Privacy Statement

About this statement

Powerhouse Labs Inc. (PHL, we, us, or our) respects your privacy. This Privacy Statement explains how PHL collects, uses, discloses, retains, and protects personal information that PHL controls in connection with its public website, request and demo forms, NR-QRH™, ComplianceQI™, aiAssessor™, Microsoft commercial marketplace or partner pages, sales and business inquiries, customer and prospective-customer contacts, account administration, support, and related business activities.

 

This Statement does not replace a written customer agreement. When PHL processes Client Data on a customer's behalf to provide managed software or related services, that processing is governed by the applicable agreement, Statement of Work, and Acceptable Use Policy. The customer generally determines why and how that Client Data is processed and is responsible for notices to, and requests from, the affected individuals. Subject to applicable law, the customer agreement governs if it conflicts with this Statement in relation to Client Data.

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This Statement does not apply to information about PHL employees or job applicants, or to information that is not personal information under applicable law.

 

Personal information we collect

Depending on how you interact with PHL, we may collect:

• Identity and business contact information, such as your name, work email address, telephone number, organization, job title or role, and professional contact details.

• Inquiry and communications information, including demo requests, form submissions, support requests, meeting notes, feedback, and other communications you send to us.

• Account and service-administration information, such as user name, business email, role, organization, access permissions, login events, and security or audit records associated with a PHL service.

• Service and diagnostic information, such as features used, activity timestamps, connection details, error and performance records, resource use, and other operational telemetry. Customer agreements define its permitted scope and use.

• Commercial and relationship information, such as proposal, contract, subscription, licensing, entitlement, invoicing, purchase, and customer-administration details.

• Website and technical information, such as Internet Protocol address, browser and device type, operating system, pages viewed, referring page, and date and time information.

• Partner-platform information. When you view, request, trial, obtain, or purchase a PHL offer through Microsoft or another authorized partner, that platform may provide PHL with business contact, subscription, transaction, entitlement, or usage information.

 

Please do not submit health information, government identifiers, payment-card data, or other sensitive personal information through a public contact or demo form. If sensitive information is required to deliver a contracted service, it must be provided only through the approved customer environment and is handled under the applicable customer agreement.

 

How we obtain personal information

PHL may obtain personal information:

• Directly from you when you contact us, request a demonstration, subscribe to communications, enter into a business relationship, use an account, or request support.

• From your employer, organization, or another person who is authorized to provide your business contact or account information.

• From Microsoft and other authorized marketplace, referral, reseller, or technology partners.

• Automatically through our website, service logs, and the technologies described in the Cookies and Third-Party Pages section below.

 

How we use personal information

PHL may use personal information to:

• Respond to inquiries, schedule demonstrations, prepare proposals, and communicate with you.

• Establish, manage, and administer customer, supplier, partner, and other business relationships.

• Provide, configure, license, secure, maintain, support, and improve PHL products and services.

• Authenticate users, manage access, monitor service health, investigate security events, and prevent fraud or misuse.

• Process transactions, subscriptions, entitlements, invoices, and related business records.

• Understand website and service performance and improve the usability of PHL's public and customer-facing experiences.

• Send requested materials and, where permitted, relevant business communications.

• Meet legal, regulatory, contractual, insurance, audit, tax, and records-management obligations.

• Carry out another purpose that we explain when collecting the information or that you authorize.

 

Depending on the circumstances and the law that applies, PHL relies on consent, performance of a contract, compliance with legal obligations, and legitimate business interests that do not override applicable privacy rights.

 

Customer service data and artificial intelligence

Customer-controlled data. PHL processes Client Data only to provide, secure, maintain, support, and administer the contracted services, comply with law, and perform other processing authorized by the customer agreement or by the customer in writing. PHL does not sell Client Data or use it for advertising.

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AI-enabled functionality. A PHL service may use artificial intelligence or machine-learning systems to produce the functionality requested by the customer. Production processing needed to provide that functionality is distinct from training a model. PHL does not use identifiable Client Data or personal information for PHL's independent model training or product-development purposes unless that use is expressly authorized in a written customer agreement.

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De-Identified Data. Where a written customer agreement and the applicable Acceptable Use Policy expressly permit PHL to create and use De-Identified Data, PHL may do so only for the stated purposes and subject to the stated safeguards. PHL does not intentionally attempt to re-identify an individual or the customer from De-Identified Data. In the absence of that express permission, PHL does not use Client Data for PHL's independent research, benchmarking, dataset development, or model training.

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If your question or privacy request concerns information submitted to a PHL service by your employer, a PHL customer, or another organization, please contact that organization first. PHL will assist the customer as required by the applicable agreement and law.

 

When we disclose personal information

PHL does not sell personal information. We may disclose personal information only as reasonably necessary in the following circumstances:

• To service providers that support hosting, cloud infrastructure, identity and access management, security, communications, customer support, analytics, billing, and professional services.

• To Microsoft or another authorized marketplace, reseller, referral, or technology partner where necessary to manage an offer, subscription, entitlement, transaction, support request, or relationship.

