Privacy Notice

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Rights of Users

Users may:

• Withdraw consent - Individuals may revoke previously given consent for data processing at any time.

• Object to processing - Individuals can object to the processing of their data for specific purposes, such as direct marketing or profiling.

• Request/Access -  Individuals have the right to request and obtain a copy of their personal information held by the organization.

• Request corrections -  Individuals can request correction of inaccurate or incomplete personal data.

• Request erasure -  Individuals may request the deletion of their personal data, subject to legal exceptions.

• Request data portability - Individuals can request their personal data in a structured, commonly used format and transfer it to another controller.

• Lodge complaints with privacy authorities - Individuals can file a complaint with a regulatory authority if they believe their data rights have been violated.

To exercise any of the rights listed above, please send your request to privacy@resolvehd.com with the subject line “Privacy Rights Request.”

In your request, please include:

• Your full name.

• A clear description of the right you wish to exercise.

• The email address or account associated with the data, if different from the one you’re using to contact us.

• Any additional information that may help us locate your data (e.g., date of account creation, services used).

⚠️ Important: Please do not include sensitive information (such as government ID numbers, financial information, or passwords) in your initial email request. If additional verification is required, we will provide secure instructions for safely submitting this information.

Identity Verification

We may ask you to verify your identity before processing your request. This could include:

• Confirming your request through a verification code sent to your email.

• Providing valid identification through a secure channel (for certain requests like deletion or data access).

Our Response

Once verified, we will:

• Acknowledge your request in writing.

• Respond within the timeframe required by applicable law (typically within 30 days).

• Provide a written explanation if we are unable to fulfill your request, including the legal justification and your right to appeal.

For more information on your rights under PIPEDA, refer to Your Guide to PIPEDA - A Guide for Individuals.

Cookie Policy

Our website uses cookies and similar technologies to improve your browsing experience, understand how you interact with our website, and enhance site functionality.

Our applications may also use essential cookies for secure session management and user authentication. These cookies are required to maintain active user sessions and ensure that only authorized users can access account-specific features.

Squarespace provides built-in analytics tools that use cookies to help us understand website traffic and visitor behaviour. This information is aggregated and does not personally identify users.

You can manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect website functionality.

Changes to This Privacy Notice

ResolveHD reserves the right to update this Privacy Notice. Any changes will be posted clearly on our website. We recommend reviewing this policy regularly.

Contact Us

For privacy questions or requests, contact our Privacy Officer:

Email:privacy@resolvehd.com

At ResolveHD, we know that trust is earned, especially when it comes to handling your personal information. This Privacy Notice aims to be clear, human-readable, and honest about what we collect, how we use it, and why it matters to you.

When we say "ResolveHD," we’re talking about our website, our apps, and the services we provide through them. And when we mention "personal information," that includes things like your contact info, as well as any personal health information you or our clients might provide.

Accountability

ResolveHD has appointed a Privacy Officer responsible for overseeing compliance with privacy laws and addressing your privacy-related inquiries:

• Privacy Officer Contact: privacy@resolvehd.com

Types of Data Collected

(A) Information Collected via our Corporate Website

ResolveHD collects the following information directly through our corporate website:

• First Name (required)

• Last Name

• Email Address (required)

• Message (optional)

• Usage Data and Cookies (see Cookie Policy)

Our corporate website is hosted by Squarespace, which processes form submissions and analytics data on our behalf.

(B) Information Collected via our Applications and Services

ResolveHD applications and services process information provided by our clients, including but not limited to:

• Personally Identifiable Information (PII): name, address, telephone number, email address, date of birth, employee identifiers, and financial/payment information.

• Personal Health Information (PHI): medical records, clinical information, diagnosis, treatment details, healthcare provider details, billing, and insurance information.

ResolveHD acts as a data processor for this information, processing data strictly according to our clients' directions. Clients are responsible for obtaining appropriate consent for collecting and processing this data.

Data Controller and Data Processor

ResolveHD serves primarily as a data processor for personal information collected via its applications and services, acting under client direction. However, ResolveHD acts as a data controller for limited data collected directly through the corporate website for security, analytics, and performance purposes.

In addition, ResolveHD processes business information such as business contact details, corporate financial information, contracts, and other related business data, in accordance with applicable privacy and data protection laws.

Purposes for Collecting Personal Data

• Responding to inquiries from website users

• Providing our applications and services to clients

• Performing analytics and enhancing user experience

• Managing user databases and accounts

• Facilitating payments and related communications

• Marketing and remarketing purposes

• Legal and regulatory compliance

Legal Basis for Processing

ResolveHD processes personal information based on consent, contractual necessity, legitimate interests, or legal obligations, as applicable.

Cross-border Transfers

ResolveHD ensures that any data containing Personally Identifiable Information (PII) or Personal Health Information (PHI) is maintained within Canada whenever possible. Certain technical operations, such as cloud infrastructure support or backups, may involve storage or transfer outside of Canada (primarily to the United States). Appropriate contractual safeguards are in place for these transfers.

Retention of Personal Data

ResolveHD retains personal data only as long as necessary to fulfill collection purposes or as required by law:

• Data for contractual obligations: retained until contract execution or upon client request

• Data based on legitimate interests: retained as long as required to fulfill purposes

• Data processed based on consent: retained until consent withdrawal

Upon expiry of retention periods, data is securely deleted or anonymized.

Safeguards

ResolveHD's privacy and security policies and procedures are aligned with Canadian privacy law (PIPEDA) and are informed by frameworks such as NIST 800-53, ISO 27001 and SOC 2. We are continuously working to enhance and refine these practices.

ResolveHD employs technical and organizational safeguards, including:

• Encryption in transit and at rest

• Strict access controls (IAM) including MFA

• Regular security audits

• Employee training and awareness

• Data minimization and anonymization techniques

• Privacy and Security by Design

• Alignment with regulations, standards, and best practices