Privacy policy

Meaning of Personal Information

“Personal information” means information about an identifiable individual. This information may include, but is not limited to, your name, mailing address, e-mail address and telephone number.  Personal information also does not include information that has been anonymized or aggregated in such a way that there is no serious possibility it can be used to identify an individual, whether on its own or in combination with other information.

Your Consent to Collection, Use and Disclosure

We may ask for Personal information when:- you visit the Website or use the functionality contained therein; and/or- you communicate with us via e-mail, social media or feedback or contact forms located on the Website.

In addition, some information is automatically collected, such as your Internet Protocol (“IP”) address, your operating system, the browser type, the address of a referring website, your user preferences, and your activity on the Website.

This information will be treated as Personal information when it is combined with or linked  to any of the identifying Personal information mentioned above (e.g., your name, e-mail address…).

We only collect, use and disclose your Personal information with your consent or as permitted or required by law. Subject to applicable laws, your consent may be obtained either in an express or an implied form, depending notably on.

The form we use will depend on the circumstances and tthe sensitivity of the information. When you choose to provide Personal information to us, we assume that you consent to the collection, use and disclosure of your Personal information as outlined in this privacy statement.

Personal Information We Collect

The Personal information we collect generally falls under one or more of the following categories.
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• Use of our products or services: If you use our products and services, including our Website, we may collect information directly from you or through your use of our products or services or through your activities on the Website.

• Information you submit to us: we collect information that you submit through your use of our products or services, including information you provide in connection with the creation and management of your account, when you book a demo, or when you want to register to a webinar. Such information may include your name, e-mail address or other contact information and password.
• When you apply for a job, we may collect your name, e-mail address, CV and a cover letter, as well as any other information you send us such as the reason for joining CoPilot AI, your biggest win in your career, your experience, your location, your salaries expectations or your preferred pronouns.
• Like most websites and other Internet services, we use cookies and other similar technologies. For more information, please see our Cookies Policy.

• Use of our products or services: If you use our products and services, including our Website, we may collect information directly from you or through your use of our products or services or through your activities on the Website.

We do not collect payment card information. When you make an online payment using a payment card, such as a credit or debit card, you are directly connected to our online payment processing service provider and your payment card information is collected and processed by that service provider.

How We Use Your Personal Information

We may use your Personal information and other information for different purposes, such as:

• to provide you with our products and services and to support your use of our products and services. Applicable legal basis under the General Data Protection Regulation (“GDPR”): performance of a contract;
• to administer and fulfill contests, loyalty programs, and other promotions and programs in which you participate. Applicable legal basis under the GDPR: consent;
• to help us address problems with and improve the Website, and/or our products and services. Applicable legal basis under the GDPR: legitimate interest;
• to request feedback and otherwise contact you about your use of the Website and/or our products and services. Applicable legal basis under the GDPR: consent;
• to notify you about important changes to our Website and/or our products and services. Applicable legal basis under the GDPR: performance of a contract;
• for our internal business purposes, such as to analyze trends and statistics, for audits, to develop new products, to enhance our websites, to improve our products and services, to identify usage trends and to determine the effectiveness of our promotional campaigns. Applicable legal basis under the GDPR: legitimate interest;
• to protect the security or integrity of our websites, our products and services and our business. Applicable legal basis under the GDPR: legitimate interest;
• to prevent, detect and investigate activity and transactions that are suspicious, fraudulent, or violate our Website Terms and Conditions. Applicable legal basis under the GDPR: legal obligation;
• to contact you if necessary regarding your transactions with us, changes to our terms, conditions, and policies and/or for other administrative purposes. Applicable legal basis under the GDPR: performance of a contract;
• to respond to your requests for support or customer service. Applicable legal basis under the GDPR: performance of a contract;
• in an emergency situation to protect your personal safety or that of site visitors or any third party. Legal obligation;
• with your consent when required, to communicate with you and to send you information by e-mail, postal mail, telephone, text message, or other means about our products, services, contests, and promotions; or
• as otherwise required or authorized by law.

