Privacy Policy
Last updated: November 1, 2026
1. Who is responsible
Solutions BatiCore Inc. ("BatiCore"), Saint-Basile-le-Grand, Quebec, Canada, is responsible for the personal information of its own clients: the people who open and use an account. For the information our clients enter in BatiCore about their own clients, employees and subcontractors, the client business is responsible; BatiCore processes it on the client's behalf (see section 4). Person in charge of the protection of personal information: Cliford Saint-Natus, founder — privacy@baticore.ca
2. Information collected
BatiCore collects the following information:
- Account data: name, email address, password (bcrypt-hashed), RBQ licence number
- Company data: legal name, address, GST/QST numbers, NEQ
- Client data: contact details (name, email, phone, address, city)
- Quote data: work descriptions, amounts, electronic signatures (SHA-256 fingerprints of the document and of the signature, drawn trace, IP address, browser, date and time)
- CCQ / site data: workers' CCQ numbers, regular and overtime hours, daily reports; when clocking in on the phone, the distance between the device and the site, or only the fact of being more than 350 m away — the device's position is used for this calculation and is not kept; no position for an employee who refused geolocation, nor for hours entered by someone else
- CNESST data: incident reports (near-misses, accidents — including photos and description of corrective actions)
- HR data: name, employee number, role, contact information (address, phone numbers, email), photo, date of birth, hire and departure dates, emergency contacts, medical conditions and emergency instructions (optional, visible only to authorized roles), timesheets and absences, file notes, payroll calculations, wage garnishment notices received by the employer; SIN and banking information (direct deposit) — encrypted, masked on screen and restricted to the Owner, Administrator and Finance roles
- Subcontractor data: business name, contact person, contact information, RBQ licence, NEQ and business numbers; the SIN of a self-employed worker, entered by the contractor for the T5018 slip (encrypted); contracts, bids, invoices, payments, holdbacks and releases; documents uploaded to the subcontractor space (see section 5)
- Portal links: personal links sent to clients, subcontractors and employees ("Your details" form); the email address each was sent to and, depending on the portal, the date of the last visit
- Website visitor data: name, email and — if provided — company and phone number sent through the contact form, to answer the request
- Technical data: IP addresses, access and audit logs, browser (User-Agent)
3. Purposes of processing
- Providing the BatiCore service (quote, site and compliance management)
- Billing and subscription management (via Stripe)
- Sending transactional communications (via Resend)
- Service improvement and fraud prevention
- Compliance with Quebec legal obligations (Law 25, RBQ, CNESST)
4. Ownership of your data and BatiCore's role
You remain the owner of all data that you and your teams upload to BatiCore (clients, quotes, job sites, documents). BatiCore claims no ownership of your business data or of content about your clients.
For the information you enter about your clients, employees and subcontractors — and for what your subcontractors upload to their space — you are responsible, and BatiCore acts as your agent (mandataire) under a service contract: we process it only to provide the service, on your instructions, never for our own purposes. Our commitments are set out in Schedule A of our Terms of Use.
- We never sell, rent or trade your personal information to third parties.
- We do not use your business data or your clients' data for advertising or marketing profiling.
- What we send to the AI (Anthropic) is limited to the feature you use (see section 6). Anthropic does not use it to train its models.
- You can export your data (portability) and close your account at any time; your personal information is then anonymized 30 days after the end of the subscription.
5. If you are one of our clients' subcontractors
A contractor who uses BatiCore can open a personal space for you, reached through a link, to answer their requests for prices and send them your documents. Here is what happens there.
- Who is responsible: the contractor who invited you. BatiCore provides the software and hosts your information in Quebec on the contractor's behalf; we use it for no other purpose.
- What is collected: your bids and their details, your acknowledgements of addenda, your CNESST certificate of compliance, your insurance certificate, your RBQ licence number, your invoices and, where applicable, your signature on a release. For each upload, bid or acknowledgement: the date, time, IP address and browser, as proof. You are never asked for your social insurance number or banking information in this space.
- What for: reviewing your bid; checking, before paying you, that your certificates and insurance are up to date; receiving your invoices; obtaining your releases. Nothing else.
- Who has access: the people at the contractor's business who handle requests for prices, projects and payments. The other businesses consulted see neither your name nor your price.
- How long: your documents are kept for 6 years after the end of the year of the last payment the contractor made to you — the period for which Revenu Québec and the Canada Revenue Agency require supporting documents — then destroyed or anonymized, except those for which the contractor has turned on retention for a dispute. If you do not visit for 90 days, your link expires.
- Your rights: contact the contractor who invited you to access, correct or remove your information. You can also write to us: we will forward your request to them.
