Introduction

Thank you for your interest in our website and our online services. Process Fusion is a cloud solutions provider transforming how organizations work. Through innovative cloud technology, we help businesses turn complex workflows into seamless experiences. Our mission is simple: eliminate manual processes and free your team to focus on what matters most. We combine cutting-edge automation with seamless integration, empowering organizations to achieve more while doing less.

Protecting customers/visitors/users’ data and using it only in the way our customers/visitors/users expect from us is our highest priority. Thus, this policy is designed to inform you about the processing of your personal data and your rights regarding this processing according to the Canadian Personal Information Protection and Electronic Document Act (PIPEDA), EU General Data Protection Regulation (“GDPR”) and other data protection laws.

This policy is publicly available for review.

Data Controller and Data Processor

As Data Controller: We, Process Fusion Inc., are the Data Controller for the data that are collected directly from you, i.e. the Data Subject.

As Data Processor: When we, Process Fusion Inc., process data on behalf of a Data Controller that collect data from you, i.e. the Data Subject, we are the Data Processor therefore the Data Controller’s privacy policy should be used instead.

Data Protection Officer

You can contact our Data Protection Officer at any time by using the following contact details:

Process Fusion Inc. 3280 Bloor Street West, East Tower, Suite 1202, Toronto, Ontario, Canada. M8X 2X3, Phone: 905 363 0118 mail: info@processfusion.com .

Retention Period

Personal data provided to us via our website will only be stored until the purpose for which they were processed has been fulfilled. Insofar as retention periods under commercial and tax law must be observed. However, storage periods may also be amended due to our legitimate interest (e.g. to guarantee data security, to prevent misuse or to prosecute criminal offenders).

Customers and leads will be retained under our legitimate interest to share updates, personalized advertisements and content, providing personalized interactions, managing event registrations and attendance . In the event of no commercial or marketing relationship with us for more than 5 years data will be destroyed.

Users have the option to opt out of communications by using the unsubscribe option provided in our communications. Users can also reach out to our support team at supportteam@processfusion.com to log a ticket requesting the deletion of their information.

We have an internal data retention policy for PFI applications to ensure that we do not retain your personal data perpetually. After expiry of the applicable retention periods, your Personal Data will be deleted.

The personal data from your online activity will be deleted by the partners described in the Cookie Policy after the retention timelines outlined in the policy passed.

Data Recipients

We may use third party service providers to process your personal data. These service providers may be located in countries within and outside Canada, the European Union (EU) and the European Economic Area (EEA). We ensure that these service providers process personal data in accordance with Canadian and European data protection legislation to guarantee an adequate data protection level, even if personal data are transferred into a country outside the EEA for which no adequacy decision of the EU Commission exists. Transfers of personal data to other recipients is not performed, except where we are obliged to do so by law. For more information about appropriate safeguards for the international data transfer or a copy of them, please contact our Data Protection Officer.

What Personal Data We process During your Use of our Website and Services

Your visit to our website and/or use of our online services will be logged. We collect the following types of personal data from you:

· Name and surname

· Email

· Phone

· Company

· Country/State/Province

· Chatbot messages

· Online activity

Additionally, The IP address currently used by your device, date and time, the browser type and operating system of your device, the pages accessed and the options that you selected may be recorded.

a) Newsletter Registration

If you wish, you can subscribe for our newsletter on our website Contact Page by filling out the form provided there. The personal data that are collected in the registration form will only be processed for sending newsletters to your e-mail address and only if you have given your consent to this data processing. Your personal data will be processed until you unsubscribe from the newsletter by clicking the link “unsubscribe” which is provided in each newsletter you receive from us. Please note that you will not receive any newsletters from us anymore after you unsubscribe.

b) Contact Form

You can use the contact form on our website Contact Page to contact us for any request. The personal data that you filled out into the contact form will only be processed for answering your request. Filling in and submitting the contact form constitutes an affirmative action by which you have given your consent to the data processing.

c) Customer/User Account Registration

If you wish, you can create a customer account on our website by using one of the links for our related services, e.g. https://www.processfusion.com/try-for-free. If you create a customer account, you will not have to send us your personal data every time you are using our online services or when you try to access information/materials intended only for registered customers. The personal data that you provided in the registration form will only be processed for creating and maintaining your customer account. Your personal data will only be stored until you delete your account. If you delete your account, your personal data will be deleted without undue delay except where we are legally obliged by law to further store your data. Please note that you will not be able to use your customer account anymore, after it has been deleted.

Why do we need them

This data is collected for the purposes of optimizing and improving our website as well as our online services. The processing is legally based on legitimate interest as it is in our interest to protect our website and to improve the quality of our services. We need your personal data to provide you with the following services:

Answer the demo requests we receive from you on our website, using our legitimate interest to provide you with an useful answer

· Name and Surname – we need this data to communicate with you

· Email – we use your email address to communicate with you.

· Phone – we use your phone number to follow-up with you.

