Privacy policy

Last updated: October 30, 2026

Kalio (Agence Mind Mint inc., "Kalio", "we") is committed to protecting the personal information it holds, in accordance with Quebec's Act respecting the protection of personal information in the private sector (Law 25).

Personal information protection officer

Marion Verschaeve, founder.
For any question, access or correction request: vie-privee@kalio.ca.

Two distinct contexts

1. Our clients' tenants (the "Simon" concierge service)

Our clients (property managers) use our services to answer their tenants' calls, texts and emails. In that context, the property manager is responsible for the information; Kalio acts as a service provider and processes the information solely on their behalf.

• What we process: name, contact details, address and unit, language, content of the request (including call recordings and transcripts, and submitted photos).
• Why: receive the request, create a maintenance follow-up, notify the manager's team. Nothing else: no selling of data, no advertising, no training of AI models for our own purposes.
• Automated assistant: calls are handled by an automated voice assistant and may be recorded for follow-up and quality purposes.
• Hosting: some of our technology providers are located outside Quebec (notably in the United States and the European Union). These transfers have been assessed as required by law and are governed by data protection agreements.

Email delivery tracking

When a property manager writes to you through the Kalio platform (for example a notice, a statement, or a document related to your lease or your application), the email is sent from notifications@kalio.ca through our email delivery provider, Resend. So that the manager can show that the information was indeed sent to you, we record:

• the date and time the email was sent, then delivered to your email provider;
• the date and time the email was first opened. This information is obtained through a small invisible image inserted in the message: when your email software displays images, the loading of that image is recorded;
• the date and time a link in the message leading to the Kalio platform (for example the link to a document) was first opened. That link goes through Kalio before taking you to the requested page.

What we do not keep.We do not record your IP address, your device, your browser, your location, or the number of times you reread the message. Only the first opening is recorded. We do not use our delivery provider's click tracking.

Why. Solely to establish proof that the message was delivered (proof of sending or delivery certificate), for example in the event of a dispute before the Tribunal administratif du logement. This information is never used for advertising, profiling or solicitation, and is never sold.

An indication, not proof. An opening is an indication, not proof that you read the message: some email software (notably Apple Mail) and some antivirus programs open emails automatically, and others block images. Likewise, a link may be opened by an antivirus program. We filter out known bots, but we always present this information as indications.

How to avoid it. If you turn off automatic image display in your email software, no opening is recorded. The message and its links work normally.

Retention period.These dates are kept with the sending log for as long as the proof of delivery may be needed, during the relationship between Kalio and your property manager. If you request the deletion of your information, they are anonymized (see "Your rights" below). At the end of the agreement between Kalio and your property manager, their data is returned to them and removed from our active systems within 30 days. When the full content of a legally significant message is kept, it is deleted three years after the end of the lease concerned (and at least three years after sending), or six years after sending if the end date of the lease is not known.

Provider located outside Quebec.Resend (Resend, Inc.) is located in the United States. When the image is displayed, its servers technically receive the information that any email software transmits (including the IP address); Kalio does not write it to its proof log and does not keep it. According to Resend's published documentation, its sending and delivery event logs are kept for 30 days. This communication outside Quebec has been the subject of a privacy impact assessment, in accordance with section 17 of the Act, and is governed by Resend's data processing agreement.

Who is responsible. Your property manager is responsible for this information; Kalio acts as a service provider and processes it solely on their behalf.

Your rights. You may ask to see the dates recorded about you, have them corrected, or request the deletion of your information. Contact your property manager first; you can also write to vie-privee@kalio.ca, and we will work with them to respond within 30 days. Upon deletion, proofs of delivery are anonymized rather than destroyed: the recipient (email address or number), the message summary, the link to your file and any full content kept are removed; only dates and a digital fingerprint remain, which can no longer identify you.

Personal information protection officer: Marion Verschaeve, founder, vie-privee@kalio.ca. You may also file a complaint with the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).

• Your rights: to access or correct your information, first contact your property manager; you can also write to us and we will work with them to respond.

2. Site visitors and Kalio clients

• What we collect: business contact information you provide (forms, appointment booking, newsletter), site usage data, and cookies, including advertising pixels (e.g. Meta) used to measure our campaigns.
• Why: respond to your requests, provide our services, invoice, and measure and improve our marketing. You can unsubscribe from our communications at any time.
• Cookies: measurement and advertising cookies only load after you consent through the banner shown during your visit. You can change your choice at any time via "Manage cookies" at the bottom of the site. The site remains fully functional if you refuse; only cookies strictly necessary to run the site are used without consent.
• Kalio service emails: the open tracking described above is a setting of our delivery provider that applies to all emails sent from notifications@kalio.ca, including our notifications and reports to our clients. Our provider therefore also records when they are opened in its technical logs. Kalio does not use this information for those emails and does not record it in its own systems.

Connecting your email inbox and calendar

If you choose to connect your Google or Microsoft account to the Kalio platform, you authorize us to use it to operate your agents. This connection is optional and can be revoked at any time.

