Privacy Policy for Koobex

1. Introduction

1.1 Koobex's Commitment

At Koobex, we understand the importance of privacy, and we are committed to protecting the personal data of our users. This privacy policy aims to inform you about our practices regarding the collection, use, and sharing of your information when you use our online appointment application.

1.2 Policy Application

This policy applies to all personal data that you provide to us or that we collect automatically when you use our services.

1.3 Acceptance of Terms

By using our services, you agree to the practices described in this privacy policy. If you do not agree with this policy, please do not use our services.

1.4 Modifications and Updates

We reserve the right to modify this policy at any time. As stated in section 9, we will inform you of any significant changes. Your continued use of the services after these modifications constitutes your acceptance of the new terms.

1.5 Questions and Contact

If you have any questions about this policy or if you wish to exercise your data protection rights, please contact our Data Protection Officer (DPO) or our user support team, as indicated in section 8.

2. Types of Data Collected by Koobex

2.1 Data Provided by Users

When using our online appointment application, you may provide us with personal data such as:

  • Full name and gender.
  • Contact information (email, phone number).
  • Personal address.
  • Photos and profile information.

2.2 Automatically Collected Data

When you use our service, we automatically collect certain information, including:

  • Log and usage data, which may include IP address, visited pages, clicks, app actions, device types, and operating systems.
  • Cookies and similar tracking technologies to enhance your user experience and for targeted advertising.
  • Real-time location data if you grant us permission to collect it.

2.3 Sensitive Data

Our service providers, particularly in the healthcare sector, may collect sensitive data related to your health. Koobex, as a platform, does not directly collect this data but facilitates its processing by service providers. It is crucial that you give explicit consent for the sharing of this information. Our privacy policy reflects this practice, ensuring secure and compliant handling of health data by our affiliated service providers.

2.4 Information Changes

If your personal information changes or if you wish to update or correct the data we hold about you, you can do so at any time through your account settings.

2.5 Transparency and Consent

Koobex is committed to transparency in data collection. We will provide clear information about the data collected and seek your consent when required by law.

2.6 Legal Basis for Processing

The processing of your personal data is based on various legal bases, including your consent, the necessity to enter into or perform a contract with you, our legal obligations, and our legitimate interests, such as improving our services and preventing fraud.

3. Use of Collected Data

3.1 Purposes of Collection

Koobex uses the collected personal data for the following purposes:

  • To facilitate the creation of your account and the process of matching you with appropriate service providers.
  • To enable you to communicate and interact with other users of the application.
  • To personalize and improve your user experience.
  • To analyze the use of the application and make continuous improvements to our services.
  • To manage financial transactions related to the application's paid services.
  • To send marketing communications, with your consent, about promotions or services that may interest you.
  • To ensure the security of the application, prevent fraud, and enforce our terms and conditions of use.

 3.2 Profiling and Automated Decisions
 We may use profiling technologies to provide a more personalized service, including for recommendations of potential partners. You will be informed of such practices and will have the right to intervene or request a human review if decisions are made automatically.

 3.3 Marketing and Advertising
 With your consent, Koobex may use your data to target you with personalized advertisements on and off our application. You can withdraw your consent at any time by adjusting your preferences in the application settings or via the unsubscribe link provided in our communications.

 3.4 Sharing with Third Parties
 We share your personal data with third parties only in accordance with the terms defined in our privacy policy and in compliance with applicable legislation. For more details on data sharing, please refer to section 5.

 3.5 Data Retention
 Koobex retains your personal data for as long as necessary for the purposes for which it was collected, as described in this policy, or as long as the law requires.

 3.6 Your Rights
 In accordance with current legislation, you have the right to access, rectify, or delete your personal data, as well as other rights, such as opposition and limitation of processing. To exercise these rights, please refer to section 7.

4. Security Measures to Protect User Data

4.1 Data Security at Koobex
Koobex takes the security of your personal data very seriously. We have implemented robust technical and organizational measures to protect your data from unauthorized access, alteration, disclosure, or destruction. 

 4.2 Technical Measures
 Our technical security measures include:

  • Encryption of data in transit and at rest.
  • Use of firewalls and intrusion detection systems.
  • Secure access to data centers.
  • Regular penetration testing and security audits to identify and correct vulnerabilities.

 4.3 Organizational Measures
 On an organizational level, we ensure:

  • A regularly updated information security policy communicated to all staff.
  • Regular training for our employees on data protection and security protocols.
  • Strict access management with permissions based on the principle of least privilege.

 4.4 Incident Management
 In the event of a data breach, we have incident response procedures in place to act quickly and minimize damage. This includes notifying users and regulatory authorities in accordance with legal obligations.

 4.5 Engagement of Subcontractors
 We require our subcontractors and partners to adhere to security standards equivalent to those of Koobex and to process personal data in accordance with our guidelines and applicable legislation.

 4.6 Regular Evaluations
 Koobex is committed to regularly evaluating and re-evaluating its security policies and measures to adapt to changing threats and ensure the protection of user data.

