Privacy Policy

We make your data security and privacy a top priority. Find out how we collect and use your information below.

1. General Information
1.1 Introduction

Protecting your privacy is important to Treefort Technologies Incorporated (hereinafter “Treefort“, “we“, “our“). This is why we have implemented safeguards and sound management practices to maintain the confidentiality and security of your personal information in accordance with applicable laws. This privacy policy (the “Policy“), which should be read together with our Terms and Conditions and the applicable Service agreements between you and Treefort, as the case may be, describes our practices regarding the collection, use, processing, disclosure, and retention of Personal Information (as defined below) of our clients, visitors and users.

By using our website (https://www.Treeforttech.com/) (the “Website“), our virtual meeting and signing platform (the “Meeting and Signing Platform”) the Identification Verification Process (the “IDV Process”) or any of our other Services, you agree that we may collect, use, process, disclose and retain your Personal Information in accordance with the terms and conditions described herein. If you do not agree to comply with and be bound by this Policy, you may not visit, access, or use our Website or Services or share your Personal Information with us.

This Policy does not apply to Personal Information of Treefort ‘s employees, agents, and consultants, or any other person affiliated with Treefort, or to any information that is not Personal Information as defined by applicable law.

1.2 Data Protection Officer

If you have any questions, comments, or complaints regarding our privacy
practices and policy, please contact our Data Protection Officer (as defined
below) at the following address:

Email:                         privacy@treeforttech.com

Address:                    12306, 109A Avenue

                                    Edmonton, AB

                                    T5M 2H7

2. Definitions

The following words and expressions, when appearing with a capitalized first letter in the Policy, shall have the meanings set forth below, unless otherwise implied or expressed in the text:

“Data Protection Officer” means the person who is responsible for the enforcement and implementation of this Policy, is in charge of the protection of personal information, and whose contact information is identified in Section 1 above.

“Personal Information” means any information that identifies, relates to, describes, is reasonably capable of being associated with, or could be linked, directly or indirectly, to a person, whatever the nature of its medium and whatever the form in which the information is accessible (written, graphic, sound, visual, computerized or other). Personal Information includes, but is not limited to, information that reveals something about the identity, characteristics (e.g., the abilities, preferences, psychological tendencies, predispositions, mental abilities, character, and behavior), or activities of that person.

“Service Provider” means any person or entity that processes data on behalf of Treefort. These are third-party companies or individuals with whom Treefort contracts to facilitate the Services, to provide the Services on behalf of Treefort, to perform services related to the Services or to assist Treefort in analyzing the use of the Services.

“Services” means the Website, the Meeting and Signing Platform, the IDV Process, and all related services offered by Treefort, including professional services and, where applicable, associated media, printed materials, and “online” or electronic documentation.

“User Organization” means: (i) the entity that wishes to verify your identity through the IDV Process and has sent, or has mandated Treefort to send you, a link to access the IDV Process; or (ii) the entity that wishes to meet with you virtually using the Meeting and Signing Platform and has sent you, or has mandated Treefort to send you, an invite to that meeting.

3. Processing of Personal Information

3.1 Collection of Personal Information

Treefort values the trust that you give us when providing us with personal information through our Website, the Meeting and Signing Platform and the IDV Process. As such, your consent is the primary factor in allowing us to collect data that is considered as personal information. Please note that at all times you remain in control of your personal information, and the consent you provide us to collect, use and/or communicate your information can be revoked at any time as explained further in Section 4.

3.2 IDV Process

What Information Will be Used to Verify Your Identity?

The following information will be collected and used to verify your identity:

Name

Date of Birth

Address

Email address

Cell phone number

Account number

IP address

Information about the device you use to complete the IDV Process

Biometric information

The image on your identification card may be used to identify you during the IDV Process


3.3 Automated Decision Making & Service Providers

When you receive a link to the IDV Process you will be asked to provide Treefort with specific information as outlined above. This information is then analyzed by third parties and the conclusions are transmitted to us. Our technology will then provide us with a decision as to whether your identity has been confirmed.

Our Service Providers are in the domain of: ID recognition, banking, telecommunication, and geolocalization, your information is also transmitted to a credit bureau for verification, but this will not affect your credit score in any way.

Once our technology has generated a response, we analyze the results and draft a report that is delivered to the User Organization, who will treat your personal information in accordance with their Privacy Policy.

If you believe any information used to confirm your identity is incorrect you can request to go through this process again or correct information in accordance with the procedure outlined in Section 4.

