Our Privacy Policy

INTRODUCTION

This Privacy Policy explains how Ohminz Automation Inc. (“Ohminz,” “Company,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information in connection with the services we provide (the “Service” or “Platform”), including the PlantCompliance software platform and its related offerings, accessible at plantcompliance.ca and its related domains.

This Privacy Policy applies to everyone who interacts with us and uses our Platform (referred to as “you” throughout this Policy), which includes:

• Customers, which includes businesses that subscribe to and use the Service to manage their compliance records
• Customers’ Personnel, who act on behalf of a Customer or otherwise use the Service we make available to Customers.
• Non-Customers, which includes visitors to our domains, including plantcompliance.ca, plantcompliance.net, plantcomply.ca, plantcomply.com, and ohminz.ca, and other people who are not Customers but otherwise interact with our Platform.

When we talk about your “information” in this Privacy Policy, we are referring to personal information about an identifiable individual (which includes personal information that can be used on its own or with other information to identify, contact, or locate you).

While our Privacy Policy applies to anyone using our Service (whether paid or unpaid), it does not apply to third parties’ privacy practices and policies, except to the extent we use third parties to store or process your data. Third parties that you engage with should have their own privacy policies, which are their responsibility.

TYPES OF INFORMATION WE COLLECT & HOW WE USE THEM

To deliver or make our Service available, we receive and collect the following information:

1. Information About You (That You Provide). When you engage with our Service or communicate with us directly, we collect the information you provide. For example, we may collect the names, email addresses and certain payment details (e.g. the last 4 digits of a credit card) from Customers when they create an account on our Platform, as well as the names and email addresses of Customer personnel who create or otherwise use accounts created on the Platform. From time to time, we may also ask you about your experience engaging with our Service or your interest in products and services relating to our Service, and we collect the information you provide in response.
2. Information Provided Through Platform Features About Customers and Their Personnel. As a platform that assists Customers with compliance operations, we also collect the information and records about Customers and their personnel that they provide to us. Examples of this information include personnel names, identification numbers, certification records, training records and related documentation.
3. Information About Your Access and Use of Our Service. We may collect information about when you log in to our Service and how you interact with the Service, which can include information about the Service’s features you use and how you interact with them. For example, this can occur when you report issues with our Service through troubleshooting channels or when you leave a review about us and our Service. We also automatically track certain information about your use of the Service, which you can read more about in the Cookies & Automated Technologies section below.
4. Other Information from Third-Party Sources. We may receive information about you from other sources, such as the software providers you use to access or engage with our Service or the third-party sources you instruct us to collect information from. This information can include information that identifies your connection type, settings, operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data associated with your use of our Service.
5. Non-Personal Information. We may also collect non-personal information when we receive information directly from you or from third-party sources. Non-personal information is information that does not directly or indirectly reveal your identity or directly relate to an identifiable individual (such as statistical or aggregated information). Statistical or aggregated data does not directly identify a specific person, and we may derive non-personal statistical or aggregated data from the information we receive. For example, we may aggregate information to calculate the percentage of users accessing a specific feature of our Service.

We do not intend for individuals under the age of 14 to use our Service, and we do not knowingly collect information about individuals under the age of 14. If you are under the age of 14 or if you collect information about individuals under the age of 14 (e.g. youth employees), please do not use our Service or provide any information about those individuals to us. Anyone providing information about individuals between the ages of 14 and 18 are also responsible for taking particular care in obtaining appropriate, informed consent about the information you collect, use and share about those individuals with our Platform. If you believe we might have any information from or about a child under 14, please contact us using the Contact Information below.

HOW WE USE PERSONAL INFORMATION

We only use the information we collect for the following purposes:

1. To provide our Service and Platform support, which includes allowing you to create and manage user accounts, authenticating log-ins to our Platform, storing and displaying the information you provide to us, generating reports and other documents enabled by our Platform, processing payments, sending notifications, and providing Platform-related support.
2. To provide you with the information, products or services that you request from us or our service providers.
3. To feature positive feedback (that you have publicly provided) about our Service.
4. To combine information about you with other information we receive from third parties, when, for example, you integrate information from other services providers into our Platform.
5. To comply with applicable laws and obligations or to enforce our legal rights.
6. For any other purpose with your consent.