• What we access: sending emails on your behalf, reading the emails needed to follow up with your prospects and tenants, and reading and creating events in your calendar (viewing appointments). We request the minimum permissions needed for these functions.
• Limited use of Google data: Kalio's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. This information is used only to provide the features you see in the platform. It is never sold, never used for advertising, never used to train generalized artificial intelligence models, and it is not read by a person except with your consent, for security reasons, or to comply with the law.
• Microsoft accounts: the same principles apply to the Outlook inboxes and Microsoft calendars you connect.
• Automated processing and quality control: the content needed for a reply is processed by our artificial intelligence providers, under contract, to produce that reply and to automatically check the quality of your agents' work (spotting an inaccurate reply, a technical error or a possible improvement). These providers do not use this information to train their models, and neither do we to train ours.
• Subprocessor: the connection of inboxes and calendars is provided by Unipile (European Union), under a data protection agreement.
• Removing access: from the "Connections" page of the platform, or from the security settings of your Google account (myaccount.google.com/permissions) or Microsoft account. The related data is then deleted from our active systems within 30 days.

Connecting your Facebook Page (Messenger)

If you choose to connect a Facebook Page of your business to the Kalio platform, you authorize us to use it so that your agents can reply to messages received on that Page. This connection is optional and can be revoked at any time.

• What we access: the list of Pages you manage (so you can choose which one to connect), the Messenger messages received by the chosen Page, and sending replies on behalf of that Page. We do not post anything on your Page, and we do not access your personal profile or your ad accounts.
• What we keep: the Page access token, encrypted in our secrets vault, and the conversations with people who write to the Page (for example about a rental unit), kept according to the rules described in the "Retention and destruction" section.
• Use: this information is used only to reply to messages and track requests in the platform. It is never sold or used for advertising. The automated processing described above (artificial intelligence providers under contract, no model training) also applies to these messages.
• Removing access and deleting your data: from the "Connections" page of the platform ("Disconnect" button), or from Facebook (Settings › Business Integrations, remove the app). From Kalio, the token is deleted immediately and the Page is no longer monitored; from Facebook, the token becomes unusable. To also have the conversations deleted, write to vie-privee@kalio.ca: we delete them from our active systems within 30 days, except what the law requires us to keep.

Retention and destruction

We keep information for as long as needed for the purposes described, then destroy or anonymize it. At the end of a contract with a property manager, their data is returned to them and removed from our active systems within 30 days.

Exchanges between a tenant and their property manager

Messages, conversations and calls between a tenant and their property manager, handled through the Kalio platform, are kept for the whole term of the lease and up to three years after it ends, because they may serve as evidence, for example before the Tribunal administratif du logement. If the end date of the lease is not known, this three-year period starts when we record that the lease has ended. Exchanges not linked to any lease (for example with someone interested in a unit) are deleted after 24 months. Deletion at the end of the period is automatic.

Call recordings

Calls handled by our assistants may be recorded. How long we keep the recording and its transcript depends on who is on the line:

• Tenant linked to a lease: up to three years after the end of the lease, like the other exchanges described above.
• Someone interested in a unit, or an applicant: 24 months after the last contact.
• Someone who is neither a tenant nor an applicant, for example a call from an unknown or blocked number: 30 days.

At the end of the period, the recording and its transcript are deleted automatically, both on our side and at our voice telephony provider. Maintenance requests and their follow-up are not affected by these periods. For any question, write to vie-privee@kalio.ca.

Erasing a former tenant's information

When a former tenant asks for their information to be erased, their property manager can, from the platform:

• delete it entirely, when nothing needs to be kept;
• or pseudonymize it: the name is replaced with a pseudonym (for example "Locataire anonymisé #A3F2"), and contact details, notes, applications and screening reports are deleted. What the law requires us to keep is retained without the name: accounting records and RL-31 slips, for six years after the end of the year concerned; lease-related exchanges, calls and notices, up to three years after the end of the lease. These are then deleted automatically, including call recordings held by our voice telephony provider.

A pseudonymized record remains linked to invoices, a unit and dates: this is why access to it stays restricted and partitioned, and why these records are destroyed when their period ends. Kalio never offers this erasure on its own: it is done on request, and confirmed by the property manager. Some copies are not erased by this action: those in the property management software used by your property manager (they delete them themselves) and the delivery logs of text messages and emails held by our sending providers, kept according to their contracts (30 days at Resend, according to its documentation).

Conversations with the Olivia assistant

Conversations with the Olivia assistant (questions, answers and proposed actions) are kept for 12 months to ensure the quality and security of the service, then deleted automatically. Verification codes and passwords are never kept. Only the Kalio team has access to them, for support and improvement purposes; each person can ask Olivia to remind them of their own conversations. They are deleted with your account.

Security

Encrypted communications, restricted and logged access, per-client data segregation, certified providers (SOC 2 / ISO 27001), and an incident management procedure. In the event of an incident presenting a risk of serious harm, we will notify the Commission d'accès à l'information and the persons concerned, as required by law.

Complaints

You may contact our personal information protection officer (contact above) and, if unsatisfied, the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).