Indoc Systems Privacy Statement

This privacy statement (“Privacy Statement”) informs you of Indoc Systems, Inc. (“we,” “us” or “our”) privacy practices, including how we collect, use, and disclose your Personal Information.

Please review this Privacy Statement carefully. By submitting your Personal Information to us, by registering for, subscribing for, or using any of the products and services we offer, including Indoc’s software product, Pilot, by using our website, or by voluntarily interacting with us, you consent to our collecting, using, and disclosing your Personal Information as set out in this Privacy Statement, as revised from time to time.

This Privacy Statement should be read in combination with our Terms and Conditions of Use for our products and services you are using or accessing.

What's in this Privacy Statement?

1. Introduction
2. Notice to End Users
3. Meaning of Personal Information
4. Your Consent to Collection, Use, and Disclosure
5. Personal Information We Collect From You
6. Collection of Personal Information From Children
7. How We Use Your Personal Information
8. How Your Personal Information Is Accessed and Shared
9. How Long We Retain Your Personal Information
10. Where We Store Your Personal Information
11. How We Protect Your Personal Information
12. Third-Party Websites and Services
13. Your Rights Regarding Your Personal Information
14. Opting Out of Marketing Communications
15. How To Contact Us
16. Updates to This Privacy Statement

1. Introduction

This Privacy Statement applies to all our operations in Canada or our operations in connection with Canada, unless we have provided you with a separate privacy statement for a particular product, service, or activity.

This Privacy Statement is current as of the “Last Updated” date which appears at the top of this document. We may amend this Privacy Statement from time to time, which will become immediately effective when published in a revised Privacy Statement posted on our website unless otherwise noted. We may also communicate the changes through our services or by other means.

2. Notice to End Users

This Privacy Statement does not apply to the extent we process Personal Information in the role of a processor or service provider on behalf of our customers, such as your employer or an academic institution (your “Organization”). In such cases, it is that Organization’s privacy statement that applies; we conduct such activities strictly in accordance with your Organization’s instructions and pursuant to our contractual arrangements with your Organization. This Privacy Statement is intended to complement your Organization’s contract with us to provide the services and to supplement (not replace) your Organization’s own privacy practices. Where a conflict arises between this Privacy Statement and your Organization’s contract with us or your Organization’s privacy practices, your Organization’s agreements and practices will apply.

Your Organization’s administrator can:

• Control and administer our products and services including platform-level settings like creating and suspending user accounts, creating projects, and managing workspace virtual machines.
• Access and process your data including account information, uploaded and processed files, and your logged activities as you use our products and services.

If you are an end user or consumer with an existing relationship with your Organization, you should refer to the Organization’s website to understand their privacy practices and policies.

We are not responsible for your Organization’s privacy or security practices. If you have questions about privacy or wish to exercise your privacy rights, you should contact your Organization.

3. Meaning of Personal Information

"Personal Information" means information about an individual who can be identified, directly or indirectly, such as a name, an address, an email address, a phone number, or internet protocol (“IP”) address.

4. Your Consent to Collection, Use, and Disclosure

We collect, use, and disclose your Personal Information with your consent or as allowed or required by applicable privacy laws. How we obtain your consent may be express or implied and will depend on the circumstances, as well as the sensitivity of the information collected. If you choose to provide Personal Information to us after we provided access to this Privacy Statement, we assume that you consent to the collection, use, and disclosure of that Personal Information as outlined in this Privacy Statement.

If you wish to withdraw your consent to our collection, use, or disclosure of your Personal Information, please contact us using the contact information in the “How to Contact Us” section below. In some cases, withdrawal of your consent may mean that we will no longer be able to provide certain products or services.

5. Personal Information We Collect From You

5.1 Products and Services

We may collect information from you or from your use of our products and services, including Pilot. This may include:

• User account information: If your use of our products and services requires a user account, we collect information on behalf of your Organization to create your user account, such as your email address when your Organization creates your account, your first and last name and a username when you register your account.
• Your use of our products and services: When you use our products and services, your actions form an audit trail that helps you and your Organization to keep track of who did what and when. We may automatically collect technical and usage data that is identifiable to you when you use our products and services, including your internet protocol address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system, mobile or platform device type and other technological information on the devices you may use to access and use our products and services. For example, when you upload a file, a log entry is created that associates your username with the filename and date and time of the upload. This feature is provided to you as a security measure for your data processing activities.
• Content you provide through our products and services: Information you upload, store, process, or create when using our products and services may include any information about you that you decide to include.
• Communications with us: Information you provide when you communicate with our support team, for example, to ask questions, provide feedback, or seek technical support when using our products and services.

