Privacy Policy

Notara Inc. operates JuriHub, a platform for notarial firms and the organizations that work with them in Québec. This policy applies to the jurihub.ca public website, the JuriHub application, the JuriHub — préparation ParaMaitre Chrome extension, and our communications with people who write to or meet with us.

Notara has two distinct roles:

• For its own activities, such as the public website, accounts, security, support, usage measurement, and its communications, Notara determines the purposes of processing and is responsible for it.
• For File contents, Notara acts as a service provider to the client firm or organization. The client determines why that information is collected and remains responsible for its processing. Notara processes it only to provide the service, under the client’s instructions and a written agreement.

Our Privacy Officer oversees compliance with this policy and answers your questions, requests, and complaints. Write to privacy@notara.ca.

If you are a client of a firm, a party to a deed, a borrower, a lender, or otherwise named in a File, your information was entrusted to JuriHub by that firm or organization. Please first direct your access or correction requests and questions to the firm handling your File. If you write to us directly, we will forward your request to that firm and help it respond.

We collect only the information necessary for the purposes described in this policy. It varies depending on your relationship with us.

• Website visitors: IP address, browser, device, pages requested, and visit date, recorded in technical logs. If you accept analytics, the information described in the cookies section.
• People who write to or meet with us: name, contact information, organization, message contents, and, with your agreement, meeting notes or transcripts.
• Access applicants and users: first name, last name, professional email address, language, firm or organization, role, information provided in an access request, and the version of the terms accepted. Your password is managed by our authentication provider; Notara has no access to it.
• Multi-factor authentication: mobile phone number and technical signals used to verify that a sign-in is not automated.
• Usage and security: sign-in dates, IP address, browser, errors, and significant operations recorded in an audit log, such as account creation, an access change, or a registration.
• Professional credentials: when you request a registration with the Québec Land Register, your user code, password, and signing password. Your user code and the location of your signing certificate on your computer may be remembered to simplify future registrations.
• File contents: information about the individuals and organizations involved, such as names, contact information, and addresses, as well as the properties, prices, loans, lenders, borrowers, deeds, and documents required for the firm’s work.
• Feedback: the message you send us in JuriHub, the interface element concerned, and, for Notara staff only, an attached screenshot.

We obtain it directly from you when you visit the website, write to us, create or use an account, or send us feedback.

We also receive it from a client firm or organization, from another authorized user, and from the Québec Land Register when it returns the result of a registration.

When you start an import with the Chrome extension for ParaMaitre, we receive the information and documents of the ParaMaitre file that you send, as described below.

Some information is collected automatically through cookies and technical logs, as described below.

The JuriHub — préparation ParaMaitre extension lets a JuriHub user send the information and documents of a ParaMaitre file to prepare a deed. ParaMaitre is third-party software; Notara is not affiliated with its publisher and receives no information from it.

The extension acts only on ParaMaitre and JuriHub pages, and only when you choose Publier via JuriHub. It then reads, through your open ParaMaitre session, the following information from the file displayed:

• its number, its firm, and the notaries associated with it;
• its parties: name, individual or organization, role in the file, and address notice number;
• its lots: number, cadastre, registration division, and secondary designation;
• the list of its documents and supports: title, type, minute number, and format, displayed for your selection;
• the stated consideration, mortgage amounts, and discharges, with their links to lots;
• for each document you select: its title, type, minute number and date, the parties linked to it, and the original file.

To retrieve a file, the extension proceeds as ParaMaitre does: the document is reserved for the download, then released. It changes no other information in ParaMaitre.

The document list serves only your selection and disappears when the extension window closes. The extension sends the rest only to JuriHub, in your account and firm. It keeps it in browser memory for the transfer: after 10 minutes, it becomes unusable and is erased, or when the device wakes if it was asleep. Closing the tab or the browser also erases it. It does not read your ParaMaitre or JuriHub credentials, does not run in the background, reads no other website, and sends no analytics.

In JuriHub, an import remains accessible only to the user who sent it until it is approved. Once approved, it becomes part of the firm’s File contents.

We use this information to:

• review access requests and create and administer accounts, access, and roles;
• authenticate users and protect JuriHub against unauthorized access, fraud, and abuse;
• provide client firms and organizations with the features they use, including preparing and registering deeds with the Land Register;
• keep a record of significant operations, diagnose problems, and ensure service continuity;
• answer questions and support requests and improve JuriHub based on the feedback received;
• communicate with firms and people interested in JuriHub;
• meet our legal and contractual obligations;
• with your permission, measure visits to the public website.

We do not use this information for other purposes without your consent, except where the law permits. We do not sell personal information or use it for advertising.

JuriHub uses cookies and browser local storage. Essential cookies maintain and protect a session, apply security features, and remember your analytics choice. They cannot be turned off without preventing those features.

If you agree, Google Analytics measures visits to public pages: pages viewed, the general source of the visit, browser or device, and the approximate frequency of visits, using browser and session identifiers. We do not use this measurement for advertising, remarketing, or session replay. We send it no File contents, no entered values, and no account, firm, or File identifiers.

Analytics remains off until you accept it. You can change your choice at any time through Cookie preferences. Your choice is retained for 365 days. Withdrawal stops collection and removes JuriHub’s Google Analytics cookies from your browser, without erasing information already sent.

Apart from the optional analytics described above, JuriHub uses no technology that can identify, locate, or profile you.

