Categories

1) Who we are and how to reach us

MigiHub is a Software-as-a-Service (SaaS) platform developed and owned by InnuCloud Experts Inc. InnuCloud Experts Inc. is the controller of personal information processed through MigiHub, unless stated otherwise in a separate agreement with your organization.

Legal entity: InnuCloud Experts Inc.
Registered address: 2020 Trans-Canada Hwy, Dorval, Quebec H9P 2N4, Canada
Privacy contact: [email protected]
Postal inquiries may be sent to the address above, attention: Privacy Officer.

2) Scope

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you use the MigiHub platform, mobile experiences, websites, customer support channels, and related services (collectively, the "Services"). If you access MigiHub under a contract between InnuCloud Experts Inc. and your employer or organization, that agreement may govern certain details of processing. This Policy does not apply to third‑party websites, apps, or services that are not under our control.

3) Key definitions

"Client" means an organization or individual that requests or manages interpretation or related services through MigiHub.

"Interpreter" means a professional who delivers interpreting services and manages schedules, assignments, and timesheets via MigiHub.

"Dispatcher/Administrator/HR/Accountant" refer to users with elevated permissions who schedule, manage accounts, billing, payroll, and platform settings.

"Personal information" means information about an identifiable individual, including identifiers, contact details, financial, employment, and usage data.

4) Personal information we collect

The specific information we collect depends on your role and how you use the Services. Typical categories include:

• Identification and contact data (e.g., name, initials, email, phone numbers, mailing address, region).
• Account profile and role data (e.g., usernames, roles/permissions, status, seniority, skills and language capabilities, availability, typical schedules).
• Organization data (e.g., company name, department/division, office addresses, billing contacts, payer references).
• Booking and assignment data (e.g., appointment date/time/duration, location, video links, preferred communication mode, desired interpreter attributes, keywords, reason for appointment where provided by the requester, attachments and notes supplied for language preparation).
• Work and timesheet data (e.g., time entries, prep time, leave types, mileage/expense submissions, signatures/attestations).
• Device, log and technical data (e.g., IP address, device and browser attributes, system logs, notification settings, security events).
• Geolocation (where features are enabled, for example to support travel logistics, safety, or auditability). You can control location permissions on your device.
• Communications and support data (e.g., messages, notifications, email/SMS communications, support tickets).
• Integrations data from services you connect (e.g., calendar, video conferencing, payments/accounting, CRM).

5) Children and minors

MigiHub is intended for business use. We do not knowingly collect personal information from children under the age of 14. Where a user is under 14, collection must occur through a parent or legal guardian, unless collection is clearly for the minor's benefit as required by Quebec law.

6) Sources of personal information

• You, when you create an account, update your profile, submit timesheets or expenses, request services, upload attachments, or communicate with us.
• Your organization (e.g., employer, client, payer) when it provisions your access, assigns roles, or enters booking/assignment details.
• Integrated third‑party services you connect (e.g., Microsoft Azure AD for SSO, Zoom/Google Meet/Teams for conferencing, Outlook/Google Calendar for scheduling, QuickBooks for accounting, HubSpot for CRM).
• Automatically, via cookies and similar technologies (see Section 13).

7) Purposes and legal bases for processing

We process personal information for the following purposes:

• Provide, operate, secure and troubleshoot the Services; create and manage accounts and roles.
• Schedule and fulfill bookings and assignments; manage notifications and communications.
• HR and payroll functions for interpreters; invoicing and reconciliation for clients and payers.
• Service analytics, quality assurance, and product improvement.
• Compliance with legal obligations, dispute resolution, fraud prevention, and security monitoring.

Legal bases depend on your jurisdiction and context and include: consent; performance of a contract; legitimate interests (e.g., ensuring platform security and service quality); and compliance with laws.

8) Sensitive information and minimization

Certain data shared through bookings or documents (e.g., appointment reasons that may imply health information, government identifiers required by the client) can be sensitive. We ask requesters to provide only what is necessary to coordinate services. Where required by law, we obtain express consent for sensitive data or provide alternatives.

9) How we share personal information

We disclose personal information only as needed to deliver the Services and as permitted by law:

• Your organization and authorized users (e.g., dispatchers, administrators, HR) to manage bookings, payroll, billing and support.
• Interpreters assigned to your booking (limited to information necessary to perform the assignment).
• Service providers acting as our processors (e.g., hosting, SSO, communications, analytics, payment and accounting, customer support). We bind processors to confidentiality and security obligations.
• Third‑party integrations you choose to connect.
• Authorities or other parties when required by law, to protect rights and safety, or in the context of a merger, acquisition, or corporate reorganization.

10) Cross‑border transfers

Some processors or integrations may be located outside your province or country. When we transfer personal information across borders, we evaluate privacy risks and implement contractual and technical safeguards required by applicable law (e.g., privacy impact assessments for disclosures outside Québec).

11) Retention

We retain personal information only for as long as necessary to fulfil the purposes outlined in this Policy, to meet legal, tax and audit requirements, and to protect our rights. Typical retention periods include: account and transactional records for the life of the account plus a reasonable period thereafter; support tickets and operational logs for up to 12–24 months; financial, payroll and invoicing records for periods required by law. We maintain a detailed schedule and delete or anonymize data when it is no longer needed.

12) Security

We implement organizational, technical and physical safeguards appropriate to the sensitivity of the information, such as TLS encryption in transit, encryption at rest for sensitive data, single sign‑on (SSO), role‑based access control, password policies, audit logging, backups, and vulnerability monitoring and patching. We regularly review our controls and train personnel with access to personal information.

13) Cookies and similar technologies

We use necessary cookies to operate the Services and remember your preferences. With your consent where required, we may use analytics or performance cookies to improve features and communications. You can manage cookie preferences via your browser settings and, where applicable, through our cookie banner. Marketing emails and SMS are sent only with appropriate consent and include easy opt‑out mechanisms.

14) Your privacy rights

Depending on your jurisdiction, you may have rights to access, rectification, deletion, restriction, objection, portability, and to withdraw consent. In Québec, you also have rights relating to cessation of dissemination and de‑indexation in certain circumstances. To exercise your rights, contact us at [email protected]. We will respond within the timeframe required by law.

15) Security incidents

If we become aware of a privacy incident involving your information, we will investigate, mitigate risks, and notify affected individuals and regulators where required by law. We maintain a register of confidentiality incidents and document our assessment of risk and remediation steps.

16) Organization customers as controllers

When an organization uses MigiHub for its internal operations, it generally acts as the controller of its users' and customers' personal information. That organization's privacy notices and internal policies may apply. We process such information as a processor/service provider under the organization's instructions and our agreement.

17) Changes to this Policy

We may update this Policy to reflect changes to our practices, technologies, or legal requirements. If we make material changes, we will notify you through the Services or by other appropriate means before the changes take effect.

18) Contact

Questions or requests about this Policy can be sent to:

Privacy Officer
InnuCloud Experts Inc.
2020 Trans-Canada Hwy
Dorval, Quebec H9P 2N4, Canada
[email protected]