Privacy Policy

1. Information we collect

• Identity and contact information: last name, first name and email address.
• Content of your applications: project descriptions, artistic approach, budgets, financial information, answers to forms, exchanges with the writing assistant and documents you upload.
• Subscription: the plan chosen and the payment status. Your card numbers are processed by our payment processor and we never receive them.
• Preferences: your consent choices and, if you sign up, your subscription to the newsletter or the waiting list.
• Technical data: login information and aggregated visit statistics.

2. How we collect it

We collect this information directly from you when you create your account, fill out the forms on the platform, use the writing assistant, upload documents or subscribe to a plan.

Our site uses only the cookies needed for your login and for payment security. We do not use any advertising profiling technology.

If you import documents from Google Drive, you choose the files yourself in a Google window. Elodia has access only to those files and only to import them into your account, where they are handled like your other documents. The Google authorization stays in your browser for the duration of the import: we do not keep it. You can revoke it at any time in your Google account settings.

The use and transfer of information received from Google APIs comply with the Google API Services User Data Policy, including its Limited Use requirements. This information is never used to train artificial intelligence models, is never sold and is never used for advertising.

3. Why we use it

• To provide the service: manage your account, help you prepare your grant applications, produce reviews and export your applications.
• To manage your subscription and billing.
• To write to you about your account and, if you have consented, send you our newsletter.
• To ensure the security and proper operation of the platform.
• To meet our legal obligations.

We do not sell or rent your personal information.

4. Use of artificial intelligence

When you use the writing assistant or request a review, the content needed for the response (your question and the relevant excerpts from your application) is sent to our artificial intelligence provider, OpenAI, at the time of the request.

The documents you upload (submitted applications, documents for an application) are also sent to OpenAI so that the assistant can consult them: their text is used to create a search index; scanned pages (PDFs without text, photos) are read by a vision model to extract their text.

Under its terms of use, OpenAI does not use data received through its application programming interface (API) to train its models and may retain that data for a limited time to prevent abuse.

5. Who we share it with

• a cloud hosting provider, for the application, the database and your documents;
• an artificial intelligence provider (OpenAI);
• a payment processor (Stripe);
• an email tool (MailerLite): for all clients, service communications (account, subscription, notice before an account is deleted) and, only if you consent, the newsletter;
• an account email delivery service (Resend): invitations, email address confirmation and the link to choose or reset your password.

We use service providers that process your information on our behalf, solely for the purposes of the service:

6. Where your information is located

Your accounts, your applications and your documents are hosted in Quebec.

Some information may be processed outside Quebec by our providers, including in the United States: content sent to the artificial intelligence, payment data as well as your name and email address in our email tools.

7. Security and retention

We apply reasonable security measures to protect your information, including encryption of sensitive data, strict access control and a log of important operations (logins, document views, reviews, sharing, exports and consents).

We keep your information for as long as your account is active. An account without a paid subscription that has had no activity for 24 months (no login, no changes) is deleted along with all of its information and documents. We notify you by email 30 days beforehand: simply log in to keep your account, or export your applications before the date indicated.

You can request the deletion of your account from the Account page. Your information is deleted 30 days after your request: until then, you can cancel it by logging in. An email reminds you of the scheduled date. Your subscription does not renew and no refund is given.

When your account is deleted, 30 days after your request or after 24 months of inactivity, we delete your information and the encryption keys that protect it. Backup copies of our systems are kept for no more than 7 days and are then replaced.

8. Your rights

• Access the information we hold about you and obtain a copy of it.
• Have inaccurate or incomplete information corrected.
• Withdraw your consent at any time, from the Account page.
• Delete your account and your information, from the Account page (deletion 30 days after the request).

To exercise these rights, write to our person in charge (section 9). We respond within 30 days.

If you are not satisfied with our response, you may file a complaint with the Commission d’accès à l’information du Québec.

9. Person in charge of the protection of personal information

For any question about this policy, to exercise your rights or to report a confidentiality incident, contact our person in charge:

10. Changes

We may amend this policy. The date of the last update appears at the top of the page. In the event of a significant change, we will inform you by email or within the platform.