Here at TreeFort, we take your privacy very seriously, which is why we have developed this Privacy Policy to help you understand how we collect and use your personal information, as well as your rights to access this information.

This Privacy Policy relates to the privacy of information collected from individuals who register for our Services (defined below), who visit our website, or who attend marketing events, training events or product demonstrations (collectively, the “Customers”). This Privacy Policy applies to all services provided by TreeFort Technologies Incorporated (“TreeFort”), including but not limited to: web applications, events or training, support systems, and any websites maintained and operated by TreeFort (collectively, the “Services”). This Privacy Policy will also outline how information is collected, used and disclosed, as well as the Customer’s rights to their information such as objecting to the use of certain information, as well as accessing, amending, or deleting certain information.

In the context of this policy, “Personal Data” refers to any information that can be used to identify Customers or clients of Customers, such as: name, address, date of birth, email address, phone number, account credentials, support details, communication within TreeFort web applications, and any documents or data uploaded or returned in connection with use of the Services.

This Privacy Policy does not apply to any data collected and used in aggregate with no identifiable Personal Data attached, such as aggregate statistics for marketing purposes. This Privacy Policy may be amended from time to time, and Customers will be notified by email when there are significant changes – all changes are effective immediately. This Privacy Policy also does not apply to any links, integrations, or referrals to third-party websites or services provided or made available to Customers through use of our Services. We recommend you review the privacy policies of these third-party services to understand their information privacy practices.

If you choose to use our Services, you agree to the collection and use of information in relation with this Privacy Policy. The Personal Data that we collect is used to provide and improve the Services, and we will not use or share your information with any party except as described in this Privacy Policy.

Throughout this Privacy Policy, any reference to “we”, “our” or “us” means TreeFort, any reference to “you” or “your” means Customer. In the context of this policy, any reference to the clients of a Customer (e.g. an individual being verified through TreeFort at the request of a Customer) will be explicitly stated.

We collect information when you provide it to us, when you use our Services, or when other sources provide it to us. The following sections detail the type and source of information collected.

Information inputted by you while using the Services or otherwise directly provided to us is collected, including the following:

When you sign up to use the Services, basic profile information is collected, including: name, email address, phone number, date of birth, address, and affiliated organization. Any profile updates or account preference information provided by you is also collected. Billing information for a primary contact is also collected; however no credit card or account information is stored for this primary contact.

Through the use of our Services, including our web applications, information you provide during regular use of the Services is collected and stored. Examples of information collected and stored includes, but is not limited to: general file information, information from your clients, information and communication shared between users of the Services through notes within our web applications, as well as sensitive files, links, and documents uploaded or returned to our web applications.

Through trusted third-party sources, we verify your client’s basic personal information that you provide to TreeFort against the personal information held by your client’s financial institution, your client’s mobile service provider, and a major consumer reporting agency. Your Personal Data will also be verified against the same third-party trusted sources prior to the creation of an account and use of the TreeFort web application. You and/or your client may also be asked to upload photos of you and/or your client’s government-issued ID (e.g. driver’s license or passport) and complete a face scan.

The Services include websites owned and operated by us, as well as any promotional events and training provided by us. Any information collected from contact forms on websites, through social media channels, from participation in surveys or contests, and during promotional or training events, such as names and email addresses, is collected when submitted.

The Services include customer support channels operated by us, such as email or phone support. When you or your client submits a request to a support channel, contact information, details of the issue or request, and any supporting screenshots, information, documentation, or forwarded email chains may be stored. Notes based on phone communication with you or your client in relation to support requests may also be stored.

Other users of our Services may provide Personal Data about you through their regular use of the Services, including but not limited to: uploading files, communicating within our web applications, and submitting your Personal Data via our marketing events, website, or customer support channel on your behalf, with or without your prior consent. 

We also may receive your Personal Data from third-party partners, such as marketing and affiliate partners, or existing Customers, who provide information about your interest or potential interest in our Services.

We collect information about you that is not directly provided to us when you use our Services, including use of any websites owned and operated by us and use of any of our web applications.

We use cookies for a variety of purposes, including optimizing your and/or your client’s experience using this website, remembering you and/or your client’s preferences and information entered for future sessions (e.g. your username), tracking language preferences, and providing custom web page content. Cookies are files with a small amount of data that are sent to your browser from the website that you visit and are stored on your computer’s hard drive. Cookies used by this website cannot identify you or your clients, and do not give us access to anything on you or your client’s device. You and/or your client typically have the option to refuse these cookies using functionality built into your browser however you and/or your client may receive a less optimized experience when using this website. You can learn more about cookies and how to disable them on your browser here.

