Translation provided for convenience. Mentor AI Notaire serves notaries in Québec and operates in French. Should the two versions differ, the French version prevails.

Privacy policy

Last updated: 14 September 2026 · Version 1.1

1. Introduction

Mentor AI NotarIA Inc. (“we”, “us”) develops and operates Mentor AI Notaire, a software platform built for notarial practices in Québec. This policy sets out how we collect, use, retain, and protect personal information in the course of our activities.

This policy complies with the Act respecting the protection of personal information in the private sector (P-39.1), the Charter of Human Rights and Freedoms (C-1.1), and the Civil Code of Québec.

2. Privacy officer

The person responsible for the protection of personal information at Mentor AI NotarIA Inc. is:

Mentor AI NotarIA Inc.
Montréal, Québec, Canada
rprp@mentorainotaire.ca

3. Information we collect

3.1 Information about notary users

  • First and last name
  • Professional email address
  • Profile photo, where provided
  • Sign-in history and usage logs
  • Account preferences and settings

3.2 Information about notaries' clients

In the course of handling notarial files, the platform may process the following information about notaries' clients:

  • Identity (first name, last name, date of birth)
  • Contact details (address, telephone, email)
  • Social insurance number (SIN)
  • Financial information (loan amounts, sale price, taxes)
  • Property information (address of the immovable, lot number, assessment roll number)
  • Legal documents (acts, contracts, certificates)

Important: For information about notaries' clients, Mentor AI Notaire acts as a processor. The notary remains the controller of that information, in accordance with their ethical and legal obligations.

3.3 Information from accounting software

A notary may choose to link their accounting software, such as QuickBooks Online, to the platform. The connection is optional, read only, and covers the practice's office accounting. The platform reads from it what the financial overview requires.

The notary can remove the connection at any time, from the platform or from their accounting software. Removal immediately revokes our access and deletes the accounting data we held.

4. Purposes of processing

We process personal information for the following purposes:

  • Delivering the service: document extraction, compliance verification, assistance with notarial practice
  • Producing the financial overview of the practice, where the notary has linked accounting software
  • Maintaining security: authentication, detection of unauthorised access, logging
  • Improving the service: aggregated and anonymised statistics on platform usage

We never do the following:

  • Use your data to train artificial intelligence models
  • Sell or share your data with third parties for commercial purposes
  • Carry out advertising profiling

5. Hosting and data location

All data is hosted in Montréal, Canada (Google Cloud Platform, northamerica-northeast1 region). No data is transferred outside Canada, with the following exceptions:

Speech synthesis (TTS): The optional speech synthesis service uses ElevenLabs (United States). Before anything is sent, a personal information (PII) filter is applied: no name, SIN, telephone number, email address, or file number is transmitted. Only the cleaned text is sent for synthesis.

Artificial intelligence assistance: Requests sent to the Gemini models are routed through Google's global infrastructure. Data remains stored in Montréal: only the requests transit, and they are not used to train the models.

6. Security measures

We apply the following measures to protect your information:

  • Encryption in transit: TLS 1.3 for all communications
  • Encryption at rest: AES-256 for all stored data
  • Per-practice isolation: multi-tenant architecture with strict separation of data between practices
  • Authentication: OAuth 2.0 with a secure identity provider
  • PII filtering: automatic removal of personal information before anything is sent to a third-party service
  • Logging: recording of actions for traceability and audit

7. Retention and destruction

Personal information is retained for as long as the purposes described in section 4 require.

  • Deleting a file: cascades to every associated document, extraction, verification, and conversation
  • Closing an account: complete deletion of all practice data after a 30-day grace period, allowing recovery if the request was made in error

Specific retention periods are set out in our data retention policy, available on request from the privacy officer.

8. Your rights

Under the applicable law, any person whose personal information we hold has the following rights:

  • Access: confirm that we hold information about you and obtain a copy of it
  • Correction: have any inaccurate or incomplete information corrected
  • Portability: receive your information in a structured, commonly used format
  • Deletion: request erasure of your information where retention is no longer necessary

To exercise these rights, contact the privacy officer at the address given in section 2. We respond to every request within 30 days.

Notaries' clients: If you are the client of a notary who uses our platform, any request for access, correction, or deletion should first be addressed to the notary responsible for your file.

9. Privacy incidents

In the event of a privacy incident involving personal information, we undertake to:

  • Take the steps needed to reduce the risk of harm
  • Notify the Commission d'accès à l'information (CAI) where the incident presents a risk of serious harm
  • Notify the persons concerned where the incident presents a risk of serious harm
  • Record the incident in our register of privacy incidents

10. Changes

We may amend this policy from time to time. Any significant change will be communicated 30 days in advance by email and by notice within the application.

11. Contact

Mentor AI NotarIA Inc.
Montréal, Québec, Canada
contact@mentorainotaire.ca