We are committed to maintaining the accuracy, confidentiality, and security of your personally identifiable information ("Personal Information"). As part of this commitment, our privacy policy governs our actions as they relate to the collection, use and disclosure of Personal Information. Our privacy policy is based upon the values set by the Canadian Standards Association's Model Code for the Protection of Personal Information and Canada's Personal Information Protection and Electronic Documents Act.
1. Introduction
We are responsible for maintaining and protecting the Personal Information under our control. We have designated an individual or individuals who is/are responsible for compliance with our privacy policy.
2. Identifying Purposes
We collect, use and disclose Personal Information to provide you with the product or service you have requested and to offer you additional products and services we believe you might be interested in. The purposes for which we collect Personal Information will be identified before or at the time we collect the information. In certain circumstances, the purposes for which information is collected may be clear, and consent may be implied, such as where your name, address and payment information is provided as part of the order process.
3. Consent
Knowledge and consent are required for the collection, use or disclosure of Personal Information except where required or permitted by law. Providing us with your Personal Information is always your choice. However, your decision not to provide certain information may limit our ability to provide you with our products or services. We will not require you to consent to the collection, use, or disclosure of information as a condition to the supply of a product or service, except as required to be able to supply the product or service.
4. Collection of Information
The Personal Information collected will be limited to those details necessary for the purposes identified by us. With your consent, we may collect Personal Information from you through various channels:
- Account Registration: When you create an account, we collect basic contact information including your name, email address, and company details.
- Service Setup: For Proof of Value (PoV) subscriptions, we collect contact information for service notifications. For annual cloud deployments, we collect AWS Account ID(s) necessary for service deployment.
- Support Services: When you interact with our support portal or email support, we collect communication history, ticket details, and any information you provide to help resolve your inquiry.
- Usage Information: We collect information about how you use our services, including log data, API calls, and other technical metrics.
5. Data Storage and Processing
Your data is stored and processed in different ways depending on your subscription type:
- PoV Subscriptions: Data is stored in FormKiQ-managed AWS accounts. This data is used solely for evaluation purposes and is subject to our data retention policies.
- Cloud Deployments: Data is stored in your own AWS account(s), where you maintain control over the data storage and processing infrastructure.
- Support Data: Support ticket information and related communications are stored in our support systems and are retained according to our support data retention policies.
6. Data Retention and Deletion
We maintain different retention policies depending on the type of data:
- PoV Data: All data in FormKiQ-managed PoV environments is deleted within 30 days after the PoV period ends or upon termination of the PoV subscription.
- Account Information: Basic account information is retained for as long as you maintain an active subscription and for a reasonable period afterward for legal and administrative purposes.
- Support History: Support ticket history is retained for up to 24 months after creation to maintain service quality and address recurring issues.
- Cloud Deployment Data: For annual cloud deployments, you control data retention as the data resides in your AWS account(s).
7. Safeguarding Customer Information
Personal Information will be protected by security safeguards that are appropriate to the sensitivity level of the information. Our security measures include:
- Infrastructure Security: For PoV subscriptions, we manage security through our AWS accounts using industry best practices. For cloud deployments, we provide secure CloudFormation templates that implement AWS security best practices in your account.
- Data Encryption: We implement encryption for data at rest and in transit, including documents, metadata, and communication between services.
- Access Controls: We maintain strict access controls and authentication mechanisms to protect your information from unauthorized access.
- Monitoring: We employ continuous security monitoring and regular security assessments to protect against potential threats.
8. Openness
We will make information available to you about our policies and practices with respect to the management of your Personal Information.
9. Customer Access
Upon request, you will be informed of the existence, use and disclosure of your Personal Information, and will be given access to it. You may verify the accuracy and completeness of your Personal Information, and may request that it be amended, if appropriate. However, in certain circumstances permitted by law, we will not disclose certain information to you. For example, we may not disclose information relating to you if other individuals are referenced or if there are legal, security or commercial proprietary restrictions.
10. Contact and Support
You may direct questions or inquiries about our privacy practices through the following channels:
- Privacy and data protection inquiries: info@formkiq.com
- Support inquiries: via our support portal or support@formkiq.com
- Legal notices: Must be in writing to the address listed in your Order
For general support inquiries, our support services are available during Business Hours (8am to 6pm Canada/Central Time) on Business Days (any day except Saturday, Sunday, or federal legal holidays in Canada).
11. Additional Information
Cookies
A cookie is a small computer file or piece of information that may be stored in your computer's hard drive when you visit our websites. We may use cookies to improve our website’s functionality and in some cases, to provide visitors with a customized online experience.
Cookies are widely used and most web browsers are configured initially to accept cookies automatically. You may change your Internet browser settings to prevent your computer from accepting cookies or to notify you when you receive a cookie so that you may decline its acceptance. Please note, however, if you disable cookies, you may not experience optimal performance of our website.
Third-Party Services
Our support portal and other third-party service providers may have their own privacy policies. We recommend reviewing the privacy policies of these services when you use them. While we carefully select our service providers, we are not responsible for the privacy practices of third-party services.