Data Security & Retention

Protecting your information is important to us. That is why we take steps to protect your information from unauthorized access, destruction and misuse. All the steps we take to protect your information will be commensurate with the sensitivity of the information we collect and reasonable in the circumstances.

We implement reasonable technical and organizational measures to protect personal information from loss, theft, unauthorized access, disclosure, copying, use, or modification. These measures include:

1. Encryption in transit using TLS for all communications between users and the Service
2. Password hashing using industry-standard one-way hashing algorithms (we never store plaintext passwords)
3. Role-based access controls within the Service to limit data visibility based on user permissions
4. Rate limiting and account lockout to protect against brute-force attacks
5. Automated database backups with controlled access
6. Operational access controls limiting who at Ohminz Automation Inc. can access production data, used only for support, security, or legal compliance purposes
7. Logging and monitoring of system access and security-relevant events

Additionally, to help protect your data, we will not store your data for longer than we need it unless you agree otherwise or the law permits us to keep the information for a longer period of time. If we anonymize your data, however, you agree we may use that anonymized information as we choose and keep the data for longer periods of time.

In any case and despite our efforts, using the internet is never risk-free. As a result, we cannot guarantee the security of your data, and – ultimately – you use the internet at your own risk.

Cookies & Automated Technologies

We use automated technologies to help us improve your user experience. To do that, we may store your preferences, remember you for future visits to our Service, or otherwise gather information about how our Service is used.

Our automated technologies may include browser cookies, flash cookies, or web beacons, and we may use them to collect information about your devices and internet use.

A cookie is a small piece of data – a text file – that a website asks your browser to store on your device to remember information about you, such as your language preference or login information, that can later be retrieved to identify you when you return to our Service.

For example, we may collect data about the tools and mechanisms you use to access our Service, including your IP address, browser, or operating systems. We may also collect information about your visits to our Service, such as location data, web traffic data and what you do with our Service.

Our automated technologies may also collect information about your online activities over time or on others’ websites, using methods like behavioural tracking. If you wish to opt out of behavioural tracking, please contact us using the Contact Information outlined below or use the opt-out mechanisms we provide.

When we use automated technologies (like cookies), the information we collect is generally statistical in nature. Nevertheless, it may include personal information or otherwise be associated with the information we collect, as described in this Privacy Policy.

If you wish to disable our cookies, you can typically disable them by changing your browser settings. In most modern browsers, you can block or delete cookies by clicking Settings > Privacy > Cookies.

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.youradchoices.ca.

Before deciding to delete our cookies, please note that some of our cookies are necessary to access the essential features of the Service, and we recommend that you leave cookies enabled. If you choose to disable our cookies, some of our Service’s functionality may no longer be available to you.

When We Share Your Information with Others

We may share your information when one of the following circumstances applies:

1. With Your Consent. We may share your information with others with your consent or to fulfill the purpose for which you provided the information.
2. For Business Purposes. We provide information to vendors and service providers to help us provide the Service to you. Examples of our service providers include hosting or infrastructure providers, our customer relationship management providers, email providers, collaboration tools, Stripe (for payment processing) and other service providers we use to run our Service.
3. For Corporate Transactions. We may share information with actual or prospective acquirers, their representatives, and other relevant participants in the event of a merger, a reorganization of our business, or another similar transaction.
4. For Legal Reasons. We may share your information if we believe that it is necessary to comply with any legal obligation or process, such as responding to a government or regulatory request. Likewise, we may share your information if we believe that it is necessary to enforce our rights or the rights of our customers or users.

The Service generates and sends email notifications as a core part of its functionality. These may include:

• Certification and inspection expiry reminders
• Account verification and password reset emails
• Billing and renewal notices
• Platform invitations
• Audit and compliance reminders
• System log notifications
• Daily digest emails

Who We Share Your Information With

We limit how we share your information, only providing it to the following:

1. Our affiliates, successors or, if we change our business or corporate structure, the ultimate operator of our Service.
2. Service providers and others with whom you consent or otherwise direct us to share your information with.
3. Contractors, service providers, and others that support our business, who provide the software we need to provide our Service to you.
4. Governmental authorities or courts, as required by law, or as is necessary to protect your rights, our rights, or the rights of others.