You also may choose to provide Personal information to be published or displayed on public areas of the Website or transmitted to other users of the Website or third parties (collectively, “Member Contributions”). Your Member Contributions are published or displayed on the Website and transmitted to others at your own risk. We cannot control the actions of other users of the Website with whom you may choose to share your Member Contributions. Therefore, we cannot and do not guarantee that your Member Contributions will not be viewed by unauthorized persons.
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Finally, we may also use your Personal information and Website usage statistics to generate Aggregated Data for internal use and for sharing with others on a selective basis. Your identity and Personal information will be kept anonymous in Aggregated Data. “Aggregated Data” means records which have been stripped of information potentially identifying customers or users, and which have been manipulated or combined to provide generalized, anonymous information. We may use your Personal information and other information for purposes for which we have obtained your consent, and for other purposes as may be permitted or required by applicable law.

We do not use the information we collect to provide advertising of third party products and services or targeted advertising of Company products and services across third party websites or service offerings.

How We Share Your Personal Information

We rely on third party services providers to perform a variety of services on our behalf, including without limitation external shipping companies, vendors, consultants and credit card or payment processing companies (“Service Providers”). When we engage Service Providers who manage customer information on our behalf and/or perform services on our behalf, we only share your Personal information under the requirement that such Personal information is used only to provide services to us, such as conducting surveys, sending communications or helping prevent fraudulent transactions.

• Stripe. https://stripe.com/en-ca/privacy
• Chartmogul. https://chartmogul.com/privacy/
• Close CRM. https://www.close.com/privacy
• Google Adsense, Google Analytics, https://policies.google.com/privacy
• Microsoft Azure. https://privacy.microsoft.com/en-ca/privacystatement
• Facebook Remarketing. https://www.facebook.com/privacy/explanation/
• PartnerStack. https://partnerstack.com/policies#privacy-policy
• Capterra. https://www.capterra.ca/legal/privacy-policy
• G2 Crowd. https://www.g2.com/static/privacy

When we share your Personal information with Service Providers, we require that:

• they maintain the confidentiality of your Personal information and keep it secure;
• they use your information only for the limited purposes for which it was provided to them;
• they securely dispose of your Personal information when it is no longer required for those purposes;
• they do not disclose your Personal information to unauthorized parties;
• they do not use your information for their direct marketing purposes.

In some circumstances, we may permit our Service Providers to retain aggregated, anonymized or statistical information that does not identify you. If you would like more information about our Service Providers, please contact us using the contact information in the “Contact Us” section below.

Additionally, we may use and disclose your information when we believe such use or disclosure is permitted, necessary or appropriate:

• under applicable law, including laws outside your country of residence;
• to comply with legal process;
• to respond to requests from public and government authorities, including public and government authorities outside your country of residence;
• to enforce the terms of the agreements for our products and services;
• to protect our operations or those of any of our affiliates or subsidiaries;
• to protect our rights, privacy, safety or property, and/or those of our affiliates, you or others;
• and to allow us to pursue available remedies or limit the damages that we may sustain.

In addition, we may transfer your Personal information and other information to a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, brands, affiliates, subsidiaries or other assets.

If we otherwise intend to disclose your Personal information to a third party, we will obtain your consent and identify that third party and the purpose for such disclosure.

Opting Out of Communications

If you no longer wish to receive marketing-related e-mails from us, you may opt out of receiving such e-mails:

• by clicking the “unsubscribe” link at the bottom of any e-mail you receive from us;
• by logging-in into your account and make changes to your communication preferences if you created an online account when you registered to receive our e-mails; or
• by contacting us directly using the contact information in the “Contact Us” section below.

We will endeavor to respond to your opt-out request promptly, but we ask that you please allow us a reasonable time to process your request. Please note that if you opt out from receiving marketing-related e-mails, we may still need to send you communications about your use of our products or services, or other matters.

Retention of Personal Information

We will use, disclose or retain your Personal information only for as long as is necessary to fulfill the purposes for which that Personal information was collected and as permitted or required by law.

Information Security

We have implemented physical, organizational, contractual and technological security measures to protect your personal and other information from loss or theft, unauthorized access, disclosure, copying, use or modification.  

We have taken steps to ensure that the only personnel who are granted access to your Personal information are those with a business ‘need-to-know’ or whose duties reasonably require such information.