When using our Services, we collect log data that you and/or your client’s browser sends to us for purposes of troubleshooting, improving our Services, and identifying any misuse or security threats. This log data may include, but is not limited to: your username, the time of the event, the location of you and/or your client’s computer, and what information was accessed.  

We may also collect information about how you and/or your client use and access our Services, including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of you and/or your client’s service use. This data is obtained through the third-party service Google Analytics.

We use your Personal Data for a variety of purposes, all with the intent to provide an optimal experience. The use of your Personal Data also depends on which Services you use, and is adjusted for any preferences you have communicated to us. The following sections detail how we use and disclose your Personal Data.

We use your Personal Data to provide you with the Services, including: allowing you to use the features of the Services as intended (including processing and completing transactions), verifying your identity prior to the creation of a TreeFort account, authenticating you when you log in and saving your preferences, storing your information for data retention purposes on your behalf, verifying your clients’ identities, and ultimately for providing you with a seamless personal experience. We also may use your Personal Data such as your email address or affiliation with a particular organization to optimize your experience and deliver personalized assistance, content, or features related to that organization. Your Personal Data is also used to create efficiencies and enhance your productivity, including identifying yourself to other users and allowing communication between parties. The personal information from your clients shared while using TreeFort will be used for the sole purpose of providing the intended Services, including confirming the information provided by your client against trusted third-party sources to verify their identity, and to allow your client to use the Services as intended. We may also use photos of you and/or your client’s government-issued ID to make sure that you and/or your clients have a valid ID document and that you and/or your clients are the same person as shown on the ID document.

We use Personal Data submitted to our customer support team to troubleshoot and resolve any issues or requests you and/or your client may have when using the Services. This information may include: contact information, a summary of the issue or request, and any related files or attachments. This information may be submitted directly by you or your clients through our email support system or may be noted from telephone conversations. We also use Personal Data collected automatically (e.g. log data) to identify, troubleshoot, and resolve any issues.

We use Personal Data submitted to us or collected automatically to improve our Services. This information may be collected from Personal Data sent to our customer support team, from Customer surveys or meetings, or noted from telephone conversations. We use this Personal Data to identify feedback trends and popular feature requests, and is used for the sole purpose of enhancing our Services to deliver more value to you as a Customer. We also use information collected automatically (e.g. log data) to identify ways to improve the speed, integration capability, and reliability of our Services.

Your Personal Data is used to verify and authenticate your account and all associated information, as well as to monitor any abnormal activity that may be fraudulent.

We use your Personal Data to communicate with you directly about the Services. Your Personal Data may have been submitted directly to us upon registration for our Services such as our web applications, or may have been obtained from our website, marketing events, or indirectly from other sources. Based on how your Personal Data was obtained and which Services you use, we will tailor the communications you receive. Examples of communications you may receive include: product feature updates, technical interruptions affecting your ability to use the Services, customer and technical support communications, training information, demo requests, feedback surveys, and any updates to this Privacy Policy. You have the ability to opt out of communications with us at any time via a link at the bottom of an email sent to you by us, or by contacting our customer privacy team at [email protected].

Aside from service-related communication, your Personal Data may also be used for the purposes of sending tailored marketing material that may be of interest to you or any affiliate organization. The marketing content received will be adjusted based on what Services you use and how you interact and engage with the Services and associated marketing efforts. These marketing communications are intended to provide you with additional valuable experiences, content, and services, and are aimed at ensuring you get the most out of the Services. Marketing communications may include, but are not limited to: information about new products, services, or features; exclusive events and contests; newsletters, content, case studies, and white papers; or affiliate promotions and services.

Marketing communications may be delivered if you have registered to use our web applications, if you submitted contact information via our website or marketing events, or if we have received your contact information from other sources. You have the ability to opt out of marketing communications with us at any time via a link at the bottom of an email sent to you by us, or by contacting our privacy team at [email protected].

Your Personal Data is used to generate analytic reports for use by you, as well as for generating statistics for our own internal use to better understand how our Customers are using the Services. These reports contain Personal Data on how you and your affiliate organization use the Services. We may use this information to tailor your experience using the Services, or provide unique offers and features to you or your affiliate organization. Any statistics generated from analytics containing Personal Data are used for internal purposes only; however this Privacy Policy does not apply to aggregate statistics without Personal Data attached, and we may use anonymous aggregate statistics for marketing or other business-related purposes.  

For any other reason not specifically mentioned in this Privacy Policy, we will receive your consent to use your Personal Data. For instance, we will ask for consent to use your Personal Data in any marketing materials, case studies, or promotions.  