 4.7 Communication with Users
 We will communicate with our users in the event of significant changes in our security measures and provide advice on how to protect their personal data, online and offline.

5. Users Rights

As a user of Koobex, you have specific rights regarding your personal data. In accordance with the GDPR and other data protection laws, the following rights are granted to you:

 5.1 Right of Access
 You have the right to request a copy of the personal data we hold about you, as well as information about how these data are processed.

 5.2 Right to Rectification
 If you identify that certain data we hold are inaccurate or incomplete, you can request us to correct or complete them.

 5.3 Right to Erasure ("Right to be Forgotten")
 You can request the erasure of your personal data in certain circumstances, such as when the data are no longer necessary for the purposes for which they were collected, or when you withdraw your consent on which the processing is based.

 5.4 Right to Restriction of Processing
 In certain situations, you have the right to request the restriction of the processing of your personal data, for example, when the accuracy of the data is contested, or when the processing is unlawful.

 5.5 Right to Data Portability
 You can request to receive your personal data in a structured, commonly used, and machine-readable format, and you have the right to transmit those data to another controller without hindrance from us.

 5.6 Right to Object
 You have the right to object, at any time for reasons related to your particular situation, to the processing of your personal data based on the legitimate interest of Koobex or a third party. We must cease processing unless we demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or for the establishment, exercise, or defense of legal claims.

 5.7 Rights Related to Automated Decision-Making and Profiling
 You have the right not to be subject to a decision based solely on automated processing, including profiling, if the decision produces legal effects concerning you or similarly significantly affects you.

 5.8 How to Exercise Your Rights?
 To exercise any of the rights mentioned above, please contact us using the details provided in the section [Contact details of the data protection officer or user support for privacy questions]. We may ask you to provide proof of identity to process your request.
We will respond to your request within one month by providing the requested information or explaining the reason for our inability to comply with your request. In some cases, this period may be extended by two months depending on the complexity and number of requests.

 5.9 Complaints
 If you believe that the processing of your personal data violates data protection regulations, you have the right to lodge a complaint with the competent data protection authority.

6. Sharing Data with Third Parties

Koobex is committed to protecting the confidentiality of your personal data. This section explains the circumstances and reasons why we might share your data with third parties.

 6.1 Data Sharing for Service Provision
 To provide you with appointments on the platform, we may share your data with service providers acting as processors who provide essential elements of our service, such as:

  • Data hosting and infrastructure services.
  • Payment services to process financial transactions.
  • Customer support services.

These partners are contractually obligated to respect the confidentiality of your information and to use it exclusively for the services they provide to Koobex.

 6.2 Data Sharing with Consent
 We will not share your personal data with companies, organizations, or individuals outside of Koobex without your consent. For processing requiring explicit consent, such as for direct marketing or sharing data with third parties not essential to the provision of our services, we will provide you with clear information and the opportunity to choose.

 6.3 Data Sharing for Legal Obligations and Protection of Rights
 We may need to disclose your personal information if required by law, for example, by a court order or to respond to other government requirements. Similarly, we may share your data if necessary to:

Detect, prevent, and manage fraud, abuse, security risks, or technical issues.

Protect the rights, property, or safety of Koobex, our users, or the public, as required or permitted by law.

 6.4 Data Sharing in Business Transactions
 If Koobex is involved in a merger, acquisition, or sale of assets, we will continue to ensure the confidentiality of your personal data and inform affected users before the personal data are transferred or subjected to a different privacy policy.

 6.5 International Data Transfers
 Your data may be transferred and processed in one or more countries outside the country where you reside. When we transfer your data to third parties in other jurisdictions, we ensure that the transfers are conducted in accordance with applicable data protection laws and that appropriate safeguards are in place.

 6.6 How We Select Our Third-Party Partners
 Koobex selects partners who demonstrate a strong commitment to data protection and who have implemented adequate security measures to protect your information. Before engaging in a partnership, we evaluate the third party's privacy practices and require strict contractual agreements that oblige our partners to adhere to data protection levels consistent with our policy and applicable laws.

 6.7 Your Choices and Controls
 You have the right at any time to refuse the sharing of your data with third parties for specific purposes. To exercise this right, please contact us using the details provided in the section [Contact details of the data protection officer or user support for privacy questions].

7. Modification or Deletion of User Data

At Koobex, we understand the importance of allowing you to maintain control over your personal data. This section details the procedures for modifying or deleting your personal information.

 7.1 Modifying Your Account Information
You can access your account at any time to update or correct your personal data. We encourage users to regularly check their data to ensure it is accurate and up-to-date.

 7.2 Account Deletion Request
If you wish to stop using our services and want your account to be deleted, you can make this request. Once we receive your request, we will proceed to delete your account and associated personal data within a reasonable timeframe, unless the law requires us to retain certain data.

 7.3 Data Retention
Data associated with your account will be retained as long as your account is active or as long as necessary to provide you with the services. If you choose to delete your account or request that we delete your information, we will remove your personal data from our active systems. However, copies of your information may remain in backup archives for legal, tax, or regulatory reasons.

