Privacy Policy

This Privacy Policy explains how Operiko collects, uses, stores, and protects personal information across:

• OperikoZEN
• OperikoInsure
• OperikoChart

Operiko complies with Quebec’s Act Respecting the Protection of Personal Information in the Private Sector (Law 25) and PIPEDA, to the extent applicable to our operations. This Policy applies only to business users. Consumers booking appointments through ZEN interact with the business using ZEN, not Operiko.

Operiko has appointed a Privacy Officer responsible for privacy inquiries. Privacy Officer privacy@operiko.com Montreal, Quebec

3.1 Account Information

• Name
• Email
• Password
• Billing information (if applicable)

3.2 OperikoZEN Customer Data

ZEN stores:

• customer name (real or alias);
• email;
• phone number;
• booking details.

Stored securely in Canada.

3.3 OperikoInsure & OperikoChart

Operiko does not store:

• insurance client data;
• medical records;
• clinical notes;
• sensitive personal information.

All such data remains fully under your control. Operiko processes such data only temporarily in memory to generate outputs.

For businesses using OperikoZEN, Operiko processes personal information belonging to the business’s customers solely on behalf of the business and according to the business’s instructions. Operiko:

• processes data only to provide the Service;
• does not use customer data for its own purposes;
• applies reasonable security measures;
• deletes data upon account termination or upon request from the business;
• notifies the business of privacy incidents when required.

4.1 Infrastructure Providers

Operiko does not share OperikoZEN customer booking data with AI vendors or any external processors beyond the infrastructure providers necessary to operate the Service. Customer booking data (name, email, phone, and appointment details) is stored and processed within Operiko’s hosting environment located in Canada, using a Canadian-region Oracle Cloud infrastructure provider.

Operiko may offer optional AI features.

5.1 Operiko’s Commitments

• We do not use your data to train our models;
• we do not sell your data;
• we do not retain regulated data processed by AI.

5.2 Third-Party AI Vendors

AI features may send data to external AI providers. These providers may:

• temporarily retain data;
• process data outside Quebec;
• apply their own retention or training policies.

Operiko cannot guarantee third-party practices. You must review the privacy policies of any AI vendor used within the Service.

5.3 Additional Consent for Regulated Data

AI processing of regulated data (insurance or medical information) requires explicit opt-in.

Operiko may use cookies for:

• session management;
• user experience;
• analytics (if enabled in the future).

Non-essential cookies require opt-in under Quebec Law 25.

Operiko may integrate third-party services in the future, such as:

• analytics tools;
• email delivery tools;
• payment processors.

We will update this Policy when such tools are added.

We use data to:

• provide and maintain the Services;
• process subscriptions;
• improve product functionality;
• communicate updates;
• ensure security.

We do not:

• sell your data;
• share your data with advertisers;
• use your data for unrelated purposes.

• ZEN customer data is stored in Canada.
• Insure & Chart data is not stored.
• Usage data may be retained for analytics and security.
• Account data is retained while your subscription is active.

You may request deletion at any time.

If personal data is transferred outside Quebec (e.g., through third-party AI vendors), Operiko evaluates the transfer in accordance with Law 25 requirements.

If a privacy incident presents a risk of serious harm:

• Operiko will notify the business using the Service;
• Operiko will notify the Commission d’accès à l’information (CAI) when required;
• Operiko will document the incident internally.

You may:

• access your data;
• correct inaccurate data;
• request deletion;
• request data portability;
• withdraw consent;
• request information about our data practices.

Contact us to exercise these rights.

Operiko does not knowingly collect data from individuals under 13.

We may update this Policy from time to time. Changes become effective upon posting.

Operiko provides its Terms of Service and Privacy Policy in both English and French. Business users may choose the language version they prefer. Both language versions have equal legal force. If any clarification is required regarding interpretation, the parties agree to resolve it based on the chosen language version at the time of acceptance.