· Company – we need this information to better understand your needs.

· Country/State/Province – we need this information to better understand your needs.

Answer your questions via chatbot on our website.

· Chatbot messages – you can write here your questions.

With your consent, we would also like to make the following processing of personal data:

Online behavior · Browsing History – We share this information with our partners described in our cookie policy so that we can deliver you personalized offers. More information found on our cookies section of privacy notice

Additionally, your personal data is only stored if you provide it to us on your own account, e.g. as part of a registration, a survey, an online application or for online purchase (performance of a contract). Your personal data will be used to initiate, establish, maintain and develop a reasonable commercial relationship regarding our offering and services of products and services. We will administer billing, accounting services and security measure in relation to your business with us. We may promote and market additional products and services with features based on your personal preferences that are obtained by analyzing (by ourselves or third parties) your web traffic and user patterns.

How to access and control your personal data

Your personal data is processed in Process Fusion Inc. located in Canada. Hosting and storage of your data takes place in our data centre, which is located in Canada or cloud service, e.g. Microsoft Azure, that is operated internationally with data centres in selected countries. As specified in the related service agreements, no other third parties have access to your data, unless specifically required by law. Your personal data from the webforms you fill in is also processed by CRM platform, a US based company that acts as a data processor for us, offering the CRM platform. The legal ground for transferring of personal data from Canada to US, if you are from the European Economic Area or the United Kingdom, is the adequacy decision provided by the fact that this processor is part of the Data Privacy Framework in the United States.

Your personal data that you input in the chatbot is also processed by third party, in Canada, a company that acts as a data processor for us, offering the chatbot platform.

Your personal data for browsing history is transmitted to our partners described in the cookies policy, which act as joint controllers.

We will comply with any legal and regulatory requirements including fulfilling requests of government agencies, subpoena and/or other legal proceeding. We have taken appropriate measures to ensure that the data provided to us during the registration is adequately protected. These measures include, but are not limited to, encryption, access control, segregation of duties, internal audit etc. We assume no liability for interception, alteration or misuse of information transmitted over the Internet. In the event of a personal data breach, we will notify impacted data subjects with:

1. a description of the nature of the breach;

2. categories of personal data affected;

3. approximate number of data subjects affected;

4. name and contact details of Data Breach Response Team Leader or Data Protection Officer;

5. consequence of the personal data breach;

6. measures taken to address the breach; and any information related to the data breach.

What are your rights?

If you have reason to believe that any personal data that we have about you is incorrect or incomplete, you have the right to ask to see your personal data, to correct it, to request to be deleted, to request restriction of processing or to object to the processing. You also have the right to data portability. To exercise these rights please contact us at supportteam@processfusion.com

If you want to file a complaint about how we process your personal data, please contact us at supportteam@processfusion.com We will contact you to solve the problem raised. For EU, you can contact the Romanian National Supervisory Authority at www.dataprotection.ro and file a complaint. For UK, you can contact the Information Commissioner Office at www.ico.co.uk and file a complaint.

Use of Cookies

To make your visit to our website more pleasant and to enable the use of certain functions, we may use “cookies” on various pages. Cookies are small text files that are stored on your terminal device. Some of the cookies we use are deleted after the end of the browser session. Other cookies remain on your device and enable us or our partner companies to recognize your browser on your next visit.

We may also use third-party cookies from trusted partners to provide additional services and functionalities. These cookies are subject to the privacy policies of the respective third parties.

You can set your browser in such a way that you are informed about the setting of cookies separately and decide individually about their acceptance or exclude the acceptance of cookies for certain cases or generally. For more information, see the help function of your Internet browser. If cookies are not accepted, the functionality of our website may be limited.

Children’s Privacy

Our Services are not aimed at people under 18 and we do not knowingly collect personal information from children without appropriate parental or guardian consent. If you're a parent or guardian and believe we might have information regarding your child, please reach out to us at info@processfusion.com.

AI Disclaimer and Data Privacy Notice

Our website uses artificial intelligence (AI) tools to assist with answering questions and providing information. While we strive to ensure the accuracy and reliability of AI-generated responses, they may occasionally contain errors, omissions, or incomplete information. The content provided by our AI is intended for general informational purposes only and should not be considered professional advice, legal guidance, or a substitute for technical support. We recommend independently verifying any information before acting on it. Please do not enter any confidential or sensitive information into the chatbot, including but not limited to your date of birth, Social Insurance Number, banking details, or other personal identifiers.

Data Privacy and AI

When you interact with our AI-powered features, certain information you provide may be processed by our AI systems or third-party AI service providers. We do not use your data to train AI models unless explicitly stated. We take reasonable measures to protect your data and comply with applicable privacy laws. For more details on how your data is collected, processed, and shared, please review our full Privacy Policy.

Change Management

We reserve the rights to change this Privacy Policy at any time and you are advised to check this page periodically for any changes. Your continued use of PFI provided products and services, the PFI web sites and the Internet will constitute your acceptance of such changes.