At any time, you may present any observations on the decision rendered by sending an email to:  privacy@treeforttech.com

3.4 Website

We may collect, use and/or communicate different types of Personal Information you provide to us on the Website as permitted by law while operating our business and providing our Services. These include, but are not limited to:

    • Contact information, such as your first and last name, address, e-mail address, and telephone number and affiliated organization;
    • Professional or employment-related information, such as your resume, criminal history information, and other information you provide to us when you apply for a job at Treefort;
    • Information you choose to provide or share with us, for example, when you fill out a form, respond to surveys or contact one of our employees or representatives, including your preferences or interests;
    • Information automatically collected through the use of our Website and Services, including:
          • Website usage and other technical data, such as your IP address, the pages you visited, the time and date of your visits, the type of browser you were using, the operating system of your device and other hardware and software information;
          • Cookies are used to collect data to track your preferences, to provide custom web page content and information you have entered for future sessions (for example: your username). Cookies used by this website cannot identify you and do not give us access to anything on your device. For more information on the Cookies we collect, please consult Section 5 of this Policy.

In each case, such Personal Information is processed in accordance with the legitimate and necessary purposes listed in section 3.6 below.

3.5 The Meeting and Signing Platform

Biometric information will be collected and used to confirm your identity before you enter the Meeting and Signing Platform. The audio and visual components of the meeting may be recorded at the discretion of the entity who invited you to the meeting, who may download and save the recording in accordance with its privacy policy.

3.6 Use of Personal Information

We may use your Personal Information for the legitimate purposes described below:

    • Operate, administer, maintain, monitor, develop, improve, optimize and provide all the features of our Website;
    • To provide Services to you;
    • Develop new Services and improve our Website and Services;
    • Send you messages, updates, security alerts;
    • For marketing and business development purposes, if you have previously consented to the processing of your personal information for these purposes;
    • Answer your questions and provide assistance when needed;
    • Administer a contest, promotion, survey, or other feature of the Website or our Services;
    • Collect opinions and comments about our Services;
    • Conduct research and analysis related to our business and Services;
    • Detect and prevent fraud, errors, spam, abuse, security incidents, and other harmful activities;
    • Send you communications as required by law; and
    • For any other purpose permitted or required by law.

The information we retain is encrypted, securely archived on Amazon Web Services servers located in Canada, and disclosed only in the rare case we are legally required to disclose it.


3.7 Disclosure of Personal Information

We may disclose your Personal Information to our employees, contractors, consultants, agents, Service Providers and other trusted third parties who need to know that information in order to help us operate our Website, conduct and protect our business, or serve you, provided that such Service Providers have previously agreed in writing to maintain the confidentiality of your Personal Information in accordance with applicable laws and our Information Governance Program.

We do not sell, trade, or otherwise disclose or exchange your Personal Information to third parties, subject to exceptions provided by law.

3.7.1 Service providers and other third parties

We may use Service Providers to perform various services on our behalf, such as IT management and security, marketing, and data analysis, hosting and storage. We have defined in section 3.3 the third party organizations that are communicated your data.

We use Google Analytics to analyze the audience of our Website. See their privacy policy

The Treefort report generated by the IDV Process may be shared with lawyers, notaries, mortgage brokers, real estate agents, lenders, and title insurance companies you interact with. The Treefort Report will not be shared with any other third party for any other purpose unless the sharing is required by law.

When we disclose your Personal Information to Service Providers, we enter into written contracts with them before your Personal Information is disclosed to them and we provide them with only the Personal Information that is necessary to perform their mandate. As part of these contracts with our Service Providers, we are committed to the principles set out in this Policy and these Service Providers are required to use Personal Information as directed by us and only for the purposes for which it was provided. In addition, these Service Providers provide us with sufficient guarantees that they will implement appropriate safeguards that are proportionate to the sensitivity of the Personal Information being processed or disclosed. When our Service Providers no longer need your Personal Information, we require them to destroy such data appropriately.

3.7.2 Compliance with legislation, responding to legal requests, preventing harm, and protecting our rights

We may disclose your Personal Information when we believe that such disclosure is authorized, necessary, or appropriate, including:

    • to respond to requests from public and government authorities, including public and government authorities outside your country of residence;
    • to protect our operations and business;
    • to comply with legal proceedings;
    • to protect our rights, privacy, safety, property, or those of you or others;
    • to allow us to seek available remedies or limit the damages we may suffer; and
    • in accordance with applicable laws, including laws outside your country of residence.

3.7.3 Commercial Transaction

We may share, transfer or disclose, strictly in accordance with this Policy, your Personal Information in the event of a sale, transfer, or assignment, in whole or in part, of Treefort or our assets (for example, as a result of a merger, consolidation, change of control, reorganization, bankruptcy, liquidation or other business transaction, including in connection with the negotiation of such transactions). In such cases, we will notify you before your Personal Information is transferred and is governed by a different privacy policy.

