Legal

Privacy Policy

Effective Date: January 1, 2025 · Last Updated: April 26, 2026

TrueNorth Workforce Compliance Intelligence Inc. (“TrueNorth WCI”, “we”, “us”, or “our”) is committed to protecting the privacy and security of personal information entrusted to us by our users, their employees, and visitors to our platform. This Privacy Policy describes how we collect, use, disclose, retain, and protect personal information in connection with the TrueNorth WCI™ platform and related services.

This policy applies to all individuals who interact with our platform, including employers (organizational administrators), employees (end users), visitors, and prospective customers. By accessing or using the TrueNorth WCI™ platform, you acknowledge that you have read and understood this Privacy Policy.

1. Governing Legislation

TrueNorth WCI™ operates in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA, S.C. 2000, c. 5) and applicable provincial privacy legislation, including Alberta's Personal Information Protection Act (PIPA), British Columbia's Personal Information Protection Act (PIPA BC), and Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Quebec Privacy Act, as amended by Bill 25).

For users in the United States, we comply with applicable state privacy laws including the California Consumer Privacy Act (CCPA, as amended by the CPRA), the Virginia Consumer Data Protection Act (VCDPA), the Colorado Privacy Act (CPA), and other state-level privacy frameworks as they come into effect.

2. Information We Collect

We collect the following categories of personal information:

Category	Examples
Identity Information	Full name, email address, job title, employee ID
Employment Information	Employer name, work province/state, department, hire date
Training Records	Module completions, assessment scores, certificates, timestamps
Incident Reports	Incident descriptions, dates, locations, involved parties, resolution records
Whistleblower Reports	Anonymous submissions, case tracking numbers (no identity data unless voluntarily disclosed)
Platform Usage Data	Login timestamps, pages visited, features used, session duration
Payment Information	Billing address, payment method (processed by Stripe; we do not store card numbers)
Device Information	Browser type, operating system, IP address, device identifiers

3. How We Use Personal Information

We use personal information for the following purposes:

•Providing and operating the TrueNorth WCI™ platform and its features

•Delivering compliance training content and tracking completion records

•Processing and managing incident reports and workplace investigations

•Operating the anonymous whistleblower reporting channel

•Generating governance scores, compliance reports, and insurer documentation packages

•Processing payments and managing subscription billing

•Communicating service updates, security notices, and regulatory alerts

•Improving platform performance, security, and user experience

•Complying with legal obligations and responding to lawful requests

4. Data Residency

All personal information collected from Canadian users is stored and processed within Canada. Our primary infrastructure is hosted on Canadian data centers. For users in the United States, data may be stored in US-based data centers. We do not transfer personal information outside of Canada or the United States without explicit consent or as required by law.

5. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. Training completion records and compliance documentation are retained for the duration of the employer's subscription plus a minimum of seven (7) years to support regulatory and litigation requirements. Upon account termination, employers may request data export in standard formats (CSV, JSON, PDF) before deletion.

6. Disclosure of Personal Information

We may disclose personal information to the following parties:

•The employer organization that administers the user’s account (for employee training records and compliance data)

•Payment processors (Stripe) for billing and subscription management

•Cloud infrastructure providers for platform hosting and data storage

•Legal authorities when required by law, court order, or regulatory investigation

•Professional advisors (legal counsel, auditors) as necessary for business operations

We do not sell, rent, or trade personal information to third parties for marketing purposes.

7. Whistleblower Anonymity

Reports submitted through the TrueNorth WCI™ anonymous whistleblower channel are designed to protect reporter identity. Anonymous reports are assigned a case tracking number and do not require or collect identifying information. If a reporter voluntarily provides identifying information, it is encrypted at rest using AES-256-GCM and access is restricted to authorized investigation personnel only.

8. Security Measures

We implement administrative, technical, and physical safeguards to protect personal information, including: encryption in transit (TLS 1.3) and at rest (AES-256-GCM), role-based access controls, multi-factor authentication, regular security assessments, and intrusion detection monitoring. For additional details, please refer to our Security page.

9. Your Rights

Under applicable privacy legislation, you have the right to:

•Access the personal information we hold about you

•Request correction of inaccurate or incomplete personal information

•Request deletion of your personal information (subject to legal retention requirements)

•Withdraw consent for non-essential processing

•File a complaint with the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner

•For California residents: request disclosure of categories and specific pieces of personal information collected, and opt out of the sale of personal information (we do not sell personal information)

10. Cookies and Analytics

We use essential cookies required for platform functionality (authentication, session management). We may use analytics tools to understand platform usage patterns. We do not use third-party advertising cookies or tracking pixels. You may configure your browser to refuse cookies, though this may limit platform functionality.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Material changes will be communicated through the platform and, where required, by email. Continued use of the platform after changes take effect constitutes acceptance of the updated policy.

Contact the Privacy Officer

For privacy inquiries, access requests, or complaints, contact:

Privacy Officer

TrueNorth Workforce Compliance Intelligence Inc.

Email: support@truenorthwci.com

We will respond to all privacy inquiries within thirty (30) business days.