JuriHub makes no decision based exclusively on automated processing. Some features organize information or flag items to review; the decision remains a person’s.

To use a JuriHub account, you must provide your name and professional email address, accept the terms of use, and use multi-factor authentication by text message. Sign-in includes an automatic bot check. Without these, we cannot give you secure access to JuriHub.

Registration with the Land Register requires your professional credentials for each task. You may instead register directly with the Land Register.

Analytics and feedback are optional. Refusing them does not affect access to the website or the application.

Only people whose duties require it have access to information, and only to that extent:

• people responsible for platform operations and security, to maintain and protect it and restore service;
• people responsible for support and accounts, to administer access and answer requests;
• the Privacy Officer, to handle requests, complaints, and incidents.

Notara staff view File contents only for a support need and only with the authorization of a user of the firm concerned. They keep a record of that authorization.

We disclose information only to the people and organizations that need it for the purposes described in this policy:

• Google Cloud and Firebase host and store JuriHub, authenticate users, send verification text messages and emails, and protect sign-in against bots.
• Google Workspace hosts our email and working documents.
• Communication and productivity tools, including artificial intelligence assistants, team messaging, and note-taking tools, may process the contents of our mailboxes and our meetings with firms or people interested in JuriHub. We turn on a note-taking or transcription tool only with the agreement of the people present. These tools do not receive File contents.
• Google Analytics receives analytics information only if you accept it.
• The Québec Land Register receives the information, documents, and credentials required when an authorized user requests a registration. Registered information becomes public under the Land Register’s rules.
• Authorized users of your firm or organization access File information according to their role.
• We may disclose information when the law requires or permits it, including to respond to a competent authority or to prevent an act of violence.

Our providers process information under our instructions, under agreements that require safeguards and limit its use to the service provided.

The JuriHub application, its databases, documents, and backups are hosted in Montréal. Some processing nevertheless takes place outside Québec, including in the United States: Google Analytics, some authentication and bot-check functions, and communication and productivity tools.

Before disclosing information outside Québec, Notara assesses privacy factors and proceeds only if the information will receive adequate protection. These disclosures are governed by written agreements.

We keep information only as long as necessary for the purposes for which it was collected, subject to applicable legal obligations. We then destroy it securely.

• A firm’s File contents and accounts: for the term of the agreement. When it ends, the firm has 30 days to export its data; it is then deleted within 14 days. Backups expire within the following 30 days, for complete deletion in about 11 weeks.
• A user who leaves their firm: their access is disabled. Their name remains associated with the operations they performed as long as the related Files and logs are retained.
• Access requests that are not approved: 90 days after the last activity.
• Audit log: one year.
• Technical logs: about 30 days.
• Land Register passwords: encrypted, then deleted at the end of the registration task.
• Deeds uploaded for registration: 30 days. Diagnostics of an import rejected by the Land Register: 7 days.
• ParaMaitre imports: in the browser, unusable after 10 minutes and erased then or when the device wakes. In JuriHub, an import that is not approved is no longer accessible after 24 hours, then deleted. Imported files follow the retention of uploaded deeds.
• Screenshots attached to feedback: 90 days. Feedback messages: for the term of the firm’s agreement.
• Session cookie: 12 hours. Cookie choice: 365 days. Detailed Google Analytics data: two months.
• Backups: at most 30 days.
• Emails, transcripts and meeting notes: as long as necessary for the relationship with the person or organization concerned, and at most one year after the last exchange.
• Requests about your information and complaints: six years.

Information registered with the Land Register remains there under the Land Register’s rules; Notara cannot delete it.

We apply security measures appropriate to the sensitivity of the information, including encryption of communications and stored data, multi-factor authentication, role-based access, separation of each firm’s data, private storage, encryption of professional credentials, and logging of significant operations. No measure can, however, eliminate every risk.

If a confidentiality incident affects information we are responsible for and presents a risk of serious injury, we notify the Commission d’accès à l’information and the people concerned. If it affects File contents, we notify the firm concerned without delay and help it meet its obligations. We keep a register of these incidents.

Subject to the conditions provided by law, you may:

• find out whether we hold information about you and access it;
• have inaccurate, incomplete, or equivocal information corrected;
• obtain your computerized information in a structured and commonly used technological format;
• withdraw your consent to optional processing, such as analytics;
• make a complaint about the processing of your information.

Write to the Privacy Officer at privacy@notara.ca. We may ask for information to verify your identity. We respond within 30 days of receiving your request. These requests are free, except for reasonable transcription or reproduction fees, which we will tell you about in advance.

If your request concerns File contents, we forward it to the firm concerned, which is responsible for it, and help it respond.

To make a complaint, write to the Privacy Officer describing the situation. We acknowledge receipt, review the complaint, and respond in writing within 30 days.

If you are not satisfied with our response or with a decision about your request, you may contact the Commission d’accès à l’information du Québec (cai.gouv.qc.ca).

The person with the highest authority at Notara, its Chief Executive Officer, acts as Privacy Officer and approves our governance rules and this policy.

Our rules govern our staff’s roles and responsibilities throughout the information life cycle, the retention and destruction schedule, the handling of requests and complaints, the management of confidentiality incidents, and privacy impact assessments before any new project, provider, or disclosure outside Québec. Our staff are informed of these rules and of their confidentiality obligations.

We publish the current version and its effective date on this page. Before a material change takes effect, we inform users by email or in JuriHub.

The French version is the authoritative version. An equivalent English version is provided for reference.