- Terms: use of the space is governed by Schedule B of our Terms of Use, which you accept on your first visit.
6. Service providers and transfers
BatiCore's hosting — application, API, database and files — is provided by OVHcloud in its Beauharnois data centre, in Quebec: your data is stored in Quebec and is not transferred outside Quebec for hosting. A daily backup copy, encrypted before upload, is kept in Montréal (Amazon Web Services, ca-central-1 region). Some information is nevertheless sent to service providers located outside Quebec — mostly in the United States, and in Germany for geocoding (see the table below), in accordance with Article 17 of Law 25. A privacy impact assessment (PIA) is underway or completed for these transfers to ensure an adequate level of protection. Each provider is contractually bound by confidentiality obligations: it may use your information only to provide the service to BatiCore, never for its own purposes or marketing. A separate case: if you connect your QuickBooks Online account, Intuit receives your accounting records as YOUR provider, under your agreement with it. You trigger this sending, and you can stop it at any time (Settings → Integrations). The same goes for online payment of your invoices, if you turn it on: your clients pay into YOUR own Stripe account, and the money is paid to you directly — BatiCore never receives or holds it.
| Third party | Country | Purpose | Data transmitted |
|---|---|---|---|
| Stripe | USA | Payments and billing | Email, company name |
| Stripe (the contractor’s account) — only if online invoice payment is turned on | USA | Online payment of an invoice by the contractor’s client, paid directly into the contractor’s Stripe account | For each payment: the client’s name and email, the invoice number and amount; the card or bank account is entered directly with Stripe, never with BatiCore |
| Resend | USA | Sending transactional emails | Email, name |
| Anthropic (Claude) | USA | AI features: estimate generation, Copilot, reading plans and receipts | Depending on the feature: an estimate description, the question asked to the Copilot, the excerpt of a daily report that you review before sending it (work done, materials, weather, hours) or the text of a plan, in which emails, phone numbers, SINs, addresses and postal codes are masked automatically before sending (a name may get through); a receipt photo, as is. Anthropic deletes them within 30 days and does not use them to train its models. |
| Geoapify | EU (Germany) | Address autocomplete and geocoding | Typed addresses (relayed by our server, no user identifier) |
| Sentry | USA | Technical error reports (service monitoring) | Technical logs scrubbed before sending: no token, email, SIN or request body |
| QuickBooks Online (Intuit) — only if you connect it | USA | Sending your accounting records to YOUR own books, at your request | Billed customers (name, email, billing address), invoices and credit notes (number, dates, lines, amounts), payments (date, amount, method) |
| Google or Microsoft — only if you sign in with them | USA | Signing in to your account | They send us your name and email; they know you sign in to BatiCore |
| Your browser's notification service (Google, Apple, Mozilla or Microsoft) — only if you turn on notifications | Depends on the browser (mostly USA) | Delivering notifications to your device | A technical address specific to the device; the content of the notification is encrypted and the service cannot read it |
7. Data retention
- Account and business data: for the duration of the subscription. When the account is closed, personal information is anonymized 30 days after the end of the subscription; the amounts of accounting records (invoices, payroll) remain, without names or contact information.
- Signed estimates and signature evidence: kept as long as the account exists; when it is closed, what identifies the signer is erased with the rest.
- Your employees' payroll records: 6 years after the end of the tax year they relate to (the employer's tax obligation), then automatically anonymized, unless the record is flagged 'under review'. Bank details of a departed employee: deleted 12 months after their last pay, unless the record is flagged 'under review'.
- CCQ data (attendance, hours): kept with the payroll records (6 years after the end of the tax year).
- Subcontractors' documents: 6 years after the end of the year of the last payment made to the subcontractor, then destroyed or anonymized, except those for which the contractor has turned on retention for a dispute (see section 5).
- CNESST incident reports: 5 years
- Content sent to the AI (Anthropic): deleted by Anthropic within 30 days, except for a legal obligation or an investigation into misuse.
- Portal links: deleted after they expire or are revoked, at the end of the period set by the business (90 days by default, from 7 to 365 days).
- Technical access logs: 12 months; audit log of sensitive actions: retained with the related data (up to 7 years for operations with tax or legal scope)
8. Your rights (Law 25)
In accordance with the Act to modernize legislative provisions respecting the protection of personal information (Law 25), you have the following rights:
- Right to access your personal information
- Right to rectification
- Right to erasure (by closing your account in Settings → Plan & billing, or on request to privacy@; the account's personal information anonymized 30 days after the end of the subscription). This right may be limited by other legal retention obligations — notably tax and payroll supporting records, as well as contracts and electronic signatures kept as legal evidence.