 7.4 Restrictions on Data Deletion
 In certain circumstances, we may not be able to fully delete your data. These situations include:

  • When there is an unresolved transaction or ongoing dispute.
  • When we are required to retain the data for our legal, tax, or accounting obligations.
  • When the data is necessary for the detection or prevention of fraud.

 7.5 How to Proceed?
 To modify or delete your personal data, or for the deletion of your account, please contact us via [email protected]. We may ask you to verify your identity before processing your request.

 7.6 Notifications in Case of Data Breach
 In the unlikely event of a data breach affecting your personal information, we will inform you and the appropriate regulatory authorities, in accordance with our legal obligations, within the timeframes prescribed by law.

 7.7 Children's Privacy
Koobex does not knowingly collect personal data from children under the age of 13. If you are a parent or guardian and believe that your child has provided us with their personal information, please contact us, and we will take steps to remove such information from our systems.

8. Data Protection Offcier Contact Details and User Support 

 Koobex recognizes the importance of protecting your personal data and is committed to addressing all privacy concerns with the utmost seriousness.

 8.1 Data Protection Officer (DPO)
 We have appointed a Data Protection Officer (DPO) to ensure that our privacy practices remain transparent and to ensure compliance with data protection laws. Our DPO acts as the primary point of contact for supervisory authorities and for users concerning all matters related to the protection of personal data.
To contact our DPO, use the following details:

  • Email: [email protected]
  • Phone: +1 (438) 700-7701
  • Postal Address: G101-360 Saint-Jacques Street, Montreal, QC, Canada, H2Y 1P5.

 8.2 User Support
 For all general questions related to your account, the use of your personal data, or if you have concerns about your privacy and Koobex, our user support team is available to assist you.
To contact user support, please write to:

 8.3 Exercising Your Rights
 Our DPO and support team are also at your disposal to facilitate the exercise of your data protection rights. If you wish to access, rectify, transfer, or delete your personal data, or if you have specific questions about how we process your data, please contact the DPO or user support.

 8.4 Koobex's Commitments
 Koobex is committed to responding promptly and effectively to all inquiries or complaints regarding the management of your personal data. We promise to treat your questions with the attention they deserve and to provide responses within the legal deadlines.

 8.5 Training and Awareness
 We ensure ongoing training of our staff in matters of personal data protection and privacy to guarantee competent and compliant handling of all privacy-related issues.

9. Changes to this Privacy Policy

 9.1 Updates and Changes
 Koobex reserves the right to modify this privacy policy at any time to reflect changes in our data processing practices, to remain compliant with legal and regulatory developments, or to adjust our procedures based on user feedback and technological changes.

 9.2 Notification to Users
 When significant changes are made to this policy, we will proactively inform you before these changes take effect. This may include direct notification to users through usual communication means such as email, in-app notifications, or an announcement on our website.

 9.3 Access to the Revised Policy
 The revised privacy policy will be published on our website with a clear indication of the last update date. We encourage you to regularly review our policy to be informed of how Koobex protects your information.

 9.4 Continuous Consent
 By continuing to use our services after these modifications, you agree and consent to be bound by the revised privacy policy. If you do not agree with the modified terms, you should stop using our services and may contact us to close your account.

 9.5 Version History
 We will maintain a history of previous versions of our privacy policy so that you can review them. These documents will be available upon request from our Data Protection Officer or user support.

 9.6 Your Feedback
 Koobex values your opinions. If you have comments or questions regarding our privacy policy or the changes made, please contact our DPO or user support.

10. Contact and Complaints 

 10.1 Contact Koobex
 For any questions, comments, or concerns regarding this privacy policy or Koobex's data processing practices, please contact our Data Protection Officer (DPO) or our user support team using the contact details provided in section 8 of this policy.

 10.2 Exercising Your Rights
 If you wish to exercise any of your rights as a user, as detailed in section 5 of this policy, our DPO is available to assist you in the process.

 10.3 Complaints
 If you have reasons to believe that the processing of your personal data has not been carried out in compliance with applicable legislation, you have the right to lodge a complaint with the competent supervisory authority. For Canada, this is the Office of the Privacy Commissioner of Canada (OPC). Users outside of Canada should contact the data protection authority in their respective country.

 10.4 Contact Details of the OPC
 For users in Canada, here's how to contact the OPC:

  • By phone: 1-800-282-1376
  • By email: [email protected]
  • By mail: 30 Victoria Street, Gatineau, Quebec, K1A 1H3

 10.5 Mediation and Dispute Resolution
 Koobex is committed to resolving any complaints regarding our collection or use of your personal information. Users in the European Union may approach their local supervisory authority or our representative in the EU for mediation matters.

 10.6 Koobex's Commitment
 Koobex is dedicated to responding promptly to any questions or complaints regarding privacy and data protection. We strive to handle all communications with the utmost care and in the timeliest manner possible.