Privacy Policy
At AuditSoft Inc. (AuditSoft), we are committed to maintaining the accuracy, confidentiality and security of your personal information. This Privacy Policy describes the personal information that AuditSoft collects from or about you, how we use, and to whom we disclose that information. All information is collected in compliance with section 33 (c) of the Freedom of Information and Protection of Privacy (FOIP) Act. AuditSoft has adopted a series of Privacy Policies in order to address the specific privacy concerns of certain groupings of individuals. This Privacy Policy applies to how we collect, use and disclose the personal information of our customers, suppliers and other parties with whom we interact. We have developed other documents that describe our privacy policies and practices with respect to our employees (i.e. our Employee Privacy Policy) and with respect to those individuals who visit our website. If you are unsure of which Privacy Policy applies to you, please contact our Privacy Officer for more information.
Privacy Policy Effective for Canada
It is AuditSoft’s policy to comply with the privacy legislation within each jurisdiction in which we operate. Sometimes the privacy legislation and / or an individual’s right to privacy are different from one jurisdiction to another. This Privacy Policy covers only those activities that are subject to the provisions of Canada’s federal and provincial privacy laws, as applicable. This Privacy Policy has a limited scope and application. Consequently, the rights and obligations contained in this Privacy Policy may not be available to all individuals or in all jurisdictions.
What Is Personal Information?
For the purposes of this Privacy Policy, personal information is any information about an identifiable individual, other than an individual’s business contact information when collected, used or disclosed for the purposes of enabling the individual to be contacted in relation to their business responsibilities.
What Personal Information Do We Collect?
We collect and maintain different types of personal information in respect of the individuals with whom we interact. This includes:
- contact and identification information, such as your name, address, telephone number and e-mail address;
- product and service-related information concerning the products and services that we provide to, or receive from, you;
- credit and financial information such as your direct deposit and banking information; and
- business relationship information, including information related to your agreements, preferences, advisors and decision-makers, feed-back and information requested by or provided to you.
We may also collect market-related information, which may include personal information, concerning market trends and activities impacting our business. This information may include contract terms, financial information and other information for the purpose of market analysis and strategic planning.
AuditSoft’s operations include activities related to providing health, safety and environment (HSE) programs; as such, AuditSoft may also collect personal information from individuals participating in and / or impacted by those activities, including information related to obtaining permits and licenses, emergency planning and environmental stewardship.
As a general rule, AuditSoft collects personal information directly from you. In most circumstances where the personal information that we collect about you is held by a third party, we will obtain your permission before we seek out this information from such sources (such permission may be given directly by you or implied from your actions).
From time to time, we may utilize the services of third parties and may also receive personal information collected by those third parties in the course of the performance of their services for us or otherwise. Where this is the case, we will take reasonable steps to ensure that such third parties have represented to us that they have the right to disclose your personal information to us.
Use of Cookies
When you view our website or advertisements, we may store some information on your computer. This information will be in the form of a “Cookie” or similar file and will be used to determine ways to improve our website, advertisements, products, or services. For example, Cookies allow our website to better match your interests and preferences.
We do not store personal information in cookies, nor do we collect personal information from you without your knowledge, as you browse the site.
Why Do We Collect Personal Information?
AuditSoft collects personal information to enable us to manage, maintain, and develop our operations, including:
- to establish, maintain and manage our relationship with you so that we may provide you with, or receive from you, the products and services that have been requested;
- to be able to review the products and services that we provide to you so that we may understand your requirements for our products and services and so that we may work to improve our products and services;
- to be able to review the products and services that we obtain from you so that we may work with you and so that you may understand our requirements for such products and services;
- to be able to comply with your requests (for example, if you prefer to be contacted at a business or residential telephone number and advise us of your preference, we will use this information to contact you at that number);
- to enable us to undertake our environmental, health and safety activities, including incident planning, response and investigation;
- to protect us against error, fraud, theft and damage to our goods and property;
- to enable us to comply with applicable law or regulatory process (for example, we may collect personal information to satisfy the obligations imposed on us by our various regulators);
- to enable us to aggregate data in an effort to identify trends across our users/customers and use the aggregated data to provide services; and
- any other reasonable purpose to which you consent.
How Do We Use and Disclose Your Personal Information?
We may use or disclose your personal information:
- for the purposes described in this Privacy Policy; and
- for any additional purposes for which we have obtained your consent to the use or disclosure of your personal information.
We may use or disclose your personal information without your knowledge or consent where we are permitted or required by applicable law or regulatory requirements to do so.
When Do We Disclose Your Personal Information?
We may share your personal information with our employees, contractors, consultants and other parties who require such information to assist us with managing our relationship with you, including third parties that provide services to us or on our behalf.
For example, our third party service providers may provide certain information technology and data processing services to us from time to time so that we may operate our business, and as result, your personal information may be collected, used, processed, stored or disclosed in Canada or the United States of America.
In addition, personal information may be disclosed or transferred to another party during the course of, or completion of, a change in ownership of or the grant of a security interest in, all or a part of AuditSoft or its affiliates through, for example, an asset or share sale, or some other form of business combination, merger or joint venture, provided that such party is bound by appropriate agreements or obligations and required to use or disclose your personal information in a manner consistent with the use and disclosure provisions of this Privacy Policy, unless you consent otherwise.
Further, your personal information may be disclosed:
- as permitted or required by applicable law or regulatory requirements;
- to comply with valid legal processes such as search warrants, subpoenas or court orders;
- as part of AuditSoft’s required reporting activities to its affiliates;
- to protect the rights and property of AuditSoft;
- during emergency situations or where necessary to protect the safety of a person or group of persons;
- where the personal information is publicly available; and
- with your consent.
AuditSoft does not sell, give or rent ANY names or addresses to third parties for the express use of solicitation.
Your Consent is Important to Us
It is important to us that we collect, use or disclose your personal information where we have your consent to do so. Depending on the sensitivity of the personal information, your consent may be implied, deemed (using an opt-out mechanism) or express. Express consent can be given orally, electronically or in writing. Implied consent is consent that can reasonably be inferred from your action or inaction. For example, when you enter into an agreement with us, we will assume your consent to the collection, use and disclosure of your personal information for purposes related to the performance of that agreement and for any other purposes identified to you at the relevant time.
Typically, we will seek your consent at the time that we collect your personal information. In certain circumstances, your consent may be obtained after collection but prior to our use or disclosure of your personal information. If we plan to use or disclose your personal information for a purpose not previously identified (either in this Privacy Policy or separately), we will endeavor to advise you of that purpose before such use or disclosure.
We may collect, use or disclose your personal information without your knowledge or consent where we are permitted or required to do so by applicable law or regulatory requirements.
You may change or withdraw your consent at any time, subject to legal or contractual obligations and reasonable notice, by contacting our Privacy Officer using the contact information set out below. All communications with respect to such withdrawal or variation of consent should be in writing and addressed to our Privacy Officer.
We assume that, unless you advise us otherwise, you have consented to the collection, use and disclosure of your personal information as explained in this Privacy Policy.
How is Your Personal Information Protected?
AuditSoft will endeavor to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to prevent your personal information from loss and unauthorized access, collection, use, disclosure, copying, modification, disposal or destruction.
The security of your personal information is important to us, please advise our Privacy Officer immediately of any incident involving the loss of or unauthorized access to or disclosure of personal information that is in our custody or control.
Updating Your Personal Information
It is important that the information contained in our records is both accurate and current. If your personal information happens to change during the course of our relationship, please keep us informed of such changes.
In some circumstances we may not agree with your request to change your personal information and will instead append an alternative text to the record in question.
Access to Your Personal Information
You can ask to see your personal information. If you want to review, verify or correct your personal information, please contact our Privacy Officer. Please note that any such communication must be in writing.
When requesting access to your personal information, please note that we may request specific information from you to enable us to confirm your identity and right to access, as well as to search for and provide you with the personal information that we hold about you. We may charge you a fee to access your personal information; however, we will advise you of any fee in advance. If you require assistance in preparing your request, please contact our Privacy Officer.
Your right to access the personal information that we hold about you is not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all of the personal information that we hold about you. In addition, the personal information may have been destroyed, erased or made anonymous in accordance with our record retention obligations and practices. In the event that we cannot provide you with access to your personal information, we will endeavor to inform you of the reasons why, subject to any legal or regulatory restrictions.
Inquiries or Concerns?
If you have any questions about this Privacy Policy or concerns about how we manage your personal information, please contact our Privacy Officer by telephone, in writing or by e-mail. We will endeavor to answer your questions and advise you of any steps taken to address the issues raised by you. If you are dissatisfied with our response, you may be entitled to make a written submission to the Privacy Commissioner in your jurisdiction.
Privacy Officer
We have appointed a Privacy Officer to oversee compliance with this Privacy Policy. The contact information for our Privacy Officer is as follows:
Privacy Officer
AuditSoft Inc.
305-4625 Varsity Dr NW, Suite 342
Calgary, Alberta, T3A 0Z9
phone: +1(888) 514-3534
e-mail: [email protected]
1. Scope and Compliance
- Customers
- Suppliers
- Employees
- Website Visitors
- Users of our online platforms and services
1.1. This Privacy Policy is designed to ensure the protection and proper handling of personal information pertaining to:
1.2. In adherence to legal obligations, AuditSoft is committed to complying with Canada’s federal and provincial privacy laws, as well as applicable federal and state-specific privacy laws in the United States, including but not limited to the Freedom of Information and Protection of Privacy (FOIP) Act and the United States Privacy Act of 1974. This commitment ensures that all personal information collected, used, disclosed, and managed by AuditSoft is done so with the utmost respect for individual privacy rights.
1.3. For any inquiries or if you require further clarification on which Privacy Policy applies to you, please do not hesitate to contact our Privacy Officer.
2. Definition of Personal Information
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- Contact details, such as names, email addresses, and telephone numbers;
- Financial details, including banking information and payment details;
- Business relationship details, encompassing agreements, preferences, feedback from or about you, and any information requested by or provided to you;
- Information collected through the use of cookies or analytics tools on our website, which may track and analyze your interactions with our online platforms.
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2.1. For the purposes of this Privacy Policy, “Personal Information” refers to any information concerning an identifiable individual. This excludes any business contact information when such information is utilized strictly within a professional capacity to enable contact with the individual regarding their business responsibilities.
2.2. Examples of Personal Information include, but are not limited to:
3. Collection of Personal Information
- Direct Collection: We gather information directly from you when you engage with our services, such as when you fill out forms, enter into agreements, or communicate with us via our website or other online platforms.
- Third-Party Service Providers: With your consent, we may collect personal information that is held by third parties. This can include information collected by or through third-party service providers who offer services to us or on our behalf, ensuring that such providers have the right to share the information with us.
- Automated Means: Our website and online platforms utilize cookies and analytics tools to automatically collect information during your interactions. This can include usage details, IP addresses, and information collected through cookies and other tracking technologies.
- Understanding Visitor Interactions: By analyzing how visitors navigate our website and interact with our content, we can identify areas for improvement and ensure the site meets user needs effectively.
- Improving User Experience: Insights gained from cookies help us tailor our website to better match the preferences and interests of our visitors, making their experience more personalized and efficient.
- Targeted Advertising: Cookies enable us to deliver advertisements that are more relevant to your interests, based on your past interactions with our website.
3.1. AuditSoft collects personal information necessary for the provision and improvement of our services, including but not limited to, conducting health, safety, and environmental programs, providing products and services requested by you, and managing our business operations. The collection of personal information occurs in several ways:
3.2. Use of Cookies
To enhance the user experience on our website, AuditSoft employs cookies and similar technologies, including services provided by Google Analytics and HubSpot. These tools serve the following purposes:4. Why We Collect Personal Information?
- Providing and managing the products and services you request, ensuring they are delivered efficiently and meet your needs.
- Facilitating communication with you, including sending newsletters, promotional offers, and updates, to keep you informed about our latest developments and offers.
- Preventing fraud and managing risks to ensure the security and integrity of our services and transactions.
- Complying with environmental, health, and safety regulations, supporting our commitment to maintaining safe operations and adhering to legal standards.
- Analyzing trends and usage to improve our service delivery, ensuring our offerings are tailored to meet user preferences and market demands.
- Fulfilling legal and regulatory obligations, ensuring that our operations comply with applicable laws and regulations across jurisdictions.
- Conducting market research and collecting feedback to understand your needs better, make informed decisions, and enhance our products and services.
4.1. AuditSoft collects personal information for a variety of purposes, fundamental to the operation and improvement of our services. These purposes include, but are not limited to:
5. Disclosure of Personal Information
- Service Providers: We engage third-party service providers such as Google and HubSpot to perform functions on our behalf, including payment processing, IT support, and other administrative services. These providers are contractually bound by Non-Disclosure Agreements (NDAs) to safeguard the confidentiality of your personal information. Furthermore, these providers are strictly prohibited from using your personal information for any purposes beyond the scope of their contracted services.