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We may collect and analyze certain data generated through your use of our products and services, such as site analytics or usage data. Although this data may be processed in aggregated form for analytical purposes, it may still constitute Personal Information where it relates to an identifiable individual. Accordingly, it will be handled in accordance with this Privacy Statement.

5.2 Website

For individuals who visit our Corporate website located at https://www.indocsystems.com or any of our related Pilot websites (collectively, “our website”), we may collect information from you or from your activities on the website where you have chosen to opt in to analytics cookies or similar technologies. When analytics are enabled, we may collect certain technical and device information about your use of our website. This may include your IP address, information about your device, browser, and operating system, the date and time of your visit, the region or general location where your device is accessing the internet, and other information about your usage of our website, including a history of the pages you view, articles you read, and other behaviours.

If you enter information in the “Contact Us” section of our website, we may collect your name, email address, phone number, Organization you represent, and details of your inquiry to enable us to respond to a general/business inquiry made by you on behalf of your company.

5.3 Cookies

We use cookies in the manner and for the purposes described in our Cookies Policy. If optional cookies are used, our websites will provide a tool that allows you to view or manage your cookie settings.

5.4 Other Interactions

For individuals who otherwise interact with us, whether in person, by phone or e-mail, through social media or otherwise, including job applicants, individuals who might be interested in acquiring our products or services, who sign-up to receive newsletters or other communications, who attend events hosted by us, or who respond to surveys and questionnaires, we may collect information that you provide to us during these interactions. This information may include your name, e-mail address, demographic information (such as your location, gender and age range), professional information (such as your professional designations and name of your employer), other information relevant and related to your use and interaction with our products and services, and any other information you may elect to provide to us during these interactions.

5.5 Information From Third-Party Companies

We may receive Personal Information or anonymous data about you from companies that offer their products and/or services for use in conjunction with our products and services or whose products and/or services may be linked with ours. For example, our customer service management service provider may provide us with information regarding your service tickets and inquiries. We may add this to the data we have already collected from or about you through other means set out in this section.

6. Collection of Personal Information From Children

Our products and services are not directed at children under the specified age of consent under the applicable laws in their jurisdiction. We do not knowingly collect Personal Information from individuals who are minors pursuant to the applicable privacy laws. If you are a minor pursuant to the applicable privacy laws, please do not submit any Personal Information.

If you become aware that a child has provided us with Personal Information, please contact us at privacy@indocsystems.com.

7. How We Use Your Personal Information

We use your Personal Information only for the purpose(s) for which it was collected. We may use this information in a number of ways or as otherwise required or permitted by law:


We will collect, use, and disclose information received through our websites and products only to pursue our legitimate business interests in keeping you updated on our services and products, respond to your queries, establish communication with you and your company, and to enhance user experience by analyzing your use of our website.

8. How Your Personal Information Is Accessed and Shared

8.1 Use of Third-Party products and Services

We engage providers who act on our behalf to assist with processing data for certain purposes, including:

• Hosting our servers and websites;
• Providing data storage services;
• Monitoring security and compliance;
• Providing you with access to technical support;
• Developing, and improving our application;
• Communicating with you;
• Processing your candidacy for employment;

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If we transfer your Personal Information to a service provider, we require that they maintain the confidentiality of your Personal Information and keep it secure. We also require that our service providers comply with applicable privacy laws and process your Personal Information only for the purpose of performing services on our behalf, and that they are not permitted to use or disclose your Personal Information for any other purpose.

8.2 When Required by Law

Additionally, we may use and disclose your Personal Information when we believe such use or disclosure is permitted, necessary or appropriate: (a) to comply with legal process; (b) to respond to requests from public and government authorities, including public and government authorities outside your country of residence; (c) to enforce the terms of the agreements for our products and services; (d) to protect our rights, operations or property; (e) to allow us to pursue available remedies or limit the damages that we may sustain.

8.3 Access by Our Team

Access to Personal Information is restricted to authorized individuals employed or contracted by us who need access to the information to perform their job duties. Our employees and individuals hired under contract by us are required to abide by our Confidentiality Agreement and Privacy Policies.

8.4 In Event of Sale or Transfer of Business

If we engage in the sale or transfer of some or all of our business, we may disclose your Personal Information in connection with the transfer or sale but will require the acquiring organization to agree to protect the confidentiality of your Personal Information in a manner that is consistent with this Privacy Statement and applicable privacy laws.

9. How Long We Retain Your Personal Information

The Personal Information we collect from you is only stored for as long as necessary to fulfill the purpose for which it was collected, and as permitted or required by law.

