Privacy Policy and Terms & Conditions

LAST UPDATE OF THIS PRIVACY POLICY – 21st January 2025

This Privacy Policy applies to Alphavima.com (Alphavima Technologies Inc) (“Company”)  sets out our policy on the gathering and use of information on this site and our other sites (collectively “Sites”).

The Company provides safe websites for visitors of all ages and created this Privacy Policy to demonstrate our firm commitment to your privacy. The Company complies with Canadian Federal and Provincial privacy laws and regulations, including the Personal Information Protection and Electronic Documents Act.

Part I – Information alphavima.com collects and controls:

Information We collect

We collect information about you only if we need the information for some legitimate purpose. Alphavima.com may have information about you if (a) you provide it, (b) we collect it automatically, or (c) a third party shares it. Below we describe the various scenarios that fall under each of those three categories and the information collected in each one.

Information that you provide us

i. Schedule a Demo and other form submissions: We record information that you submit when you (i) register for the demo, (ii) subscribe to our newsletter or any other mailing list, (iii) participate in contests or respond to surveys, or (iv) submit a form to request customer support or to contact Alphavima.com for any other purpose.

iii. Testimonials: When you authorize us to post testimonials about our products and services on websites, we may include your name and other personal information in the testimonial. We allow you to review and approve the testimonial before posting it. If you wish to update or delete your testimonial, you can contact us at privacy@ Alphavima.com

iv. nteractions with Alphavima.com: We may record, analyze and use your interactions with us, including email, telephone, and chat conversations with our sales and customer support professionals, for improving our interactions with you and other customers.

Information that we collect automatically

i. Information from browsers, devices and servers: When you visit our websites, we collect information that web browsers, mobile devices and servers make available, such as the internet protocol address, browser type, language preference, time zone, referring URL, date and time of access, operating system, mobile device manufacturer and mobile network information. We include these in our log files to understand more about visitors to our websites.

ii. Information from first-party cookies and tracking technologies: We use temporary and permanent cookies to identify our services’ users and enhance user experience. We use cookies, beacons, tags, and scripts to identify visitors, track navigation, gather demographics, measure campaigns, and target users. Only first-party cookies are used—third-party tracking technologies are not. We also rely on Local Storage Objects (LSOs), like HTML5, to store content and user preferences for certain features. In addition, we store browser behaviour and customer journey information in google analytics.

iii. Information on Contact us: If visitors to our website want to book a demo of our products through our website, we collect parties’ names, addresses, emails, and phone numbers.

Information that we collect from third parties

i. Referrals: If someone has referred any of our products or services to you through our referral programs, that person may have provided us with your name, email address and other personal information. You may contact us at privacy@ Alphavima.com to request that we remove your information from our database. If you provide us information about another person, or if another person gives us your information, we will only use that information for the specific reason for which it was provided to us.

iii. Information from our reselling partners and service providers: If you contact any of our reselling partners or otherwise express interest in any of our products or services to them, the reselling partner may pass your name, email address, company name and other information to Alphavima.com. If you register for or attend an event that Alphavima.com sponsors, the event organizer may share your information with us. Alphavima.com may also receive information about you from review sites if you comment on any review of our products and services and other third-party service providers that we engage in marketing our products and services.

iv. Information from social media sites and other publicly available sources: When you interact or engage with us on social media sites such as Facebook, Twitter, Google+ and Instagram through posts, comments, questions and other interactions, we may collect such publicly available information, including profile information, to allow us to connect with you, improve our products, orOnce collected, this information may remain with us even if you delete it from social media. Alphavima.com may also add and update information about you from other publicly available sources.

Purposes for using information

In addition to the purposes mentioned above, we may use your information for the following purposes:

• Communicate with you (such as through email) about products, services, policy changes, or important notices.;
• Keep you updated on new products, events, offers, and promotions that may interest you.;
• Request your feedback by inviting you to participate in surveys about our products and services.;
• Set up and maintain your account, enable collaboration, provide hosting, and back up or restore your data.;
• Gain insights into how users engage with our services to prevent problems and improve products.;
• Deliver customer support and analyze interactions with customers.;
• Update and expand records, identify new customers, and provide products or services that match their needs.;
• Analyze trends, administer our websites, and track visitor navigation;
• Improve marketing campaigns and suggest offerings relevant to users.

Legal bases for collecting and using information

Legal processing bases applicable to Alphavima.com: the legal basis for information collection and use depends on the personal information concerned and the context we collect it. We typically collect and process information based on (i) contractual necessity, (ii) one or more legitimate interests of Alphavima.com or a third party not overridden by your data protection interests, or (iii) your consent. In some cases, the law requires us to collect your information or use your personal information to protect your vital interests or another person.

