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Privacy Policy

Last updated: May 26, 2023

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1. Policy Objective

This policy (this “Policy”) pertains to, and governs, the collection, protection, use, disclosure and retention of personal information obtained through your interactions with TermLynx Solutions Inc. (herein “we”, “us” “our” or “TermLynx Solutions”), as well as through your use of our website located at (the “Website”) and of our Microsoft add-in, TermLynx, available as a Cloud Solution via the Microsoft AppSource (“TermLynx Cloud”) or as an on-premise solution (collectively with TermLynx Cloud, the “TermLynx Add-in”; our Website and the TermLynx Add-in are herein referred to as the “Services”). For the purposes of this Policy, “personal information” means any information about an identifiable individual, excluding any personal information that is deemed public in nature under applicable law.

We place tremendous value on the privacy of your Information (defined below) and are therefore committed to keeping it confidential and protecting it from loss, destruction or unauthorized access.

2. Information We Collect

We may collect personal information such as your name and business information including address, phone number, email address and employment information. When accessing our Services, we may also collect non-personal information such as the name and version of your computer’s operating system, the version of Microsoft Word on which the TermLynx Add-in is installed, your internet protocol (IP) address and information obtained from cookies (see section entitled “Cookies” below). In addition, in order to ensure the optimal performance of our Services, we automatically collect stack traces leading up to an unexpected crash of the TermLynx Add-in, as well as any documents and files you send us in connection with your use of our Services (“Performance Data”). Finally, as part of your use of TermLynx Cloud, you will allow us access to data such as documents and files (“Cloud User Content”) for the purpose of using the add-in’s functionality. Such Cloud User Content is processed, analyzed, accessed and read by TermLynx Cloud while it is being used and, other than the prompts and completions data used in TermLynx’s generative content feature, is not passively stored. The prompts and completions data used in TermLynx’s generative content feature may be temporarily stored by the Azure OpenAI Service. This data is encrypted and is only accessible to authorized Microsoft employees for the following very limited purposes: (1) debugging purposes in the event of a failure, and (2) investigating patterns of abuse and misuse to determine if the service is being used in a manner that violates the applicable product terms. Termlynx’s generative content feature can be disabled upon request for users that are uncomfortable with the use of Azure OpenAI. Together, the personal information, non-personal information, Cloud User Content and Performance Data described herein is referred to as the “Information”.

3. Why We Collect Information

We only collect Information for the purpose of delivering, and improving the quality of, our Services and marketing our products, which includes, for example, processing and analyzing Cloud User Content (in the case of TermLynx Cloud), processing payments, authenticating users, responding to support requests or general inquiries, license management, addressing and fixing defects and communicating with you about our products.

4. Third Parties

We use third party service providers, business partners and vendors (collectively, the “Third-Party Vendors”) to develop, deliver and market the Services, to facilitate the functioning of the Services or to perform tasks that are integral to the Services, such as processing payment transactions, managing licenses, fulfilling requests for information, collecting, monitoring, processing or analyzing information or providing support services or other tasks, from time to time.

While we endeavour to work with Third-Party Vendors that share our respect for your privacy, we cannot take responsibility for the content or privacy policies of such Third-Party Vendors

Before using personal information for purposes other than those identified herein, such new purposes shall be appropriately documented and communicated to the individual(s) concerned and the consent of such individual(s) must be obtained.

An individual may refuse to consent to the collection, use or communication of personal information at any time. Such individual may also withdraw his or her consent subject to restrictions provided by law or contract and reasonable notice.

In addition, we shall inform the individual who refuses to consent or who withdraws their consent of the consequences of such refusal or withdrawal. The refusal or withdrawal of consent may result in, amongst other things, such individual’s ineligibility for the Services.

6. Cookies

Our Website, like most other commercial websites and applications, also uses cookies. These are files that are installed on your computer’s hard drive or web browser in order to collect information such as your language of preference, browsing history and browser type and version, all for the purpose of optimizing your experience when using or visiting our Services. Our advertising and marketing partners may use cookies on our Website for advertising and marketing.

These cookies cannot be used to extract personal information. However, we can match the information collected by cookies with other information through the Website. Disabling cookies on your browser could adversely affect your browsing experience on the Website.