International Processing, Transferring and Storing Your Information

While we make concerted efforts to ensure the data we collect is processed in Canada, we may, from time to time, process, transfer or store your information in countries outside of Canada, where some of our service providers may reside (e.g. in the United States). Accordingly, some of the information we collect may be subject to privacy requirements that are more or less comprehensive than the privacy obligations applicable to our relationship with you. We will, however, implement appropriate technical and organizational measures to ensure our contractors and service providers protect your data, and we will make efforts to limit the information stored and processed outside of Canada.

By using our Service or providing your information to us, you agree to us processing, transferring, or storing your information in other countries. You may obtain more information about our international processing, transfer and storage practices using the Contact Information noted below to contact our designated privacy officer.

Retaining & Deleting Your Information

We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, unless the law requires or permits otherwise. We may also keep information for the purposes of satisfying any legal or regulatory requirements applicable to us.

The length of time we keep your information for will generally depend on the type of information collected, why it was collected, and the sensitivity of the information. If, at any time, you wish to have your information deleted, please contact us.

Here are some examples of how and when we delete information provided to us:

Active Account Data. We retain Customer data and account information for as long as the account remains active.

1. Cancelled or Expired Accounts. If a subscription is cancelled, expires, or a trial ends without conversion, we retain the account data in Read-Only status for six (6) months as a courtesy to allow reactivation or data export. After this six-month period, the data is permanently deleted.
2. Account Deletion. If you delete your account through the account settings, all data associated with that account is permanently deleted from our systems promptly, with residual copies purged from our rolling backups within thirty (30) days. No six-month retention applies.
3. Backup Retention. Automated database backups generated by our hosting infrastructure are retained on a rolling basis for security and disaster recovery purposes. Deleted records may persist in encrypted backups for up to thirty (30) days before being overwritten.

When we retain information, we may also choose to anonymize your personal information so that it can no longer be associated with you, and we may use such anonymous and de-identified data for our legitimate business purposes.

Accessing and Updating Your Information

We strive to keep the information we collect accurate and current, and we invite you to contact us when your information has changed. Privacy laws applicable to our relationship with you may give you the right to request access to the information we collect about you and often allow you to correct outdated information.

If a Customer provided your information to us (for example, your certification, training, or inspection records), that information may belong to the Customer who provided it to us. Please direct any request to access, correct, or delete that information to the Customer (e.g. your employer or the organization that added you to the Platform); however, where appropriate, we will also consider and action requests to access, correct or delete such information, when permitted or required by law.

If you wish to access or correct your information, please contact us using the Contact Information below. Likewise, please contact us if you have any concerns or complaints about how we use or collect your information.

Please note that we may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.

Additionally, in accordance with our data retention practices and applicable law, we may destroy or limit access to certain information we collect about you. Nevertheless, we will provide access to your personal information, subject to exceptions set out in applicable privacy legislation. Examples of such exceptions include:

1. Information that is part of a formal dispute resolution process.
2. Information that is about another individual that would reveal their personal information or confidential commercial information.
3. Information that is prohibitively expensive to provide.

If we are unable to provide you with access to your information, we will explain why (subject to applicable law about these sorts of disclosures).

Changes to Our Privacy Policy, Contacting Us & Accessibility

It is our policy to post any changes we make to our Privacy Policy on this page. Should we make any significant changes to our Privacy Policy and how we engage with your information, we will notify you. We also encourage you to periodically review our Privacy Policy to check for updates. The date the Privacy Policy was last revised is identified at the top of the page. Your continued access and use of the Service will be deemed to be your acceptance of this Privacy Policy.

Ohminz Automation Inc. has designated a Privacy Officer who is responsible for the company’s compliance with this Privacy Policy and applicable privacy law.

To make a privacy inquiry, exercise your privacy rights, or file a complaint, contact us at:

We are committed to making our Privacy Policy accessible to all users. Accordingly, if you require this Policy in an alternative format, please contact our Privacy Officer.