10. Where We Store Your Personal Information

Personal information collected using our website and helpdesk service is stored in secure, globally distributed data centres. Pilot user data is tenant and region specific.

We may transfer your Personal Information outside of Canada to fulfill the purpose for which we collected it, including for processing and storage by service providers. While your Personal Information is outside of Canada, it is subject to the laws of the country in which it is located, which may have different data protection laws than Canada. Those laws may require disclosure of your Personal Information to authorities in that country. If we transfer Personal Information outside of your jurisdiction, where privacy laws may differ, we will ensure that your Personal Information has a level of protection at least comparable to the level of protection provided in your jurisdiction through means such as contractual measures. For more information about our policies and practices regarding service providers outside of Canada, contact us using the contact information in the “How to Contact Us” section below.

11. How We Protect Your Personal Information

The information we collect from you is stored on secure infrastructure and is protected against loss, theft, unauthorized disclosure, copying and unauthorized use or modification through the use of contractual, technological, organizational, and physical controls in accordance with our information security policies and practices.

Despite these measures, we cannot guarantee that our safeguards will always be effective. A breach of security safeguards can result in risks such as phishing and identity theft. In such cases, we will act promptly to mitigate the risks and to inform you where there is a real risk of significant harm, or as otherwise required by law.

We may also require that you assist us in safeguarding your Personal Information. For example, if you create an account through our website or products, you should use a unique and strong password and not share your password with others.

If you have reason to believe that your Personal Information is no longer secure, please contact us immediately using the contact information in the “How to Contact Us” section below.

12. Third-Party Websites and Services

We may provide links to third-party websites for your convenience and information. We may also make opportunities available to you to purchase, subscribe to, or use other products or services from third parties with different privacy practices. Those other websites, products, or services are governed by the privacy statements and policies of the respective third party. This Privacy Statement does not extend to any websites, products, or services provided by third parties. We do not assume responsibility for the privacy practices of third parties, and we encourage you to review all third-party privacy statements prior to using third-party websites, products, or services.

13. Your Rights Regarding Your Personal Information

13.1 Your Privacy Rights

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. Therefore, we expect you, from time to time, to inform us with updates to your Personal Information, when required.

You may make a written request to access or to correct 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 and permissible under applicable privacy laws. 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. You also have the right to lodge a complaint with the relevant data protection authority (for example, the contact information for the Office of the Privacy Commissioner of Canada is 30 Victoria Street, Gatineau, QC K1A 1H3 Canada, or Toll Free: 1-800-282-1376 or www.priv.gc.ca).

Depending on your jurisdiction, and subject to specific conditions, you may be entitled to additional rights, including:
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• the right to withdraw your consent where we rely on consent as the lawful basis for processing your Personal Information;
• the right to object to certain forms of processing, under applicable conditions, including where you believe the processing is unlawful;
• the right to request the erasure of Personal Information about you, under certain conditions;
• the right to request that we restrict processing of your Personal Information, under certain conditions, such as when you believe we no longer have a lawful basis for processing, the processing is no longer necessary, or you contest the accuracy of the information, or you object to our processing activities;
• the right to data portability for Personal Information concerning you that you provided to us, in a structured, commonly used, and machine-readable format, under certain conditions;​
• the right to object to decisions made solely through automated processing, including profiling, that produce legal effects concerning you or otherwise significantly affect you, under certain conditions.

13.2 Submitting a Request

To submit a request, please contract us as set forth in the “How to Contact Us” section below. We may require you to 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. We will not charge you any fees to access your Personal Information in our records without first providing you with an estimate of the approximate fees, if any.

14. Opting Out of Marketing Communications

We will only send you marketing related e-mails with your consent if otherwise allowed by law. If you no longer want to receive marketing-related e-mails from us, you may opt out of receiving marketing-related e-mails by clicking the “unsubscribe” link at the bottom of any marketing-related e-mail you receive from us. You may also opt out by contacting us directly using the contact information in the “How to Contact Us” section below.

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.

15. How to Contact Us

For more information about our privacy practices, how we collect, use, or disclose your Personal Information, or to exercise your rights with respect to your Personal Information, please contact us at:

Privacy Officer, Indoc Systems, 1 Richmond Street West, Suite 401, Toronto, ON M5H 3W4, Canada, or by email: privacy@indocsystems.com.

If you have questions about our website or our products and services, please contact info@indocsystems.com.

16. Updates to This Privacy Statement

We may update this Privacy Statement periodically to reflect changes in our practices or legal requirements. When we make material changes, we will let you know through a clear notice on our website and, where appropriate, through other communication channels. Once published, the revised Privacy Statement will apply to the processing of your personal data going forward.