Privacy Policy

Last Updated: December 17, 2025

TrueNorth Workforce ("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 visit our website (truenorthworkforce.com) or use our virtual assistant services.

Please read this Privacy Policy carefully. By accessing our website or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our services.

1. Information We Collect

We collect information that you provide directly to us, information we obtain automatically when you use our services, and information from third-party sources.

1.1 Information You Provide to Us

We collect information you provide when you:

• Contact us or request services: Name, email address, phone number, company name, job title, and other contact details
• Create an account: Username, password, billing information, and payment details
• Use our services: Business information, project requirements, login credentials for third-party platforms (when you grant us access), files and documents you share with us, communication preferences
• Subscribe to newsletters: Email address and communication preferences
• Participate in surveys or provide feedback: Responses, opinions, and suggestions

1.2 Information Collected Automatically

When you access our website or use our services, we automatically collect certain information, including:

• Device Information: IP address, browser type and version, operating system, device identifiers, and hardware model
• Usage Data: Pages visited, time spent on pages, links clicked, referring/exit pages, date and time of visits
• Location Data: General geographic location based on IP address
• Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies (see Section 9 for details)

1.3 Information from Third Parties

We may receive information from:

• Business partners and service providers: Payment processors, analytics providers, marketing partners
• Social media platforms: If you interact with us through social media
• Public sources: Publicly available information about your business

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Delivery

• Providing, maintaining, and improving our virtual assistant services
• Processing transactions and managing your account
• Communicating with you about services, updates, and support
• Fulfilling your requests and responding to inquiries
• Accessing third-party platforms on your behalf (with your authorization)

2.2 Business Operations

• Managing our relationship with you and enforcing our Terms of Service
• Processing payments and preventing fraud
• Conducting internal research and development
• Analyzing usage patterns to improve our services
• Training our virtual assistants to better serve you

2.3 Marketing and Communications

• Sending promotional materials and newsletters (with your consent)
• Informing you about new services, features, and offers
• Personalizing your experience and tailoring content to your interests
• Conducting surveys and gathering feedback

2.4 Legal and Security

• Complying with legal obligations and regulatory requirements
• Protecting our rights, property, and safety, and that of our users
• Preventing fraud, abuse, and security incidents
• Responding to legal requests and preventing harm

3. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), UK, or Switzerland, we process your personal data based on the following legal grounds:

• Contractual Necessity: Processing is necessary to fulfill our contract with you and provide our services
• Consent: You have given explicit consent for specific processing activities (e.g., marketing communications)
• Legitimate Interests: Processing is necessary for our legitimate business interests (e.g., improving services, fraud prevention), provided your rights do not override these interests
• Legal Obligations: Processing is required to comply with applicable laws and regulations

4. How We Share Your Information

We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Payment processors (Stripe, PayPal, etc.)
• Cloud hosting and storage providers
• Email and communication platforms
• Customer relationship management (CRM) systems
• Analytics and marketing tools
• IT infrastructure and security providers

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.2 Virtual Assistants

Information necessary for service delivery is shared with our virtual assistants who are bound by strict confidentiality agreements and data protection requirements.

4.3 Business Transfers

If we are involved in a merger, acquisition, bankruptcy, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and the choices you may have.

4.4 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to:

• Comply with legal processes
• Enforce our Terms of Service
• Protect our rights, property, or safety
• Prevent fraud or security threats
• Protect the rights and safety of our users or the public

4.5 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

4.6 Aggregated or De-identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify you for research, marketing, analytics, or other purposes.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods vary based on:

• Account Information: Retained for the duration of your account plus 7 years for legal and accounting purposes
• Service Data: Retained for the duration of the service relationship plus 3 years
• Marketing Data: Retained until you unsubscribe or request deletion
• Usage and Analytics Data: Typically retained for 24 months
• Legal and Compliance Records: Retained for periods required by applicable law (typically 7 years)

When we no longer need your information, we will securely delete or anonymize it in accordance with our data retention policies and applicable law.

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption: Data transmitted to and from our services is encrypted using SSL/TLS protocols
• Access Controls: Strict access limitations and authentication requirements for our team members
• Secure Storage: Data stored on secure servers with encryption at rest
• Regular Security Assessments: Ongoing monitoring, testing, and evaluation of security measures
• Employee Training: Regular security awareness training for all team members
• Confidentiality Agreements: All virtual assistants and employees sign strict confidentiality agreements
• Incident Response: Procedures for detecting, reporting, and responding to security incidents

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we continuously work to improve our security practices.

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

7.1 General Rights

• Access: Request access to your personal information and obtain a copy
• 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 information in a structured, machine-readable format
• Objection: Object to processing of your information for certain purposes
• Restriction: Request restriction of processing in certain circumstances
• Withdraw Consent: Withdraw consent for processing where we rely on your consent

7.2 GDPR Rights (EEA, UK, Switzerland)

If you are located in the EEA, UK, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR), including the right to lodge a complaint with your local data protection authority.

7.3 CCPA Rights (California)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights:

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information (subject to exceptions)
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

7.4 Canadian Privacy Rights (PIPEDA)

As a Canadian company, we comply with the Personal Information Protection and Electronic Documents Act (PIPEDA). You have the right to access your personal information and challenge its accuracy.

7.5 Exercising Your Rights

To exercise any of these rights, please contact us at contact@truenorthworkforce.com. We will respond to your request within the timeframe required by applicable law (typically 30 days). We may need to verify your identity before processing your request.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country.

When we transfer personal data from the EEA, UK, or Switzerland to other countries, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions recognizing equivalent data protection
• Other legally approved transfer mechanisms

By using our services, you consent to the transfer of your information to Canada and other countries where we operate.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and store information. Cookies are small data files stored on your device.

9.1 Types of Cookies We Use

• Essential Cookies: Required for website functionality and security
• Performance Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and choices
• Marketing Cookies: Track your activity to deliver personalized ads

9.2 Third-Party Cookies

We may allow third-party service providers (such as Google Analytics) to place cookies on your device for analytics and advertising purposes.

9.3 Managing Cookies

You can control cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our website. For more information, see our Cookie Policy.

10. Third-Party Links and Services

Our website may contain links to third-party websites, applications, and services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access.

When we access third-party platforms on your behalf (such as social media accounts or business tools), we do so only with your explicit authorization and in accordance with our confidentiality obligations.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child without parental consent, we will promptly delete that information.

If you believe we have collected information from a child, please contact us at contact@truenorthworkforce.com.

12. Marketing Communications

We may send you promotional emails, newsletters, and other marketing communications about our services, special offers, and updates.

You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Updating your communication preferences in your account settings
• Contacting us at contact@truenorthworkforce.com

Please note that even if you opt out of marketing communications, we will still send you transactional and service-related messages (such as account notifications and service updates).

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:

• Posting the updated Privacy Policy on our website with a new "Last Updated" date
• Sending you an email notification (if you have provided your email address)
• Displaying a prominent notice on our website

We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are posted constitutes your acceptance of the updated Privacy Policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

TrueNorth Workforce
Email: contact@truenorthworkforce.com
Location: Canada
Website: truenorthworkforce.com

For privacy-specific inquiries or to exercise your privacy rights, you may also email us at: privacy@truenorthworkforce.com

We will respond to your inquiry within 30 days, or as otherwise required by applicable law.

15. Data Protection Officer

If you have questions about how we process your personal data or wish to exercise your rights, you may contact our Data Protection Officer at:

Email: dpo@truenorthworkforce.com

By using TrueNorth Workforce services, you acknowledge that you have read, understood, and agree to this Privacy Policy.