7. Conservation, Updates and Destruction

We must ensure that personal information is kept up to date, accurate and complete in order to fulfill the purposes for which it was collected, as such we ask you to please inform us immediately of any change in your personal information.

We may need to retain personal information for a period of time following cancellation of your account or the termination of our business relationship where the retention of information is necessary for our legitimate business purposes or required or authorized by applicable law. Thereafter, the personal information will be destroyed, erased or depersonalized.

8. Security Measures

We shall keep all Information confidential and protect it against loss and theft, as well as against unauthorized access, disclosure, copying, use or modification with security measures and safeguards appropriate for the sensitivity of the Information concerned.

Only a limited number of authorized personnel who require the Information for the performance of their duties will have access to Information and such access will be limited to Information that is strictly necessary for the performance of those duties.

In the event that Information needs to be communicated to our mandataries, we shall ensure that such mandataries have the necessary credentials to access the Information and that such Information is necessary for the performance of their duties.

Your Information, including personal information, may be stored outside of your province, country or other jurisdiction where the data protection laws may differ than those from your jurisdiction.

9. When We Share Personal Information

We do not share, sell, rent, or trade personal information with third parties for their commercial purposes. However, we do disclose personal information to third parties (including Third-Party Vendors) for our own purposes. Here are some ways in which we may disclose personal information:

  • to Third-Party Vendors for the purposes set out in paragraph 3 of this Policy;
  • where legally required to do so, such as in response to court orders or legal process, or to establish, protect, or exercise our legal rights or to defend against legal claims or demands;
  • if it is believed to be necessary in order to investigate, prevent, or take action regarding illegal activities, fraud, or situations involving potential threats to the rights, property, or personal safety of any person;
  • if it is believed to be necessary to investigate, prevent, or take action regarding situations that involve abuse of the Services;
  • in the event of a change of ownership, sale, merger, liquidation, reorganization or acquisition of TermLynx Solutions, in whole or in part, personal information may be transferred as part of the negotiation process or the transaction, as long as, the party receiving such personal information agrees to be bound by the terms of this Policy; and
  • subject to obligations consistent with this Policy, we may also disclose information to our affiliates, agents, contractors, and service providers (including, without limitation, the Third-Party Vendors) in order to investigate, prevent, or take action regarding situations that involve abuse of the Services, to facilitate the functioning of the Services or to perform tasks that are integral to the Services, such as processing and analyzing Cloud User Content (in the case of TermLynx Cloud), processing transactions, fulfilling requests for information, or providing support services or other tasks, from time to time.

10. Access to Personal Information

Any request to access or correct your personal information and any question or comment you may have with respect to this Policy must be sent by mail or email using the following contact information (where the files will be kept):

TermLynx Solutions Inc.
1010 Rue de la Gauchetière Ouest
Montreal, Québec (H3B 2N2)

The consultation of personal information held by us is done on site at our offices during normal working hours and in the presence of an authorized TermLynx Solutions representative. The applicant may also obtain copies of the information for a reasonable fee for their transcription, reproduction or transmission.

In certain very specific cases, we may not be able to supply personal information held by us for reasons of a legal nature. In all such cases, we will convey in writing the reasons why the applicant’s request for access has not been granted.

When we refuse to give access to personal information or deny an applicant’s request for correction, we shall inform the applicant of the reasons for refusal and the remedies provided under applicable law. In the event an individual wishes to dispute the accuracy or completeness of personal information, he or she shall contact us so that the appropriate corrections are made, if necessary.

11. Complaints and Recourses

Individuals who wish to submit comments concerning this Policy or its application by us may convey their concerns or suggestions to us at the coordinates indicated above. We will use our best efforts reply to as quickly as possible and inform the requesting individuals of the steps, if any, that have been or will be taken in order to address their concerns. Members of the general public who have questions about this Policy may contact us at the coordinates indicated above.

If a complaint is substantiated, we will take the appropriate measures.

12. Changes to This Privacy Policy

By visiting and/or using any of the Services, you agree to be bound by the terms and conditions of this Policy. This Policy will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page or a notification being delivered to you.

We reserve the right to update or change our Policy at any time and you should check this Policy periodically. Your continued use of the Services after we notify you of any modifications to the Policy will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Policy.

If we make any material changes to this Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our Website.