Privacy Policy

How Sertus collects, uses, and protects your personal information.

Last Updated: February 28, 2026

1. Introduction

1001234514 Ontario Inc. (the “Corporation”, “we”, “us”, “our”) recognises the importance of protecting “your” personal information. This Policy explains how we collect, use, and disclose your personal information. Personal information is any information about you that allows you to be directly or indirectly identified.

This Policy applies to the users and customers of our website (www.sertus.com), applications, products and services. It does not apply to information about our employees, candidates or contractors. Please note that this policy also does not apply to any personal information we may handle as a service provider to our clients during the provision of services (such as Customer Data uploaded to the Platform), which is governed by the intellectual property and data residency provisions of our Terms of Service.

By providing us with your personal information you acknowledge and consent to the collection, use, and disclosure of such information as set out in this Policy. In certain cases, your consent may also be implied. We reserve the right to update this Policy at any time.

2. The Information We Collect

We collect personal information directly from you when you provide it to us (online, email, phone, or chat). This includes: name, mailing address, email, telephone numbers, communications, and details on purchases and orders. We only collect information considered necessary for the conduct of our business.

3. Artificial Intelligence & Data Usage

No Training on Customer Data:We do not use “Customer Data” (documents/data uploaded to the Platform) to train, improve, or fine-tune our machine learning models or third-party Large Language Models without your express written consent.
Purpose-Limited Processing: AI processing is performed solely to provide the services requested in your Order Form.

4. For Which Purposes Do We Collect Personal Information

We collect information to:

Provide requested services/information;
Process requests, orders, billing, and payments;
Process and resolve complaints;
Provide personalised recommendations based on buying behaviour, if you accepted cookies;
Communicate for quality assurance or internal management;
Detect and prevent fraud;
For statistical and accounting purposes (in these cases, personal information is aggregated and anonymised);
Inform you of news, updates, information and special offers concerning our products and services, in accordance with anti-spam legislation and with your express consent as required;
Investigate violations of law or ensure the protection or defence of a legal interest;
Administer your account or services;
As required or permitted by applicable laws or as specifically consented to by you.

5. Automatically Collected Information & Cookies

Our website uses cookies to recognise your device, remember preferences, and — with your consent — measure how the site is used and the impact of our marketing. We group cookies into three categories:

Essential cookies (always on): required for authentication, security, and core functionality. The site cannot operate without them.
Analytics cookies (off by default): Google Analytics 4, configured with Google Consent Mode v2, helps us understand how visitors use the site so we can improve it.
Marketing cookies (off by default): conversion and retargeting tags for Google Ads, Meta (Facebook/Instagram), LinkedIn, Microsoft (Bing), TikTok, and Reddit. These allow us to measure ad performance and reach people who have visited the site.

All non-essential cookies are denied by default. Nothing is loaded until you make a choice in our consent banner. Data collected by these services may be transmitted to and stored by providers on servers outside Canada (see Section 11 and our sub-processors). You can change or withdraw your consent at any time via the consent banner or your browser settings.

6. Social Media & Third-Party Sites

We may use third-party social media sites (such as LinkedIn). Our social media accounts are public and we do not operate the sites that host them. If you decide to interact with us through one of these social media sites, you must first review their privacy policy. The personal information provided to us through social media accounts is collected to capture conversations and may be used to respond to requests or carry out analyses.

7. Information of Minors

We do not knowingly collect personal information from children under the age of 16 without verifiable parental consent.

8. Payments (FreshBooks)

Payments are processed through FreshBooks. We do not store payment card information. You provide payment info directly to FreshBooks, governed by their privacy policy and PCI-DSS standards.

9. Disclosure and Sharing

Personal information is disclosed only to authorised employees or third-party service providers acting on our behalf. We may disclose info:

When authorised by you for a specific purpose;
To satisfy legal requirements (subpoenas/court orders);
If the Corporation sells its business or is involved in a merger/due diligence;
As required or permitted by applicable laws. Customer Data uploaded for AI processing is stored and hosted on servers physically located within Canada.

10. How We Protect Your Personal Information

We use reasonable physical (locked rooms), technical (firewalls), and administrative (security policies) measures to protect info from unauthorised access, loss, or theft.

11. International Transfers

Your personal information (Account/Marketing data) may be transferred to providers outside of Canada and subject to local laws. Customer Data remains hosted in Canada as per Section 9.

12. Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as otherwise required for customer service, legal, or legitimate business purposes. Once the applicable retention period expires, the information is securely deleted or anonymised.

13. Your Rights

Subject to applicable law, you have the right to:

Access, correct, or update your personal information;
Withdraw your consent at any time (without affecting the lawfulness of processing carried out before withdrawal);
Request the deletion of personal information that is no longer necessary or legally justified.

If you withdraw your consent, the impact will depend on the circumstances. In some cases, withdrawal may prevent us from providing certain services. In other cases, withdrawal may not be possible where processing is required or permitted by law. We may also be legally required to retain certain personal information.

You may exercise these rights at any time by contacting our Privacy Officer. Requests must include sufficient information to allow us to verify your identity and process the request. We will respond within a reasonable timeframe and, where required by law, no later than thirty (30) days. We take reasonable steps to ensure that personal information is accurate and up to date; however, you are responsible for notifying us of any changes to your information.

14. Quebec Residents (Law 25)

If you access this site from Quebec, Canada’s Act respecting the protection of personal information in the private sector (as modernised by Law 25, in force since September 2023) applies in addition to federal PIPEDA requirements. In particular:

We obtain your explicit, informed consent before activating any analytics or marketing cookies. All non-essential cookies are denied by default.
You may withdraw your consent at any time, as easily as it was given, by re-opening the consent banner or contacting our Privacy Officer.
You have the right to access, correct, or delete your personal information, and to receive it in a structured, commonly used technological format (data portability).
Some of our service providers (including Google, Meta, LinkedIn, Microsoft, and Anthropic) are located outside Canada. Before providing your personal information, we assess the privacy protections afforded in the destination jurisdiction.

Our Privacy Officer is the person in charge of protecting personal information under Law 25 and can be reached at privacy@sertus.app.

15. Complaints and Contact

If you have any concerns or questions about our privacy practices, please contact our Privacy Officer:

Sertus Attn: Privacy Officer
Email: privacy@sertus.app

If we are unable to address your concerns, you may file a complaint with the Office of the Privacy Commissioner of Canada (OPC) at 1-800-282-1376.

View our sub-processors.