You and/or your client’s Personal Data may be shared where required by law, or when disclosure is required in connection with the acquisition, merger, or sale of a business and not prohibited by law or applicable privacy regulations.

Our Services include web applications that allow collaboration and sharing of information among various users. While there are many levels of user roles and privileges incorporated into our web applications, in many cases other Customers (e.g. team members or authorized affiliates) will be able to view, update, and delete Personal Data related to you, or submit Personal Data on your behalf, with or without your consent. While this is intended to promote the collaboration and enhance productivity using the Services, we also log user actions within our web applications to monitor misuse and ensure you are protected should issues arise. Below is a description of the most common cases where Personal Data is shared with other Customers.

The collaboration tools that are part of our web applications allow communication and collaboration among team members within an organization, as well as between independent organizations. Examples of this collaboration may include: communicating directly within our web applications and notifying internal team members or external parties, uploading or retrieving sensitive files within the web application for viewing by internal team members or external parties, and distributing sensitive documents directly from the web application via email to internal team members or external parties. Other authorized team members or external parties can view and download this Personal Data. Other authorized team members or external parties can also provide Personal Data about you when they submit information in our web applications.

Account administrators for your affiliate organization within our web applications have overarching access to view your Personal Data, including the ability to make updates and amendments to this Personal Data as they deem necessary. Account administrators can also submit Personal Data about you when they register you as a user of the Services, either with or without your consent.

In some of our web applications, Authorized Recipients (as defined and agreed to in our Standard Licensing Agreement) have access to your Personal Data, including files uploaded and communication within web applications. This access is provided solely for the purposes of using the Services as intended to create efficiencies, as well as allow the Authorized Recipients to audit and provide superior customer experience to their clients.

We share Personal Data with certain third-parties for the purposes of: providing website and web application development; providing customer and technical support; for hosting, backup, and data storage; for invoicing and payment processing; or to communicate and/or market our Services to you. However, we do not sell your Personal Data to advertisers or other third parties – your Personal Data is provided to third parties for the sole purpose of ensuring a superior and seamless experience using our Services. We only share Personal Data with third-party service providers with strict privacy policies and data security measures in place.

The security of your Personal Data is a top priority for us, and we’re committed to ensuring measures are in place to securely store your Personal Data and respond to any issues in a timely manner.

All Personal Data will be stored using a cloud-hosted server on the Amazon Web Services platform. Our web applications use the Canada Central (Toronto and Montreal) locations to store all data. Amazon may copy customer data between regions within Canada (Toronto or Montreal) for data redundancy or other operational purposes but will not transfer data outside of Canada.

Your Personal Data will be encrypted upon being written to the target database and decrypted when read from that database. Data will only be accessible from a properly authenticated account. Any Personal Data transmitted to or from a database is performed using a secure TLS certificate to ensure the highest level of security and data integrity.

If a database has been corrupted or large amounts of data has disappeared (whether deleted by accident, or no longer accessible due to system failure), daily backups can be retrieved. There will also be failover servers available that can quickly replace the primary server in the case of a hardware failure to ensure your Personal Data is not lost.

How long we retain Personal Data depends on the type of data, what it is being used for, and if there is a business need to retain it (e.g. to comply with legal or accounting regulations). Examples of types of data we retain may include, but is not limited to: account information, contact information, and information shared while using the Services. We have a detailed Data Retention Policy describing the type, location, and retention period for all Personal Data stored in connection with the use of the Services, and this policy can be made available by submitting a request to [email protected].

You have certain rights relating to your Personal Data, including how we can use your information and how you can manage your information. A summary of those rights can be found below:

Requests for updating Personal Data that cannot be directly updated or deleted within our web applications can be sent to [email protected].

We use your Personal Data to send you communications relating to support, feature updates, surveys, and marketing promotions. You can opt out of receiving marketing or service-related communications from us by selecting the “unsubscribe” link and updating your email preference settings from the bottom of an email you have received from us, or by sending a request and your preferences directly to [email protected].

If you or your organization decides to discontinue use of our Services at any time, you have the right to download all related Personal Data in a timely manner in accordance with our Standard Licensing Agreement. You also have the right to request a copy of your data, and know what Personal Data we are retaining, at any point in time.

This privacy policy may be amended from time to time; however, the most recent version will always be posted here. This privacy policy does not apply to any links, integrations, or referrals to third-party websites or services provided or made available through the use of the Services. We recommend you review the privacy policies of these third-party services to understand their information privacy practices.

Should you have any questions, concerns, or general inquiries relating to your information, including your rights to access and control your information, please do not hesitate to contact us at [email protected].