- Right to portability of your information (full self-service export: Settings → Plan & billing, or on request)
- Right to withdraw your consent at any time
To exercise your rights: privacy@baticore.ca
9. Security
- TLS encryption in transit (HTTPS)
- Passwords hashed with bcrypt (cost 12)
- MFA secrets encrypted with AES-256
- JWT tokens stored in httpOnly + SameSite=Strict cookies (not accessible via JavaScript)
- Multi-tenant RBAC access control with 7 roles (OWNER, ADMIN, MANAGER_COMMERCIAL, FINANCE, ESTIMATEUR, CHEF_CHANTIER, OUVRIER) and tenantId isolation
- Electronic signatures: double SHA-256 fingerprint (the document and the signature)
- OWASP security headers via Helmet (CSP, HSTS, X-Frame-Options)
- Audit logs for all sensitive actions
- Daily backups encrypted (AES-256) before upload, kept off-site in Montréal
10. Privacy incident notification
If a confidentiality incident (unauthorized access, use or disclosure, loss or any other breach of the protection of personal information) affects information BatiCore is responsible for — that of its own clients — BatiCore takes reasonable measures to reduce the risk, records it in its register of incidents and, if there is a risk of serious injury, promptly notifies the Commission d'accès à l'information and the persons concerned. If it affects the information you entrust to us about your clients, employees or subcontractors, BatiCore notifies you without delay, at your account's main email address, and gives you what you need to assess the risk, keep your own register and, where applicable, notify the Commission and the persons concerned. You agree to notify us without delay if you suspect your credentials or device have been compromised.
11. Staff access to your data
Your data is isolated per tenant (tenantId). BatiCore staff have no routine access to the content of your account.
- Administrative access is limited to what is necessary: support and troubleshooting at your request, maintenance, security investigation or legal obligation.
- Where feasible, we request your permission before accessing your workspace for support purposes.
- All administrative access and every sensitive action are logged (tamper-evident audit trail).
- An internal dashboard of aggregated business metrics is reserved for the founder and exposes no personal information about your clients.
- We never modify your data unless necessary (requested support or an incident), and always with logging.
12. Disclosure required by law
BatiCore may be required to disclose personal information to a government or judicial authority upon receipt of a valid legal request (court order, warrant, subpoena). Where this occurs, we limit ourselves to the information strictly required and, where the law permits, we inform you.
13. Client responsibilities
As the controller of the data you upload, you agree to:
- Have the right to collect and upload the information of your clients, workers and subcontractors, inform them that this information is entrusted to a service provider, and obtain the required consents.
- Social Insurance Number (SIN): it is optional in BatiCore and used only to prepare the payroll documents that require it: pay stubs (construction collective agreements), tax slips (T4, Relevé 1) and record of employment. You collect it under your tax obligations as an employer; BatiCore keeps it encrypted, on your behalf.
- Employees' bank details: used only to prepare the direct deposit file, for employees whose consent you have recorded (date required). They are never shown in full again. BatiCore pays nothing: you upload the file to your bank yourself.
- If you show plans or documents to your subcontractors: inform your clients, in your estimate or contract, that their contact information and the address of the work may be disclosed to the subcontractors who carry out the work, and provide in your subcontracts that they protect this information and use it only for that work.
- Manage your users' access and their roles (permissions) within your account.
- Use BatiCore in accordance with applicable laws and our terms of use.
- Not upload any sensitive information that is not necessary for your use of the platform.
15. Automated decisions
BatiCore uses algorithms that may have an impact on you. None of these analyses produces a legal effect through exclusively automated processing: they are calculation proposals that require human validation by the account administrator before any official processing.
- AI quote generation (Claude / Anthropic) — suggestive only, you retain final control
- CRM score and Copilot alerts — no contractual impact, informational only
- Project health score — monitoring indicator, human decision required
- CCQ hours and payroll calculation — INDICATIVE calculation based on CCQ rules: BatiCore prepares payroll, it does not process it. Human validation by the administrator is required before any payment or official filing.
To contest an automated calculation: privacy@baticore.ca
16. Communications, minors and miscellaneous
- Communications: BatiCore sends only transactional emails (account, quotes, notifications). No marketing newsletter without your consent — you can unsubscribe at any time.
- Minors: the platform is intended for professionals; we do not knowingly collect information about minors.
- Internet limits: despite our measures, no transmission over the Internet is 100% secure; protect your credentials and your device.
- Changes: in the event of a significant change, we will update the date at the top of this page and notify you via an in-app notice or by email.
17. Complaint
If you believe your rights have not been respected, you may file a complaint with the Commission d'accès à l'information du Québec (CAI).
BatiCore · Saint-Basile-le-Grand, Quebec, Canada
This policy will be updated in case of significant change. The update date at the top of this page will be modified.