Withdrawal of consent: Where we rely on your consent as a legal basis, you have the right to withdraw your consent at any time, but this will not affect any processing that has already taken place.

Legitimate interests notice: Where we rely on legitimate interests as the legal basis and those legitimate interests are not specified above, we will clearly explain what those legitimate interests are when we collect your information.

Your choice in information use

Opt-out of non-essential electronic communications: You may opt-out of receiving newsletters and other non-essential messages using the ‘unsubscribe function included in all such messages. However, you will continue to receive notices and essential transactional emails.

Disable cookies: You can disable browser cookies before visiting our websites. However, if you do so, you may not properly use certain features of the websites.

Optional information: You can choose not to provide optional profile information such as your photo. You can also delete or change your optional profile information. You can always choose not to fill in non-mandatory fields when you submit any form linked to our websites.

Who we share your information with

All Alphavima.com (Alphavima Technologies Inc ) entities have access to the information covered in Part I. Your personal information remains confidential and is not sold. We share your information only in the ways described in this Privacy Policy and only with parties who adopt appropriate confidentiality and security measures.

Employees and independent contractors: Employees and independent contractors of all Alphavima.com group entities have access to the information covered in Part I on a need-to-know basis. We require all employees and independent contractors of Alphavima.com group entities to follow this Privacy Policy for personal information that we share with them.

Third-party service providers: We may need to share your personal information and aggregated or de-identified information with third-party service providers that we engage, such as marketing and advertising partners, event organizers, web analytics providers and payment processors. These service providers use your personal information only as necessary to provide services to us.

Reselling partners: We may share your personal information with our authorized reselling partners in your region solely to contact you about products that you have downloaded or services that you have signed up for. We will give you an option to opt out of continuing to work with that partner.

Other cases: Other scenarios in which we may share the same information covered under Parts I and II are described in Part III.

Your rights for information we hold about you as a controller

You have the following rights for information that Alphavima.com holds about you. Alphavima.com undertakes to provide you with the same rights no matter where you choose to live.

Right to access: You have the right to access (and obtain a copy of, if required) the categories of personal information that we hold about you, including the information’s source, purpose and period of processing, and the persons to whom the information is shared

Right to rectification: You have the right to update the information we hold about you or to rectify any inaccuracies. Based on the purpose for which we use your information, you can instruct us to add supplemental information about you to our database.

Right to erasure: You can request us to delete your personal information in certain circumstances, such as when it no longer serves the purpose for which we collected it.

Right to restriction of processing: You may also have the right to request to restrict your information in certain circumstances, such as when you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

Right to object: You have the right to object to using your information in certain circumstances, such as using your personal information for direct marketing.

Right to complain: You have the right to complain at privacy@dev.alphavima.ca if you have any grievance against the way we collect, use or share your information.

Retention of information

We retain your personal information for as long as required for the purposes stated in this Privacy Policy.

Sometimes, we keep your information longer if required by law. This may include maintaining suppression lists, preventing abuse, handling claims, enforcing agreements, or meeting tax and legal obligations.

When we no longer need your information, we delete or anonymize it in our active databases. Backup copies are stored securely until deletion is possible.

Part II – Information that Alphavima.com processes on your behalf

Information entrusted to Alphavima.com and purpose

Information provided in connection with services: You may entrust information that you or your organization (“you”) control to Alphavima.com in connection with the use of our services or for requesting technical support for our products. This includes customer or employee information (if you are a controller) or data you use on behalf of another person (if you are a processor). We may store the data on our servers when you use our services or receive it from you as part of a technical support or service request.

Information from mobile devices: When you elect to allow it, some of our mobile applications have access to the camera, call history, contact information, photo library, and other information stored on your mobile device. Our applications require such access to provide their services. If you allow access, we collect location-based information for uses like finding nearby contacts or setting reminders.

We share this information exclusively with our mapping providers and use it only to map user locations. You can disable app access to this information anytime in your device settings. When our mobile applications access data stored on your device, we use it within the app and either transfer it to associate with your account in related services (storing it on our servers) or keep it on your device unless you choose to share it with us.

(All the information entrusted to Alphavima.com is collectively termed “service data”)

How we use service data

We process your service data when you provide us instructions through the various modules of our services. For example, when you generate an invoice, we use customer details such as name and address to prepare the invoice. Likewise, when you use our campaign management service for email marketing, we use the email addresses on your mailing list to send the emails.