3.8 Consent

Wherever possible, Treefort obtains directly from the person concerned explicit consent to collect, use and disclose their Personal Information. However, if you provide us with Personal Information about other individuals, you must ensure that you have properly notified them that you are providing their Personal Information to us and have obtained their consent to such disclosure.

We will seek your express consent before using or disclosing your Personal Information for purposes other than those set out herein.

3.9 Retention of Personal Information

Subject to applicable laws, we keep your Personal Information only for the time necessary to fulfill the purposes for which it was collected unless you provide us with your consent to have your Personal Information used or processed for another purpose. As an indication, the duration of certain information may extend up to 2 years following the end of the Services rendered by Treefort to you. In addition, our retention periods may be modified from time to time due to legitimate interests (for example, to ensure the security of Personal Information, to prevent abuse and breaches, or to prosecute criminals).

Any information received by us from one of the third parties listed above will be retained for two years.

The report we prepare for User Organizations will be retained for a maximum of one year.

All Personal Information that has been collected by or for Treefort is destroyed or anonymized once the purpose for which it was collected has been completed. By anonymized, we mean that the Personal Information has been altered in such a way to prevent not only the identification of the person whom it concerns, but that the process is irreversible.

For more information about our retention periods, please contact our Data Protection Officer using the contact information provided in Section 1.2 of this Policy.

4. Your Rights

All the rights listed below may be exercised by sending it by e-mail or by mail to the attention of our Data Protection Officer privacy@Treeforttech.com. We will do our best to respond within 30 days.

You have the right to be informed about the collection and use of your Personal Information and to withdraw your consent. The Treefort Report containing your Personal Information can be obtained through the User Organization.

To process your request, you may be asked to provide appropriate identification or otherwise identify yourself through the User Organization and request access to the Personal Information we provided to the User Organization.

If you are not satisfied with our use of your Personal Information or our response to any exercise of these rights, you have the right to complain to the relevant data protection authority.

5. Cookies and other tracking technologies

We use cookies and other similar technologies (collectively, “Cookies“) to help us operate, protect, and optimize the Website and the Services we offer. Cookies are small text files that are stored on your device or browser. They collect certain information when you visit the Website, including your language preference, browser type and version, the type of device you are using, and the unique identifier of your device. While some of the Cookies we use are deleted after your browser session ends, other Cookies are retained on your device or browser to allow us to recognize your browser the next time you visit the Website. The data collected by these Cookies is not intended to identify you. They are used to ensure that the Website functions properly, to improve your browsing experience and to better understand the traffic and interactions that takes place on our Website as well as to detect certain types of fraud. Cookies do not harm your device and cannot be used to retrieve your Personal Information.

You can set your browser to notify you when you visit the Website so that you can decide whether to accept or reject the use of some or all Cookies. Please note that disabling Cookies on your browser may adversely affect your experience on the Website and prevent you from using some of its features.

6. Security Measures

Treefort implements a range of reasonable physical, technological and organizational security measures to adequately protect the confidentiality and security of your Personal Information against loss, theft, or unauthorized access, disclosure, copying, communication, use, modification, or destruction. These measures include encryption, access control, segregation of duties, internal audit, and confidentiality agreements with our Service Providers, etc.

Despite the measures described above, we cannot guarantee the absolute security of your Personal Information. If you have reason to believe that your Personal Information is no longer secure, please contact our Data Protection Officer immediately using the contact information provided in Section 1.2 above.

7. Updating Our Privacy Policy

We reserve the right to update and modify this Policy at any time in accordance with applicable law. If we make any changes, we will post the most current version of the Policy on our Website and update its version number and date, which can be found on the footer of the Policy. We, therefore, encourage you to review our Privacy Policy when you visit the Website to stay informed of how we are using Personal Information. If you do not agree with the new terms of the Privacy Policy, we invite you to stop using our Website and Services. Your continued use of or access to the Website following the posting of any changes constitutes acceptance of those changes.

8. Links to Third-Party Websites

We may from time to time include on our Website references or links to websites, content, products, or services provided by third parties (“Third-Party Services“). These Third-Party Services, which are not operated or controlled by Treefort, are governed by privacy policies that are entirely separate and independent from this Policy. We, therefore, assume no responsibility for the content and activities of these websites. This Policy applies only to the Website and the Services we offer. The Policy does not extend to any Third-Party Services.

9. Contact Us

Any questions, comments, requests, or concerns regarding this Privacy Policy should be directed to our Data Protection Officer at privacy@treeforttech.com. 

Updated as of September 14, 2023