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’ and users’ personal information and using it only for identified, reasonable and lawful purposes is a priority for Process Fusion Inc. This Privacy Policy explains how we collect, use, disclose, retain and protect personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA). Where we provide services to customers or interact with individuals in the European Economic Area, Switzerland or the United Kingdom, additional privacy requirements may apply, including the EU General Data Protection Regulation, the UK General Data Protection Regulation and the UK Data Protection Act 2018.

Our Role and Scope of this Policy

Process Fusion Inc. is accountable for personal information under its control. For information collected directly through our website, contact forms, chatbot, newsletter registration or other online interactions, this Privacy Policy describes our practices.

Where Process Fusion Inc. processes personal information on behalf of a customer or another organization, that organization remains responsible for determining the purposes for which the information is collected, used or disclosed. In those circumstances, the customer’s privacy policy, service agreement or applicable instructions may govern how the personal information is handled.

For Canadian visitors and customers, this policy should be read as a Canadian privacy policy. For EU, EEA, Swiss or UK individuals, the GDPR or UK GDPR will apply only where Process Fusion Inc.’s activities fall within the scope of those laws, such as where we offer services to individuals in those jurisdictions, monitor their behaviour, or process personal data on behalf of customers that are subject to those laws. In those cases, references in this policy to “personal information”

include “personal data,” and Process Fusion Inc. may act as a controller, processor or service provider depending on the circumstances and the applicable customer agreement.

Privacy Officer

You can contact our Privacy Officer at any time 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, e-mail: [email protected].

Retention Period

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, to provide our services, to maintain appropriate business records, to meet legal or regulatory requirements, or to resolve disputes. Personal information submitted through messages, chats or online requests may be retained for up to three years where there is no ongoing commercial or marketing relationship, unless a longer retention period is required or permitted by law. Certain business, contractual, accounting or tax records may be retained for up to seven years.

Personal information collected through online activity, including cookies or similar technologies, is retained in accordance with the timelines described in our Cookie Policy or the applicable settings of the relevant service provider.

Data Recipients

We may use third-party service providers to support our website, customer relationship management, communications, analytics, hosting, cloud infrastructure, chatbot functionality and other business operations. These service providers may be located in Canada or in other jurisdictions. When we use service providers, we use contractual, technical and organizational safeguards designed to protect personal information and require service providers to process personal information only for authorized purposes. Where GDPR or UK GDPR applies and Process Fusion Inc. acts as a processor, we process personal data only on documented customer instructions and in accordance with the applicable data processing terms. Personal information may also be disclosed where required or permitted by law, including to comply with legal, regulatory or government requests.

What Personal Data Do 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 provided in the contact form will only be processed to answer your request. Filling in and submitting the contact form constitutes affirmative action indicating your consent to 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 information is collected to operate, secure, optimize and improve our website and online services, respond to requests, manage business relationships, provide information about our products and services, and support reasonable and appropriate business purposes. We collect, use and disclose personal information with consent where required, or as otherwise permitted or required by applicable law.

We need your personal data to provide you with the following services:

Respond to demo requests, inquiries and other requests submitted through our website or online services.

· 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 information is stored only where you provide it to us, such as through registration, surveys, online applications, online purchases or other interactions with our services. We may use personal information to initiate, establish, maintain and develop a reasonable commercial relationship with you, administer billing and accounting activities, support security measures, and provide information about products or services that may be relevant to your organization. We will use consent-based marketing or analytics practices where required by applicable law.

How to access and control your personal data

Your personal data is processed by 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.

Personal information submitted through web forms may also be processed by our customer relationship management platform or other service providers that support our business operations. These providers may process information in Canada, the United States or other jurisdictions. Canada has been recognized by the European Commission as providing adequate protection for personal data transferred to Canadian commercial organizations subject to PIPEDA. Where personal data is transferred from the EEA, Switzerland or the United Kingdom to a country or recipient that is not covered by an adequacy decision or similar recognition, we rely on appropriate safeguards where required, such as standard contractual clauses, the UK international data transfer agreement or addendum, customer-approved transfer terms, or another lawful transfer mechanism. Where personal information is transferred or made accessible outside Canada, it may be subject to the laws of that jurisdiction. We remain accountable for personal information under our control and use safeguards designed to protect it.

Personal information that you enter into the chatbot may be processed by third-party service providers that provide or support the chatbot platform. Please do not submit confidential, sensitive or unnecessary personal information through the chatbot.

Information about your browsing activity may be shared with the partners described in our Cookie Policy for analytics, website functionality and marketing purposes, subject to your cookie preferences and applicable law.

We will comply with applicable legal and regulatory requirements, including lawful requests from government agencies, courts or other authorities. We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the personal information, including measures such as encryption, access controls, segregation of duties and internal audit practices. No method of transmission over the Internet or electronic storage is completely secure. In the event of a breach of security safeguards involving personal information under our control, we will assess our notification obligations under applicable law. Under Canadian privacy law, this includes assessing whether the breach creates a real risk of significant harm and, where required, notifying affected individuals, reporting the breach to the Office of the Privacy Commissioner of Canada and keeping breach records. Where GDPR or UK GDPR applies, we will also assess whether notification to a supervisory authority, affected individuals, customers or other relevant parties is required within the applicable legal timelines. Notices to affected individuals may include:

1. a description of the circumstances of the breach;

2. the type of personal information affected, where known;

3. the date or estimated date of the breach, where known;

4. steps we have taken or will take to reduce the risk of harm;

5. steps affected individuals can take to reduce the risk of harm; and

6. contact information for obtaining further information.

What are your rights?

You may request access to the personal information we hold about you and ask that inaccurate or incomplete information be corrected, subject to limited exceptions under applicable law. You may also withdraw consent to certain uses or disclosures of your personal information, where consent is the basis for processing, subject to legal or contractual restrictions and reasonable notice. Where GDPR or UK GDPR applies, you may also have additional rights, including the right to erasure, restriction of processing, data portability, objection to certain processing, and the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects. These rights are subject to applicable conditions and exceptions. To exercise these rights, please contact us at [email protected]

If you have a question or complaint about how we handle your personal information, please contact us at [email protected]. We will review and respond to your concern. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator. Where GDPR or UK GDPR applies, you may also have the right to lodge a complaint with an EU supervisory authority or the UK Information Commissioner’s Office, as applicable.

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 [email protected].

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.