Privacy Policy

Who We Are

This Privacy Policy describes how ProcureFlow (ProcureFlow Solutions Limited) collects, uses, and protects your personal information. We are committed to safeguarding your privacy and handling your data with transparency and responsibility. As a provider of purchase order and vendor payment automation solutions for Winnipeg manufacturers, we understand the importance of protecting sensitive business information and personal data in the procurement workflow digitization process.

Information We Collect

We collect various types of information to provide and improve our services. This includes personal information you provide directly, such as your name, email address, phone number, and company details when you register for our platform or contact us for inquiries. We also collect usage data automatically when you interact with our website and services, including IP addresses, browser type, pages visited, and time spent on our platform.

Additionally, we collect information through cookies and similar technologies to enhance your browsing experience and analyze how our services are used. When you submit forms or contact us through our website, we collect the information you provide in those communications.

Legal Basis for Processing

We process your personal information based on several legal foundations. We rely on your consent when you explicitly agree to our data collection and processing practices. We also process data based on legitimate interests, such as improving our services, conducting research, and ensuring security and fraud prevention. Where applicable, we process data to fulfill legal obligations and contractual requirements necessary to provide our procurement automation solutions to you.

How We Use Your Information

We use the information we collect to provide, maintain, and improve our purchase order and vendor payment automation services. Your data helps us personalize your experience, respond to your inquiries, and send you relevant communications about our services and updates. We analyze usage patterns to optimize our platform's functionality and user experience.

We also use your information for security purposes, fraud detection, and to comply with legal obligations. Your data may be used to conduct research and analytics to better understand the needs of Winnipeg manufacturers and improve our procurement workflow solutions. We never sell your personal information to third parties for marketing purposes.

Data Retention

We maintain specific retention periods for different categories of data. Contact form submissions and inquiry messages are retained for up to 24 months following your last interaction with us. Analytics and cookie data are stored for approximately 12 to 14 months to allow us to analyze trends and improve our services. Server logs containing technical information are retained for up to 12 months for security and troubleshooting purposes.

Account information and business data associated with your use of our procurement platform are retained for the duration of your service relationship with us, plus an additional period as required by applicable law or our contractual obligations. If you request deletion of your account, we will remove your personal information within 30 days, except where retention is required by law.

Your Privacy Rights

You have the right to access, correct, update, or delete your personal information at any time. You can request a copy of the data we hold about you in a portable format. You have the right to object to processing of your information for certain purposes, including direct marketing communications. You may withdraw your consent at any time without affecting the lawfulness of processing before withdrawal.

You have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated. We encourage you to contact us first to resolve any concerns, and we will work to address your privacy questions and requests promptly.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our website and platform. Cookies are small files stored on your device that help us remember your preferences, maintain your session, and analyze how you use our services. We use both session-based cookies, which expire when you close your browser, and persistent cookies that remain on your device for a specified period.

Essential cookies are necessary for the functioning of our platform and cannot be disabled. Analytics cookies help us understand user behavior and improve our services. You can control cookie preferences through your browser settings, though disabling certain cookies may affect the functionality of our platform. For detailed information about cookies, please refer to our Cookie Policy.

Data Security

We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, disclosure, and destruction. Our systems use encryption technologies, secure servers, and access controls to safeguard sensitive data. We conduct regular security assessments and maintain security protocols appropriate to the nature of the data we process and the risks involved.

While we strive to protect your information, no security system is completely impenetrable. We cannot guarantee absolute security, but we remain committed to protecting your data to the best of our ability. In the event of a data breach, we will notify affected individuals and relevant authorities as required by law.

Third-Party Services

We may use third-party service providers to support our operations, including hosting providers, payment processors, analytics services, and customer support platforms. These service providers are contractually obligated to use your information only as necessary to provide services to us and must maintain appropriate security measures. We remain responsible for third parties' processing of your data under applicable privacy laws.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date at the top of this document. Your continued use of our services after changes are posted constitutes your acceptance of the updated Privacy Policy.