Privacy Policy

1. Introduction

CHeCS ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our compliance management platform and related services (the "Services").

As a healthcare technology provider serving Long Term Care and retirement home facilities across Canada, we take data protection seriously and comply with all applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, job title, organization name, and contact details
• Compliance Data: Policy documents, audit records, incident reports, training records, and certification data
• Usage Data: Information about how you interact with our Services
• Communications: Messages, support requests, and feedback you send to us

2.2 Automatically Collected Information

• Device Information: IP address, browser type, operating system, device identifiers
• Log Data: Access times, pages viewed, time spent on pages, and other diagnostic data
• Cookies and Tracking: We use cookies and similar technologies (see our Cookie Policy)

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Services
• Process transactions and send related information
• Send administrative information, updates, and security alerts
• Respond to your comments, questions, and customer service requests
• Monitor and analyze usage and trends to improve user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and regulatory requirements
• Send marketing communications (with your consent where required)

4. Data Security

We implement appropriate technical and organizational security measures to protect your information, including:

• End-to-end encryption for data in transit and at rest
• HIPAA-compliant infrastructure with Business Associate Agreement (BAA) support
• Role-based access controls and multi-factor authentication
• Regular security audits and vulnerability assessments
• Employee training on data protection and confidentiality
• Incident response and breach notification procedures

5. Data Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: Third-party vendors who perform services on our behalf (hosting, analytics, customer support)
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Consent: With your explicit consent or at your direction
• Protection: To protect our rights, property, or safety, and that of our users or others

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

6. Data Retention

We retain your information for as long as necessary to provide our Services, comply with legal obligations, resolve disputes, and enforce our agreements. Compliance records may be retained for extended periods as required by applicable healthcare regulations.

7. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Portability: Request a copy of your data in a structured, machine-readable format
• Objection: Object to processing of your information for certain purposes
• Withdrawal: Withdraw consent for processing based on consent

To exercise these rights, please contact us at legal@checs.ca.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers in compliance with applicable data protection laws.

9. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Continued use of our Services after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: