Legal

Privacy Notice

Last updated [effective date]

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Who we are and scope Privacy officer What we collect How we use it Sharing and sub-processors Residency and transfers Retention Security Your rights Automated decisions Cookies Children Changes Complaints and contact

1Who we are and scope

[Legal entity name] ("Probity IQ", "we", "us") operates the Probity IQ platform and website. This notice covers two roles:

Where we decide why and how information is handled (for example, personal information about website visitors and account users), we are responsible for that information under privacy law.
Where we process information on behalf of a customer (the interaction records a customer's AI systems send us), we act as a service provider following that customer's instructions. For that information, the customer's own privacy policy applies, and individuals should direct requests to that customer. Our handling is governed by our agreement and any Data Processing Agreement with the customer.

2Person responsible for privacy

We have designated a person responsible for the protection of personal information. You can reach them at privacy@probityiq.com, or [privacy officer name and title], [registered address].

3Personal information we collect

Depending on how you interact with us, we may collect:

Account and contact information: name, work email, company, role, and details you provide when you request a demo, sign up, or contact us.
Usage and device information: log data, IP address, and basic analytics about how the Service and website are used.
Communications: messages and support requests you send us.
Customer interaction data: where a customer uses the Service, the records its AI systems send us, processed on the customer's behalf as described above.

4How and why we use it

We use personal information to provide, secure, and improve the Service; to respond to enquiries and provide support; to administer accounts and billing; to communicate with you; and to meet legal obligations. We rely on your consent and the other bases permitted under Canadian law, and we collect only what is necessary for these purposes.

We do not sell personal information. We share it only with service providers who help us operate the Service (for example hosting and infrastructure) under appropriate confidentiality and security commitments; where required by law; and in connection with a business transaction such as a merger, subject to this notice. A current list of sub-processors is available at privacy@probityiq.com.

6Data residency and transfers

Probity IQ stores customer data in Canada. If any processing would occur outside Canada, we apply appropriate safeguards and conduct a privacy assessment of the transfer in line with Canadian law, including Quebec's Law 25. [Confirm any out-of-Canada processing and safeguards with counsel.]

7Retention

We keep personal information only as long as necessary for the purposes above or as required by law. Customer interaction data is retained according to the customer's configuration and agreement, with shorter retention for raw content than for derived assessments. When information is no longer needed, we delete or de-identify it.

8Security

We protect personal information with technical and organizational measures, including encryption in transit and at rest, access controls, and an immutable audit log. More detail is in our Trust Center.

9Your rights

Subject to applicable law, you may:

access the personal information we hold about you and request a copy;
ask us to correct inaccurate or incomplete information;
withdraw consent, where processing relies on consent;
request deletion of your information, where applicable;
under Quebec's Law 25, request information about how automated decisions about you were made, and request that your computerized personal information be communicated to you or to another party in a structured, commonly used format (portability).

To exercise these rights, contact privacy@probityiq.com. We will respond within the timelines required by law. Where we process information on behalf of a customer, please direct your request to that customer and we will assist them.

10Automated decision-making

We do not use your personal information to make decisions about you based solely on automated processing that produce legal or similarly significant effects. The Service analyzes customers' AI interactions on their behalf; decisions about individuals in that context are the responsibility of the customer operating the AI. Where Law 25 applies, individuals have the right to be informed about such decisions and to submit observations. [Confirm with counsel based on actual processing.]

11Cookies and analytics

Our website uses essential cookies to function and [analytics cookies] to understand usage. You can control non-essential cookies through your browser or any preference control we provide. [Insert the specific cookies and analytics tools used.]

12Children

The Service is intended for businesses and is not directed to children. We do not knowingly collect personal information from children under [age].

13Changes to this notice

We may update this notice from time to time. We will post the updated version with a new effective date and, for material changes, provide reasonable notice.

14Complaints and contact

If you have a question or concern about how we handle personal information, contact our person responsible for privacy at privacy@probityiq.com. If you are not satisfied, you have the right to complain to the Office of the Privacy Commissioner of Canada, and, if you are a Quebec resident, to the Commission d'accès à l'information du Québec.