General Privacy Statement

Definitions

This section provides the specific meanings of terms used throughout this privacy policy to ensure clear understanding.

Personal data refers to any information that relates to an identifiable individual, such as name, contact details, or business information.

Processing means any operation performed on personal data, including collection, storage, modification, or deletion.

The user is any individual who accesses or utilizes the Valtrian services for management workflow automation.

Service denotes the digital solutions provided by Valtrian aimed at automating business workflows and processes.

Cookies are small data files stored on user devices to enhance functionality and collect usage information for the service.

Purposes of Data Processing

We process personal data to fulfill the following objectives in support of our management workflow automation service:

• Provision and maintenance of the digital management automation platform.
• Improvement and customization of user experience and services.
• Communication with users regarding updates, support, and service-related information.
• Compliance with legal obligations and regulatory requirements.
• Security enhancement to protect system integrity and data confidentiality.
• Analysis and research to optimize business workflows and service offerings.
• Prevention and detection of fraudulent or unauthorized activities.
• Archiving and backup to ensure data availability and recovery.

Legal Basis for Processing

Valtrian processes personal data based on one or more legal grounds as required by applicable data protection laws:

• Performance of a contract to which the data subject is party, including service delivery.
• Compliance with a legal obligation enforced upon Valtrian.
• Legitimate interests pursued by Valtrian or a third party, balanced against individuals’ rights.
• User consent where applicable and obtained through clear opt-in mechanisms.

Compliance with Data Protection Standards

Although based in Canada, Valtrian aligns its practices with international privacy frameworks to enhance data protection:

• Ensuring lawful and transparent data processing.
• Providing users with access to their personal data upon request.
• Implementing measures for data accuracy and minimization.
• Securing personal data against unauthorized access and breaches.
• Respecting users’ rights to rectification, erasure, and objection.
• Maintaining records and accountability for processing activities.

Cookie Usage

Valtrian employs cookies and similar technologies to support service functionality, analytics, and user interface preferences.

Cookies used include essential cookies for basic operations, analytics cookies to understand usage patterns, and preference cookies to save user settings.

Our cookies are categorized as strictly necessary, performance, and functional to enhance service effectiveness.

Users can manage cookie preferences through browser settings or provided opt-out tools without affecting core service access.

View our full Cookie Policy for more information.

Data Sharing and Disclosure

Valtrian shares personal data only under strict conditions to trusted partners and legal authorities when necessary:

• With service providers assisting in delivering and maintaining our automation platform.
• To comply with legal processes or regulatory demands.
• In connection with a business transaction such as merger or sale, with protections in place.
• As consented by the user for specific third-party integrations.
• To protect Valtrian’s rights, users, or others from harm or fraud.
• Data is never sold or shared for marketing purposes without explicit user consent.

International Data Transfers

Where personal data is transferred outside Canada, Valtrian ensures appropriate safeguards such as standard contractual clauses are implemented to maintain data protection levels.

Safeguards include contracts compliant with data protection laws, encryption, and access restrictions to secure data internationally.

Data Retention Policy

Personal data is retained only as long as necessary to fulfill service requirements, comply with legal obligations, or resolve disputes responsibly.

User account information is kept while accounts are active or as needed for administrative purposes.

Communications between users and Valtrian support are stored for service improvement and can be deleted upon request.

System logs are maintained for security monitoring and troubleshooting for a limited duration.

Upon termination or request, data will be securely deleted or anonymized except where retention is legally required.

Data Security Measures

Valtrian utilizes industry-standard security protocols and tools to protect personal data from unauthorized access, alteration, disclosure, or destruction.

• Encryption of data in transit and at rest to safeguard sensitive information.
• Regular security audits and vulnerability assessments to identify and mitigate risks.
• Access controls and authentication mechanisms restricting data handling to authorized personnel.

User Rights and Controls

Users have the following rights regarding their personal data processed by Valtrian:

• The right to access, correct, or update their data to ensure accuracy.
• The right to request deletion or restriction of processing under specific circumstances.
• Request correction of your personal data if inaccuracies are found.
• Withdraw consent for data processing where applicable at any time.
• Object to processing activities affecting your personal data under specific circumstances.
• Request restriction of data processing during verification or disagreement over accuracy.
• Receive your personal data in a portable format for your own use or transfer to another controller.
• File a complaint with relevant data protection authorities if you believe your rights are infringed.

How to Exercise Your Privacy Rights

To submit a request regarding your personal data rights, please contact our Data Protection Officer via the contact details provided below. We will review and respond promptly to your inquiries or requests, ensuring your concerns are addressed in accordance with applicable privacy regulations.

[email protected]

Valtrian commits to respond to all privacy rights requests within 30 days of receipt, providing updates if extended handling time is necessary.