- Legal Compliance: Your personal information may be disclosed in response to valid legal requests from law enforcement agencies or regulatory bodies. This includes compliance with search warrants, subpoenas, court orders, or regulatory investigations to ensure adherence to applicable laws and regulations. Where legally permissible, AuditSoft will notify you prior to disclosing your personal information in response to legal or regulatory inquiries.
- Emergency Situations: In scenarios where it is necessary to protect the health, safety, or property of an individual or group of individuals, your personal information may be disclosed. Such situations warrant the use of personal information to address immediate concerns pertaining to safety and security.
- Business Transfers: In the event of a merger, acquisition, asset sale, or other forms of business transfer, your personal information may be transferred as part of the transaction. All recipients of such information are required to adhere to the terms of this Privacy Policy, ensuring the continued protection of your personal information under the new management.
5.1. AuditSoft may disclose your personal information under certain circumstances to ensure the effective delivery of our services and compliance with legal obligations. Such disclosures include:
6. Consent Mechanisms
- Express Consent: This type of consent is given explicitly by you, either in written, oral, or electronic form. For instance, when you sign up for our services through our website or agree to our terms and conditions electronically, you are providing express consent for AuditSoft to handle your personal information as outlined in this Privacy Policy.
- Implied Consent: Consent can also be inferred from your actions or inactions. By engaging with AuditSoft’s services, such as entering into agreements or utilizing our online platforms, you are understood to have given your consent for us to collect, use, and manage your personal information for purposes directly related to these interactions.
- Deemed (or Opt-Out) Consent: In certain communications, we may inform you that your personal information will be used or disclosed for specific additional purposes unless you opt-out. This means that if you do not actively refuse (for example, by not deselecting a pre-selected option), your consent is deemed to have been given for these purposes.
6.1. Your consent for AuditSoft to collect, use, and disclose your personal information is critical to our operations and relationship with you. We recognize and adhere to the following types of consent:
6.2. Withdrawal of Consent
You have the right to withdraw your consent at any time, subject to any legal or contractual obligations and upon reasonable notice. Withdrawal of your consent may affect our ability to provide you with certain products and services. To withdraw your consent, please contact our Privacy Officer directly. We will provide information on the implications of such withdrawal and guide you through the process.
7. Access and Updates to Personal Information
7.1. Right of Access and Correction: You have the right to access your personal information under the custody or control of AuditSoft Inc. (“AuditSoft”). You may also request corrections or updates to your personal information to ensure its accuracy and completeness. Requests for access or correction must be made in writing to our Privacy Officer.
7.2. Verification Process: To protect your privacy and security, AuditSoft requires you to verify your identity before granting access to or updating your personal information. This process may involve providing specific information or documentation as proof of identity.
7.3. Contact Information: To make a request for access to or correction of your personal information, please contact our Privacy Officer at the contact details provided in our Privacy Policy.
8. Security of Personal Information
- Using strong passwords that include a mix of letters, numbers, and symbols.
- Regularly updating your passwords to enhance security.
- Avoiding the sharing of your login credentials with others.
- Being vigilant about phishing and scam attempts. AuditSoft will never request your banking or credit card details via email. Should you receive any suspicious communication, do not click on any links and contact us directly instead.
8.1. Safeguards: AuditSoft has implemented comprehensive physical, procedural, and technical safeguards designed to protect your personal information against unauthorized access, data breaches, misuse, or loss.
8.2. User-Level Security Measures: We advise you to contribute to the protection of your personal information by:
9. Data Storage and Processing
9.1. Locations: Your personal information may be stored and processed in Canada and the United States. AuditSoft ensures that all third-party service providers engaged in the processing of your personal information comply with applicable privacy laws in both jurisdictions.
10. Marketing and Communication Preferences
10.1. Opt-In and Opt-Out: You have the choice to opt-in or opt-out of receiving newsletters, promotional communications, and invitations to participate in market research from AuditSoft. Each communication sent to you will include clear instructions on how to opt-out of future communications.
11. Privacy Officer and Contact Information
11.1. For privacy-related concerns, corrections, or access requests, please contact:
Privacy OfficerSafetyVantage Inc. (dba AuditSoft)
305-4625 Varsity Dr NW, Suite 342
Calgary, Alberta, T3A 0Z9
Phone: +1 (888) 514-3534