Who we share service data with

Alphavima.com group and third party sub-processors: In order to provide services and technical support for our products, the contracting entity within the Alphavima.com group engages other group entities and third parties.

Employees and independent contractors: We may provide access to your service data to our employees and individuals who are independent contractors of the Alphavima.com group entities involved in providing the services (collectively our “employees”) so that they can (i) identify, analyze and resolve errors, (ii) manually verify scanned images that you submit to us to verify the accuracy of optical character recognition.

We restrict employee access to your service data to specific individuals and log and audit all access. Our employees can access information you share with us for technical support or importing data into our products. We communicate our privacy and security guidelines to our employees and strictly enforce privacy safeguards within the Alphavima.com group.

Collaborators and other users: Some of our products or services allow you to collaborate with other users or third parties. Initiating collaboration may enable other collaborators to view some or all of your profile information. For example, when you edit a document you shared for collaboration, the system displays your name and profile picture next to your edits so collaborators know you made them.

Third-party integrations you have enabled: Most of our products and services support integrations with third-party products and services.  If you choose to enable any third-party integrations, you may be allowing the third party to access your service information and personal information about you. Therefore, we encourage you to review the privacy practices of the third-party services and products before you enable integrations with them.

Other cases: Other scenarios in which we may share information common to information covered under Parts I and II are described in Part III.

Part III – General

Children’s personal information

Our products and services are not directed to individuals under 13. Alphavima.com does not knowingly collect personal information from children who are under 13 years of age. However, if we become aware that a child under 13 has provided us with personal information, we will take steps to delete such information. If you believe that a child under 13 years has provided personal information to us, please write to privacy@dev.alphavima.ca  with the details, and we will take the necessary steps to delete the information we hold about that child.

How secure is your information

At Alphavima.com, we take data security very seriously. We use administrative, technical, and physical safeguards to prevent unauthorized access, use, modification, disclosure, or destruction of your information. If you have any concerns regarding the security of your data, we encourage you to write to us at privacy@dev.alphavima.ca with any questions.

Data Protection Officer

We have appointed a Data Protection Officer to oversee our management of your personal information under this Privacy Policy. If you have any questions or concerns about our privacy practices to your personal information, you can reach out to our Data Protection Officer by sending an email to privacy@dev.alphavima.ca or by writing to Data Protection Officer, Alphavima Technologies Inc at Suite – 105, 2233 Argentia Road, Mississauga, ON L5N 2X7

Locations and international transfers

We share your personal information and service data within the Alphavima.com Group. By accessing or using our products and services or otherwise providing personal information or service data to us, you consent to the processing, transferring, and storing of your personal information or Service Data within Canada and other countries where Alphavima.com operates.

Data processing addendum

To comply with the data protection obligations under the General Data Protection Regulation, we are prepared to sign a Data Processing Addendum (DPA) based on Standard Contractual Clauses. You can request a DPA from alphavima.com by emailing at privacy@dev.alphavima.ca. Once we get your request, we’ll forward the DPA to you for your signature.

Do Not Track (DNT) requests

Some internet browsers have enabled ‘Do Not Track (DNT) features, which send out a signal (called the DNT signal) to the websites you visit, indicating that you don’t wish to be tracked. Currently, no standard governs what websites can or should do when they receive these signals. So, for now, we do not take action in response to these signals.

External links on our websites

Some pages of our websites may contain links to websites that are not linked to this Privacy Policy. If you submit personal information to these third-party sites, their privacy policies govern your information. Therefore, as a safety measure, we recommend that you not share personal information with these third parties unless you’ve checked their privacy policies and assured yourself of their privacy practices.

Blogs and forums

We offer publicly accessible blogs and forums on our websites. Others may use your blog or forum posts to contact you with unsolicited messages. Be cautious when sharing personal information publicly. Alphavima.com is not responsible for the personal information you elect to disclose publicly. Your posts and certain profile information may remain even after you terminate your account with Alphavima.com. To request the removal of your information from our blogs and forums, you can contact us at privacy@dev.alphavima.ca

Social media widgets

Our websites include social media widgets such as Facebook “like” buttons and Twitter “tweet” buttons that let you share articles and other information. These widgets may collect your IP address, track the pages you visit, and set cookies to enable correct device function. Of course, your interactions with these widgets are governed by the privacy policies of the companies providing them.

Disclosures in compliance with legal obligations

We may be required by law to preserve or disclose your personal information and service data to comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements.

Enforcement of our rights

We may disclose personal information and service data to a third party if we believe that such disclosure is necessary for preventing fraud, investigating any suspected illegal activity, enforcing our agreements or policies, or protecting the safety of our users.

