Privacy Policy

• We collect what you send us through this website's forms, or by email, so we can reply, arrange a demo and follow up.
• This website sets no cookies of its own, stores nothing in your browser and uses no analytics, advertising or tracking tools. When you fill in one of our forms, an automatic check from a service provider helps us keep out spam.
• We don't sell your personal information or share it for anyone else's marketing.
• You can ask to see, correct or delete your information at any time by writing to privacy@pensionid.com.

PensionID Inc. ("PensionID", "we", "us") is a pension and benefits administration software company based in Toronto, Ontario, Canada. We're responsible for the personal information we collect through this website and through the emails you send us from it.

This policy covers this website only. It doesn't cover the PensionID platform we provide to our clients. When a pension plan, fund or administrator uses PensionID, the information of its members and participants is handled under that organization's own privacy notice and our agreement with it, and questions about it are best sent to that organization first.

When you book a demo. Your first and last name, work email address and organization, and, if you choose to tell us, your current pension administration system, the solutions you're interested in and your message.

When you contact us. Your first and last name, work email address and your message.

When you email us. Whatever you choose to include. When we're hiring, that may be your résumé and the details in it.

When you visit. Like every website, ours is delivered by servers that record standard technical information about each request: your IP address, your browser and device type, the page you asked for, the page that referred you, and the date and time. We use it to deliver the site and keep it secure, not to identify you.

To stop spam and abuse. Our forms use measures that stop automated and abusive submissions, such as a field only automated tools fill in and limits on how often a form can be sent. These may use technical signals such as your IP address. Where we keep an IP address for this purpose, we keep it only in a scrambled (hashed) form and only briefly.

When you start filling in a form, the page also runs an automatic check, provided by a service provider, that tells people from automated tools. You won't be asked to solve a puzzle. The check reads technical signals from your browser and device, such as your IP address and browser characteristics. The provider uses them to run the check and to improve how it spots automated traffic, not for advertising.

Please don't include personal information about anyone else in a message, such as details of a plan's members or participants. We don't need it to answer your question.

Some pages show recorded examples of PensionID's AI assistant answering questions about fictional sample plans. They're recordings: they don't accept anything you type, and they send nothing to us or to anyone else. If we add a live chat to this website, we'll update this policy before it goes live.

We use the information we collect to:

• reply to your message and answer your questions;
• arrange and run your demo, and follow up about PensionID in connection with your request;
• consider you for a role you've applied for;
• operate this website, keep it secure and protect it from abuse; and
• meet our legal obligations.

We'll only send you marketing emails if you've asked for them or the law allows it, and every one tells you how to stop them. We don't sell or rent your personal information, we don't use it for advertising, and we don't make decisions about you by automated means alone.

We share personal information only with service providers that help us run this website and our business: the providers that host the website, that deliver and store our email, and that help protect our forms from abuse. They may use it only to provide their service to us, and our agreements with them require them to protect it.

We may also disclose personal information when the law requires it, to protect our rights or the safety of others, or to a buyer or successor if all or part of our business is sold or reorganized, in which case this policy continues to apply to it.

PensionID is in Canada. Our service providers may store or process personal information in Canada, the United States or other countries. While it's there, it's subject to the laws of that country, and the courts, law enforcement and national security authorities there may be able to access it.

We protect personal information with safeguards suited to its sensitivity. This website is served only over encrypted connections, access to the information you send us is limited to the people who need it to do their work, and we choose service providers for the protections they keep. No method of sending or storing information is completely secure, but we work to protect yours, and we'll tell you if a breach puts you at risk of significant harm, as the law requires.

This website doesn't set cookies and doesn't store anything in your browser. We don't use analytics, advertising or tracking technologies. Apart from the automatic check on our forms, described under "What we collect", nothing on the site loads from another company. The check loads once you start filling in a form, and its provider runs it in its own frame on the page, under its own terms, and doesn't use it for advertising. Because we don't track you across websites, there's nothing for a Do Not Track or Global Privacy Control signal to switch off.

If that changes, we'll update this policy first and, where the law requires it, ask for your consent.

We keep personal information only as long as necessary for the purposes we collected it for, such as replying to you, following up and managing our relationship with you or your organization, or as the law requires or permits. When we no longer need it, we delete it or make it anonymous.

If you apply for a role, we keep your application while we consider it. If we don't hire you, we may keep it for a period to consider you for future roles, unless you ask us not to. The technical records our servers keep for security are kept for a short time.

You can ask us:

• whether we hold personal information about you, and for a copy of it;
• to correct information that's wrong or incomplete;
• to delete your information, or to stop using it; and
• to stop sending you marketing emails, which you can also do from any of them.

You can also withdraw consent you've given us, subject to legal or contractual limits. Depending on where you live, you may have further rights. In Quebec, these include having your information given to you, or to another organization, in a commonly used technological format. In some US states, they include rights to know what we collect, and to delete or correct it.

To make a request, write to privacy@pensionid.com. We may ask you to confirm your identity before we act on it, and we'll reply within 30 days. If the law prevents us from doing what you ask, we'll tell you why. We won't treat you differently for using your rights.

If you're not satisfied with how we've handled your request or your information, please tell us first. You can also complain to the Office of the Privacy Commissioner of Canada or to the privacy regulator where you live.

This website is for professionals who work with pension and benefit plans. It isn't directed to children, and we don't knowingly collect personal information from them.

We'll update this policy when our practices or the law change, and post the new version here with its effective date. If a change is significant, we'll say so at the top of this page.

Questions, requests and complaints about privacy go to our Privacy Officer, who is responsible for how PensionID handles personal information.

Privacy Officer
PensionID Inc.
Toronto, Ontario, Canada
privacy@pensionid.com

Our office address and other ways to reach us are on our Contact page.