Despite the measure outlined above, no method of information transmission or information storage is 100% secure or error-free, so we unfortunately cannot guarantee absolute security. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any information that you provided to us has been compromised), please contact us immediately using the contact information in the “Contact Us” section below.

Rights Regarding Your Personal Information

We will take steps to ensure that your Personal information is kept as accurate, complete and up-to-date as reasonably necessary. We will not routinely update your Personal information unless such a process is necessary. We expect you, from time to time, to supply us with updates to your Personal information, when required.
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Right to access your Personal information: you may make a written request to review any Personal information about you that we have collected, used or disclosed, and we will provide you with any such Personal information to the extent required by law.  

Right to correct your Personal information: you may also challenge the accuracy or completeness of your Personal information in our records. If you successfully demonstrate that your Personal information in our records is inaccurate or incomplete, we will amend the Personal information as required.  

Consent withdrawal and automated decisions: you can also withdraw your consent to the disclosure or use of Personal information collected. If applicable, you may have the right to request information about the use of any automated decision system and the impact they may have on you.

Complaints: you also have the right to lodge a complaint with the relevant data protection authority. Under the GDPR, you may be entitled to additional rights, including:

• the right to withdraw consent to processing where consent is the basis of processing;
• the right to object to unlawful data processing, under certain conditions;
• the right to erasure of Personal Information about you, under certain conditions;
• the right to demand that we restrict processing of your Personal Information, under certain conditions, if you believe we have exceeded the legitimate  basis for processing, processing is no longer necessary, or believe your Personal Information is inaccurate;
• the right to data portability of Personal Information concerning you that you provided us in a structured, commonly used, and machine-readable format, under certain conditions;
• the right to object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you, under certain conditions.

If you want to learn more about your rights under the GDPR, you can visit the European Commission’s page on Data Protection at: https://ec.europa.eu/info/law/law-topic/data-protection/reform/rights-citizens_en. We may require that you provide sufficient identification to fulfill your request to access or correct your Personal information. Any such identifying information will be used only for this purpose.

International and Interprovincial Transfer and Storage of Information

Your Personal information may be stored and processed in British Columbia, Canada and in any country where we have facilities or in which we engage third party service providers, such as United States. As a result, your Personal information may be transferred to countries outside your country of residence, which may have different data protection rules than in your country.  

While such information is outside of your country, it is subject to the laws of the country in which it is located, and may be subject to disclosure to the governments, courts or law enforcement or regulatory agencies of such other country, pursuant to the laws of such country.  However, our practices regarding your Personal information will at all times continue to be governed by this Privacy Policy and, if applicable, we will comply with the GDPR requirements providing adequate protection for the transfer of Personal information from the EU/EEA to third country, such as standard contractual clauses.

Third Party Websites and Services

This privacy statement applies only to our products and services. This privacy statement does not extend to any websites or products or services provided by third parties. We do not assume responsibility for the privacy practices of such third parties, and we encourage you to review all third party privacy policies prior to using third party websites or products or services.

Children’s Information

Our products and services are not intended to be accessed or used by children under the legal age of majority.We do not knowingly collect, use or disclose Personal information of children under the legal age of majority. If you are under the legal age of majority, you may not sign up for or access or use any of our products or services, and you should not provide us with any of your Personal Information.

If it comes to our attention that we collected Personal Information from an individual under the legal age of majority, we will take steps to either return, destroy or otherwise dispose of such information in accordance with applicable laws. You can contact our Privacy Officer if you believe that we may have collected, used or disclosed Personal Information of an individual under the legal age of majority.

Privacy Statement Updates

This privacy statement is current as of the “updated” date which appears at the top of this page. We may modify this privacy statement from time to time. Changes made to this privacy statement will become effective immediately upon publication of the revised privacy statement on our Website, unless otherwise noted. We may also communicate the changes through our services or by other means.  

By submitting your Personal information to us, by registering for or using any of the services we offer, by using our Website, or by voluntarily interacting with us after we publish or communicate a notice about the changes to this privacy statement, you consent to our collecting, using and disclosing your Personal information as set out in the revised privacy statement.