Privacy Policy

This Privacy Policy describes how ReportFlow (ReportFlow Solutions Limited) collects, uses, and protects your personal information. We are committed to protecting your privacy and handling your data responsibly in compliance with applicable data protection laws.

Who We Are

We operate a scheduled report generation and email delivery platform designed specifically for Montreal CFOs and financial professionals. Our service enables hands-free fiscal reporting through automated scheduling and distribution of financial reports via email.

As the data controller, we determine the purposes and means of processing your personal information. We take our responsibility seriously and implement appropriate safeguards to protect your data.

Information We Collect

We collect various types of information to provide and improve our services:

• Account Information: When you register, we collect your name, email address, organization name, job title, and contact details.
• Report Configuration Data: Information about your scheduled reports, delivery preferences, recipient lists, and email templates you create.
• Usage Data: Information about how you interact with our platform, including login times, features accessed, and report generation activity.
• Technical Data: IP addresses, browser type, device information, and cookies to enhance your experience and maintain security.
• Communications: Any messages you send through our contact forms or support channels.

Legal Basis for Processing

We process your personal information on the following legal bases:

• Consent: We rely on your explicit consent for certain processing activities, such as marketing communications, which you can withdraw at any time.
• Contract Performance: Processing is necessary to fulfill our service agreement with you, including account management and report delivery.
• Legitimate Interests: We process data to improve our services, prevent fraud, ensure platform security, and maintain compliance with legal obligations.
• Legal Obligation: We may process data when required by Canadian law or to respond to lawful government requests.

How We Use Your Information

We use the information we collect for the following purposes:

• Providing and maintaining our scheduled report generation and email delivery service
• Processing and delivering your automated fiscal reports to specified recipients
• Personalizing your experience and remembering your preferences
• Communicating with you about service updates, security alerts, and account changes
• Improving our platform through analytics and user feedback
• Detecting, investigating, and preventing fraudulent activities and security threats
• Complying with legal obligations and responding to lawful requests
• Sending occasional newsletters and updates (only with your consent)

Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specific retention periods are:

• Account Information: Retained while your account is active, and for up to 24 months after account closure for audit and compliance purposes.
• Report Configuration and History: Retained for up to 36 months to maintain report archives and enable historical analysis.
• Contact Form Submissions: Retained for up to 24 months after your last interaction with us.
• Analytics and Cookies: Retained for up to 14 months from collection date.
• Server Logs: Retained for up to 12 months for security and troubleshooting purposes.
• Marketing Communications Data: Retained until you unsubscribe, then retained for up to 12 months for compliance verification.

After the retention periods expire, we securely delete or anonymize your information. If legally required, we may retain data for longer periods.

Your Privacy Rights

You have the following rights regarding your personal information:

• Right of Access: You can request a copy of the personal information we hold about you.
• Right to Correction: You can request correction of inaccurate or incomplete information.
• Right to Deletion: You can request deletion of your personal information, subject to certain legal exceptions.
• Right to Restrict Processing: You can request that we limit how we use your data in certain circumstances.
• Right to Data Portability: You can request your data in a structured, portable format.
• Right to Withdraw Consent: You can withdraw consent for marketing communications at any time by unsubscribing or contacting us.
• Right to Lodge a Complaint: You have the right to lodge a complaint with the Privacy Commissioner of Canada regarding our data processing practices.

To exercise any of these rights, please contact us using the information provided in the Contact Us section below.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and gather analytics about platform usage. Cookies are small data files stored on your device that help us recognize you, remember your preferences, and improve our service.

Types of cookies we use include:

• Essential Cookies: Required for platform functionality and security.
• Performance Cookies: Help us understand how you use our platform and identify areas for improvement.
• Preference Cookies: Remember your settings and preferences to personalize your experience.

You can control cookies through your browser settings. Disabling certain cookies may affect platform functionality. For detailed information about our cookie practices, please see our Cookie Policy.

Data Security

We implement comprehensive technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These include encryption, secure authentication, access controls, regular security assessments, and staff training on data protection practices.

While we maintain strong security practices, no transmission over the internet or electronic storage is completely secure. We encourage you to use strong passwords and protect your login credentials.

Supervisory Authority

As a service provider in Canada, we are subject to the oversight of the Privacy Commissioner of Canada. If you believe we have violated your privacy rights or failed to comply with applicable data protection laws, you have the right to lodge a complaint with the Privacy Commissioner of Canada. You can learn more about your rights and how to file a complaint by visiting the Privacy Commissioner's office website.

Third-Party Links

Our website and communications may contain links to third-party websites and services that are not operated by us. This Privacy Policy applies only to our service. We are not responsible for the privacy practices of third-party sites, and we encourage you to review their privacy policies before providing any personal information.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our service constitutes acceptance of any changes. We recommend reviewing this policy periodically to stay informed about how we protect your information.