook. When you do, that provider sends us, after your authorization, your email address, your name and, depending on the provider, your profile photo (as well as an identifier specific to the application).
We use this information only to sign you in: to recognize your account, create it or link it to your email address, and secure your session. We do not use it for any other purpose: no advertising, no profiling, no resale and no disclosure to third parties. We have no access to your contacts, your posts or your emails, and we post nothing on your behalf.
Google API Services User Data Policy (Limited Use). Rendezvix’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Google Calendar (optional, separate authorization). If, as an account holder, you choose to connect Google Calendar, we ask for a separate authorization (calendar events). We use it only to add your confirmed appointments to the calendar you chose (created, rescheduled, deleted) and to remove from the proposed slots the times already busy in that calendar. We do not use this data for advertising, do not sell it, do not use it to train artificial intelligence models and do not allow people to read it, except with your consent for support, to protect security or to comply with the law. You can disconnect it at any time in Rendezvix or in your Google account.
You can unlink your Google or Facebook account at any time in your settings, and withdraw the access granted to Rendezvix from your Google account or in the Facebook settings (“Apps and Websites”). To have your data deleted, see the data deletion instructions. Each provider applies its own privacy policy.
8. Hosting and transfers outside Québec
We choose providers that offer adequate safeguards; the hosting location is specified on request: write to confidentialite@rendezvix.com. Some providers mentioned above (in particular payment, email, Google or Facebook sign-in, SMS and video conferencing services) may process information outside Québec, including outside Canada. In that case, the information may be subject to the laws of those jurisdictions. We disclose information outside Québec only when necessary for the service, taking into account the sensitivity of the information and the protections offered.
9. Retention
Two-step deletion: a closure request is followed by a 30-day grace period, then permanent erasure. A professional can export their data (ZIP) beforehand. Some client files may have to be kept for a period chosen by the professional according to the rules of their profession (5 years to start with, adjustable; to be confirmed with their professional body): they are then kept read-only and destroyed automatically at the end date. A client can ask the professional for a copy or erasure of their data (the professional’s “My data” page); the professional replies in writing within 30 days. The audit log is anonymised after 3 years.
Account information is kept as long as the account is active. On request, we delete the account and its data, except what we must keep to comply with the law (for example, documents related to payments). Client information is kept as long as the account holder keeps it in their account; they can delete it at any time. Backup copies are overwritten in their normal cycle. Step-by-step instructions are on the data deletion page.
10. Security
We protect your information with reasonable measures: secure connection (HTTPS), passwords protected by an irreversible method (hashing), protected storage of payment keys and integration secrets, protection against form forgery, limits on sign-in attempts, restricted access to data. No system is infallible; if you suspect a problem, write to us.
11. Privacy incidents
If a privacy incident presents a risk of serious harm, we will promptly notify the Commission d’accès à l’information and the people concerned, and take reasonable measures to reduce the risk. Where an incident affects information for which an account holder is responsible, we inform that account holder so that it can meet its own obligations. To report an incident, write to confidentialite@rendezvix.com.
12. Your rights
Under the Act respecting the protection of personal information in the private sector (Québec, as amended by Law 25) and the Personal Information Protection and Electronic Documents Act (federal), you may, subject to the exceptions provided by law:
- find out whether we hold information about you and access it;
- have inaccurate, incomplete or equivocal information corrected;
- withdraw your consent to the use or disclosure of your information;
- request the deletion of your information, or that its dissemination cease (see the data deletion instructions);
- request that your computerized information be given to you in a structured, commonly used technological format (portability);
- file a complaint with the Commission d’accès à l’information du Québec (cai.gouv.qc.ca) or the Office of the Privacy Commissioner of Canada.
To exercise these rights, write to us at the address given in the “Contact us” section. We reply within 30 days. We may ask you to confirm your identity.
13. Minors
Rendezvix is intended for people aged 18 and over, or for professionals and organizations. We do not knowingly collect information about children under 14 without the consent of their parent or guardian.
14. Changes to this policy
We may update this policy. The date of the last update appears at the top of the page; in the event of a significant change, we will let you know through a notice in the service or by email.
15. Contact us
Person responsible for the protection of personal information: Agnes Takoukam, Exode Immigration Canada.
Email: confidentialite@rendezvix.com
Address: Terrebonne (Québec) J7M 2H8
Contact page