• Within PHL to personnel who need the information for an authorized business purpose.

• To professional advisers, auditors, insurers, banks, and prospective or actual investors, purchasers, or transaction counterparties, subject to appropriate confidentiality protections.

• When required or permitted by law, legal process, court order, regulatory request, or to protect rights, safety, security, or property.

• With your direction or consent.

 

PHL requires service providers acting on its behalf to protect personal information and to use it only for the services they provide to PHL, subject to applicable contractual and legal requirements.

 

Cookies, website analytics, and third-party pages

PHL's public website is operated using the Wix platform. When you visit the website, Wix and any other website analytics technologies enabled by PHL may automatically collect technical and usage information, including your Internet Protocol address, browser and device type, operating system, pages viewed, actions taken, dates and times of access, referring sources, approximate geographic location, and search terms used to find the website. PHL uses this information to operate and secure the website, understand general website traffic, evaluate the effectiveness of its communications, and improve the website's content and usability. PHL generally receives and uses this information through aggregate website traffic and analytics reports.

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Our website uses cookies and similar technologies that are necessary to deliver and secure website functions. Analytics technologies may also be used when enabled to distinguish visitors, measure visits and sessions, and understand general website use. You can control cookies through your browser and through any cookie-preference choices presented on the website, although blocking necessary technologies may affect website functionality. If PHL enables non-essential analytics or marketing technologies for which consent or an opt-out opportunity is required under applicable law, PHL will provide the applicable choices through the website or another appropriate mechanism.

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PHL offers may appear on websites or partner pages operated by Microsoft or another third party. Those pages may use their own cookies, analytics, and similar technologies. The third party's privacy statement governs information that it collects for its own purposes. This Statement governs personal information after PHL receives and controls it. Links to third-party websites are provided for convenience, and PHL is not responsible for their privacy practices.

 

International and cross-border processing

PHL is based in British Columbia, Canada. PHL and its service providers may process or store personal information in Canada and in other countries where PHL or its providers operate. Information processed in another country may be subject to that country's laws and may be accessible to courts, law-enforcement authorities, or regulators in accordance with those laws. PHL uses contractual, technical, and organizational safeguards appropriate to the circumstances.

 

Retention

PHL retains personal information only for as long as reasonably necessary for the purposes described in this Statement, to provide contracted services, maintain security and business records, resolve disputes, enforce agreements, and comply with legal, tax, accounting, insurance, and regulatory requirements. Retention periods vary according to the type of information, the purpose, sensitivity, contractual requirements, and applicable law. When information is no longer required, PHL securely deletes it or anonymizes it, subject to lawful backup and archival practices. If PHL uses personal information to make a decision that directly affects an individual, PHL will retain the relevant information for at least one year after the decision, or longer where required by applicable law.

 

Security

PHL maintains reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, alteration, disclosure, loss, or destruction. Safeguards are selected with regard to the nature, amount, format, sensitivity, and storage of the information. No method of transmission or storage is completely secure, and PHL cannot guarantee absolute security. PHL maintains an incident response process designed to detect, investigate, contain, and remediate suspected privacy and security incidents. PHL will notify affected customers, individuals, or regulators where required by applicable law or the applicable customer agreement.

 

Business communications

PHL may send you service, security, account, transaction, and other relationship messages that are necessary to administer a request or business relationship. Where permitted by law, PHL may also send relevant product, event, or business information. You can opt out of promotional email by using the unsubscribe mechanism in the message or contacting PHL. An opt-out does not stop non-promotional messages that are necessary for an active account, transaction, service, or legal obligation.

 

Your privacy choices and rights

Subject to applicable law, you may have the right to request access to personal information PHL controls about you, ask for correction, request deletion, withdraw consent, object to or restrict certain processing, or obtain information about PHL's use and disclosure of your information. Rights vary by jurisdiction and may be subject to legal exceptions.

To make a request, email privacy@powerhouselabs.ai. Please describe your request and your relationship with PHL. PHL may take reasonable steps to verify your identity and authority before responding. PHL will not discriminate against you for exercising a privacy right. If PHL cannot resolve your concern, you may have the right to complain to the privacy regulator in your jurisdiction.

 

Children's privacy

PHL's public website, marketplace listings, and business services are intended for organizations and professional users, not children. PHL does not knowingly collect personal information from children through its public website or partner listings. If you believe a child has provided personal information to PHL through those channels, please contact us.

 

Changes to this statement

PHL may update this Statement to reflect changes in its practices, services, technologies, or legal obligations. The Last updated date at the beginning of the Statement identifies the current version. Where appropriate, PHL will provide additional notice of a material change.

 

Contact PHL

Questions, requests, or complaints about this Statement or PHL's privacy practices may be directed to:

Privacy Officer, Powerhouse Labs Inc.

200 - 120 Lonsdale Ave, North Vancouver, V7M 2E8
Email: privacy@powerhouselabs.ai
Website: powerhouselabs.ai