Privacy policy

Clarity at Work Ltd. helps organizations manage people risk and AI risk, and a big part of that is how they handle personal information. We hold ourselves to the same standard. This page explains what personal information we collect through clarityatwork.ca and when you contact us, why we collect it, who else handles it, how long we keep it, and what you can ask us to do with it.

We follow Alberta's Personal Information Protection Act (PIPA) and, where it applies, the federal Personal Information Protection and Electronic Documents Act (PIPEDA). Any commercial email we send follows Canada's Anti-Spam Legislation (CASL).

Who's responsible

Theresa Lynn, President and Founder, is our privacy officer. She's accountable for how we handle personal information and answers privacy questions personally.

What we collect

When you browse the site

The site has no accounts, comment sections or newsletter sign-up box, and you can read all of it without telling us who you are. You only give us your details if you choose to email, call or text us, book a call or pay online, as described below.

We use Vercel Web Analytics to see which pages people visit. It doesn't set cookies or follow you to other websites. It records page views, the page that sent you here, and general details such as country, browser, operating system and device type. It doesn't give us your name, email address or IP address, and we can't use it to identify you.

Our website host, Vercel Inc., keeps short-term technical logs (IP address, time of request, page requested) so it can run the site securely and fix problems. We don't use those logs to identify or profile visitors.

There are no advertising cookies, social media pixels, Google Analytics or other tracking tags on this site. Fonts load from our own site, so opening a page doesn't send your information to Google. If we ever add advertising or tracking tools, we'll update this policy first and ask for your consent where the law requires it.

When you email us

The email buttons on the site open your own email program, addressed to information@clarityatwork.ca. A few buttons that send you to Theresa directly, such as saving a Sprint spot, questions after payment or the workshop check-in, go to theresa@clarityatwork.ca. We receive whatever you choose to send, usually your name, email address, organization and a note about what you need. We use it to reply, set up a discovery call or assessment, and plan any work we do together.

When you call or text us

Our business line, (587) 802-1333, runs on Quo, a phone and texting service. Quo keeps a record of calls and texts, along with any voicemail you leave and its transcript. We use these to reply to you. We don't record calls.

When you book a call

The booking buttons on the site for discovery calls, Partner fit calls and speaking or workshop host calls go to Cal.com, a scheduling service. The Cal.com booking form collects:

• your name and email address
• your organization and staff count
• how you heard about us, and who referred you if you tell us
• your role
• what brings you here
• any notes you add
• the email addresses of any guests you invite

We use this to prepare for the call and follow up with you afterwards. Calls are held on Cal.com video unless we agree on something else. Your booking goes onto Theresa's Microsoft 365 (Outlook) calendar, and Cal.com sends the calendar invite and reminders. Cal.com may store or process your information outside Canada, including in the United States. Cal.com's own privacy policy also applies.

When you register for a workshop or event

Event registration runs through Eventbrite, sometimes with a co-host or partner organization. Eventbrite collects your registration and payment details under its own privacy policy. A co-host may also receive your registration details, and its own privacy practices apply to what it does with them.

We use your registration details to run the event and send you the materials you signed up for. We don't keep your details afterwards, or add you to any mailing list, unless you opt in. It's always opt-in, never opt-out. The same goes for capture sheets, feedback forms or anything else you fill out at a session: we only keep them if you've said we can.

When you become a client

If we work together, we collect what we need to deliver and invoice the work. That's usually contact details for you and the people we work with, plus billing information.

You can pay by cheque, Interac e-Transfer through our bank, or card through Square. Square processes card payments. We never see or store your full card number.

Client work often involves information about your staff or operations. We handle it under the confidentiality terms in our agreement with you and only ask for what the work needs. Wherever we can, we do client work inside your own systems so your data stays with you.

Photos and video at our events

At workshops and events we run, we may take photos or short video of Theresa presenting, to use on this site and our social media. We don't publish images that show attendees unless they agree in writing. You can ask us not to photograph you, or to remove an image later, by emailing information@clarityatwork.ca.

How we use AI tools

We advise organizations on AI governance, so you should know how we use AI ourselves.

We use AI tools for our own business administration, such as drafting proposals, invoices and email. Theresa reviews everything before it goes out, and AI tools don't make decisions about you.

We don't put client business data into our own AI tools. Client work happens inside the client's own systems, under the client's own rules for AI use. We never allow any tool to train on client information.

Who else handles your information

We don't sell or rent personal information. We share it only with service providers who help us run the business, and only what each one needs:

• Vercel Inc., for website hosting and analytics
• Microsoft 365, for business email and calendar
• Cal.com, for booking calls
• Quo, for our business phone line and texts
• Eventbrite, and sometimes an event co-host, for event registration
• Square, for card payments
• QuickBooks, for our accounting records
• the AI tools we use for business administration, as described above

Some of these providers store or process information outside Canada, including in the United States. Our Microsoft 365 email, for example, may be stored outside Canada. When that happens, the laws of that country apply to your information, and its courts or authorities may be able to access it. If you'd like to know more about where a particular provider keeps information, or how we choose providers, email us and we'll tell you.

We may also disclose information when the law requires it.

Email from us

We only send commercial email, such as event follow-ups, offers or a newsletter, when you've agreed to receive it or when CASL otherwise allows it. Every message identifies us, includes our mailing address and has a simple way to unsubscribe. We act on unsubscribe requests within 10 business days, and usually much sooner.

How long we keep it

• Enquiries that go unanswered or don't lead to work are deleted after 2 years.
• If you've opted in to hear from us, we keep your contact details until you unsubscribe or ask to be removed. Every 2 years we review the list and remove people who haven't been in touch.
• Client files and engagement records are kept for 6 years after the engagement ends.
• Invoices and tax records are kept for 6 years after the end of the tax year they relate to, as the Canada Revenue Agency requires.
• If we use your personal information to make a decision about you, we keep it for at least a year after that decision, so you have a fair chance to ask about it.

When the time's up, we delete or securely destroy the information.

How we protect it

We use reputable, access-controlled services with multi-factor authentication, and only the people who need personal information can get to it. We keep personal information out of tools that aren't approved for it. No system is perfectly secure, though. If a breach creates a real risk of significant harm to you, we'll notify the Office of the Information and Privacy Commissioner of Alberta and let you know.

Your rights

You can ask us to:

• tell you what personal information we hold about you and how we've used it
• correct anything that's wrong
• stop sending you commercial email
• withdraw your consent to other uses, subject to legal or contract limits
• delete your information if we don't need to keep it

Email information@clarityatwork.ca. We'll respond within 45 days, as PIPA requires, and usually much sooner. There's no charge for a reasonable request.

If you're not happy with how we've handled your information or your request, you have the right to complain to the Office of the Information and Privacy Commissioner of Alberta (oipc.ab.ca). If federal law applies, you can also contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).

Links to other sites

This site links to LinkedIn, YouTube, podcast platforms, Eventbrite, government resources and other sites. They have their own privacy practices, and we're not responsible for them.

Changes to this policy

If our practices change, we'll update this page and the effective date at the top. Significant changes will be clearly flagged on the site.

Questions

Email information@clarityatwork.ca or call (587) 802-1333.