Business Transfers

We do not intend to sell our business. If we sell, acquire, or merge our business, the acquiring entity must honour our commitments. We will notify you by email or a prominent website notice of ownership changes or new uses of your data.

Compliance with this Privacy Policy

We make every effort, including periodic reviews, to ensure that the personal information you provide is used in conformity with this Privacy Policy. If you have concerns about this Privacy Policy or your data, write to us at privacy@dev.alphavima.ca . We will review your request and contact you. If required, coordinate with the appropriate regulatory authorities to effectively address your concerns.

Notification of changes

We may modify the Privacy Policy at any time upon notifying you through a service announcement or by sending an email to your primary email address. When Privacy Policy changes affect your rights, we will provide at least 30 days’ advance notice by email. Should you believe the updated policy impacts your rights, you may end your use by emailing us within 30 days.

Continued use of our services after the effective date means you agree to the modified Privacy Policy. You will not receive email notification of minor changes to the Privacy Policy. If you are concerned about how your personal information is used, you should check back at https://www.Alphavima.com.com/privacy periodically.

Cancelling Your Alphavima Product Subscription

We understand that circumstances change, and we aim to make the cancellation process straightforward. Here's how you can cancel your subscription:

How to Cancel

• Log in to your product account.
• Navigate to the Account Settings.
• Select the Billing section.
• Click on the Cancel Subscription button.
• Follow the on-screen prompts to confirm your cancellation.

Notice Period

To prevent automatic renewal, please complete the cancellation process at least 30 days before your next billing date. The notice period is 30 days from the cancellation request submission date.

Post-Cancellation Access

After cancellation, your account will remain active until the end of the current billing cycle, allowing continued access to all features during this period.

Data Retention

Following the end of your subscription, your data will be retained for 30 days to facilitate any necessary exports. After this period, all data will be permanently deleted to ensure your privacy.

Support

If you encounter any issues or have questions during the cancellation process, please contact our support team at support@dev.alphavima.ca

We appreciate the time you spent with Alphavima and hope to assist you again in the future!

Part IV – Alphavima Technologies Inc. – SMS Privacy Policy

Alphavima Technologies Inc. (“Alphavima”, “we”, “our”, or “us”) respects your privacy and protects the personal information you share with us. This SMS Privacy Policy explains how we collect, use, and protect your mobile information when you receive SMS (text) messages from Alphavima through our service provider, RingCentral.

Purpose of SMS Communications

We may send you SMS messages for the following purposes:

• Service updates or technical notifications
• Appointment or meeting reminders
• Security alerts (e.g., account-related notifications)
• Project status or billing updates
• Product news, tips, or event notifications (only with prior consent)

Consent and Opt-In

By opting into SMS from a web form or other medium, you are agreeing to receive SMS messages from IT Services. This includes SMS messages for conversations (external). Message frequency varies. Message and data rates may apply. See privacy policy at https://dev.alphavima.ca/privacy-policy. Message HELP for help.

You will only receive SMS messages from Alphavima if you have:

• Provided your mobile number to us directly, and
• Consented (either explicitly or through a business relationship) to receive messages relevant to the services you use

You may opt-in by checking an authorization box, replying to an SMS, or providing consent during onboarding or communication setup.

Opt-Out Instructions

No mobile opt-in or text message consent will be shared with third parties or affiliates.

You can opt out of SMS communications at any time by replying STOP to any SMS received from us. After opting out, you will no longer receive non-essential messages, although critical service alerts may still be sent.

If you have issues with unsubscribing, you may also email us at privacy@dev.alphavima.ca.

Information We Collect

When sending SMS via RingCentral, we may collect and store:

• Your mobile phone number
• Message delivery status (e.g., sent, delivered, failed)
• Message content (where necessary for record-keeping or customer support)

We do not use SMS content for profiling or third-party marketing.

Data Sharing and Service Providers

SMS messages are sent via RingCentral, a secure third-party communications platform. RingCentral and Microsoft Teams processes your data in accordance with its privacy and security protocols. We do not share your mobile data with unrelated third parties.

Security

We apply appropriate security measures to protect your information, including:

• Role-based access controls
• Encryption during transmission
• Secure logging and audit trails
• Compliance with CASL, GDPR, and TCPA (where applicable)

Your Rights

Depending on your location, you may have the right to:

• Request access to or deletion of your mobile data
• Withdraw consent to SMS communications
• Lodge a complaint with a supervisory authority

Policy Updates

This SMS Privacy Policy may be updated from time to time. We will post changes on our website at https://dev.alphavima.ca/privacy-policy and communicate them via SMS or email when required.