Privacy Policy

1. Who we are and what this policy covers

Teamledge Tech Inc. (“Teamledge,” “we,” or “us”) provides workforce training and operations software to businesses and organizations within Canada. This policy explains our handling of personal information through our websites, accounts, applications, workspaces, support, and related services.

It applies to website visitors, account holders, Customer representatives, employees, contractors, and other people whose information is processed through Teamledge. Personal information means information about an identifiable individual as defined by applicable law.

This policy describes privacy practices; it is not blanket consent to every use of information. Where consent is required, we obtain it through the appropriate process. The Data Processing Addendum describes our contractual duties for Customer-controlled information.

2. Our role and your employer’s role

A Customer generally decides why and how workspace employee information is collected and used, which tasks are assigned, who can access records, and how long its business records are needed. We process that information on the Customer’s documented instructions, subject to our own legal obligations.

Teamledge is separately responsible for information used to administer personal accounts, communicate with support contacts, operate its website, maintain security, manage billing relationships, and meet its legal obligations. An individual may have one personal account and separate profiles in several Customer workspaces.

Questions about your employer’s training, monitoring, document requests, or personnel decisions should normally go to that employer. Questions about Teamledge’s own practices can be sent to support@teamledges.com. We will help route a request without preventing you from exercising applicable rights.

3. Information we collect

The information processed depends on your activity, the Customer’s configuration, and the features actually enabled. It may include:

• Account information: name, profile image, email, phone, language, authentication information, account status, and workspace memberships.
• Workforce profiles: employee identifier, position, branch, department, reporting relationships, role, permissions, employment dates, address, date of birth, and emergency-contact details where lawfully supplied for the workflow.
• Training and assessments: assigned materials, progress, answers, attempts, scores, evaluator comments, evidence, completion records, certificates, deadlines, and related history.
• Documents: uploaded files and their contents, template requirements, issue and expiry dates, reviewers, approval or rejection reasons, versions, and assignment status.
• Communications: broadcasts, messages, attachments, audience selections, read acknowledgements, publication history, and support correspondence.
• AI interactions: prompts, selected source materials, authorized records used for a request, outputs, confirmation decisions, and associated usage and diagnostic records.
• Billing: company and billing contact details, address, tax information, subscription resources, invoices, payment status, and transaction references. Card details are collected through the payment processor’s interface; Teamledge does not store complete card numbers or CVV codes.
• Technical information: IP address, device and browser type, operating system, app version, authentication events, feature usage, errors, security events, timestamps, and audit records of important actions.

Uploaded documents and evidence may contain sensitive information. Customers and Users should provide only information necessary for a lawful purpose and appropriate to the feature. Do not send passwords, recovery codes, or payment-card security codes through support, document uploads, or AI prompts.

4. Where information comes from

We receive information directly from you, from a Customer and its authorized Users, from the devices and browsers used to access the Services, and from providers involved in a requested function, such as payment processing or notification delivery.

When you join a workspace, permitted personal account details may initialize its employee profile. Workspace profile changes generally remain within that workspace. Verified email and phone changes use the personal account process and may update the associated identity details across memberships.

A Customer or User providing another person’s information, including an emergency contact’s details, must have lawful authority and provide required notices. Being named in a workspace does not automatically create permission for unrelated marketing.

5. How and why we use information

We use information to create and secure accounts; provide training, document, communication, AI, and administrative workflows; follow authorized Customer instructions; provide support; bill for Services; maintain reliability; investigate abuse; and comply with legal requirements.

We also use appropriate technical and usage information to understand service performance and improve usability. Customer-controlled content is processed within the limits of the applicable agreement and DPA. De-identification is not treated as permission to disclose re-identifiable employee information.

Where applicable law requires consent, we obtain meaningful consent and respect applicable withdrawal rights. Certain processing may instead be permitted or required by law, including limited employment-related exceptions, contractual service administration, fraud prevention, or legal obligations. The applicable basis depends on the activity and jurisdiction; an employment relationship is not unrestricted permission to collect or use information.

We send account, billing, security, and service messages necessary to operate the Services. Promotional communications are sent only as permitted by law and include an opt-out method. Withdrawing marketing consent does not stop essential service notices.

6. When information is shared

Within a workspace, information is available to the Customer’s authorized people according to their roles, module permissions, location and department scope, and the relevant workflow. Workspace Owners and administrators have broader business access than ordinary members. Personal account security credentials are not made available to workspace administrators.

Providers supporting hosting, storage, authentication, payments, AI, email, notifications, diagnostics, and support may process relevant information for the Services. We require safeguards appropriate to their role and remain responsible for obligations that apply to our outsourcing. A current provider and processing-location list can be requested from support; the DPA governs subprocessor authorization and changes for Customer-controlled information.

We may share information with an integration you or the Customer directs us to connect, professional advisers under confidentiality duties, or authorities where disclosure is legally required or otherwise lawfully justified. We assess legal requests and limit disclosure as required by law.

Information may be disclosed in a business transaction only with the safeguards required by applicable law, including restrictions on use and notice where required. We do not sell private workspace Customer Data or publish it for advertising.

7. AI inputs, outputs, and review

When an authorized User requests AI assistance, relevant prompts, selected attachments, and permitted workspace information may be sent to an AI provider to return an output. Content-creation requests use submitted or selected source material; management requests may retrieve business information within the User’s current permissions. AI must not access a different workspace or enlarge the User’s data scope.

We may keep the interaction and audit information needed to deliver the request, record User confirmation, track usage, diagnose failures, and protect the Services. Do not provide unnecessary personal or confidential information to an AI feature.

The AI Terms and DPA govern this processing. A general service-content licence is not consent to train general-purpose models on private Customer Data. Specific provider retention and training restrictions depend on the applicable feature and provider arrangements and must be disclosed or agreed before the relevant use. We do not claim that every AI provider offers zero retention or identical protections.

Teamledge’s AI provides assistance for human review. It does not independently make hiring, dismissal, disciplinary, or other decisions with legal or similarly significant effects. The Customer is responsible for lawful use and meaningful review of information in its employment decisions.

8. Cookies and device choices

Our websites and applications use cookies or similar storage for functions such as authentication, security, and language preferences. Where optional analytics or other non-essential technologies are enabled, their use must follow the applicable disclosures and consent requirements. This policy does not itself activate or authorize optional tracking.

You can manage browser storage and cookies in your browser settings. Blocking essential storage may prevent sign-in or preference persistence. Device settings let you control camera, photo, file, and notification permissions. A permission is used for the selected, enabled function, and declining it may prevent that function from working.

Precise location, biometric identification, or recording is not implied merely by accepting this policy; any feature involving those activities requires its own appropriate disclosure, authorization, and safeguards.

9. Processing across borders

Offering the Services within Canada does not mean all processing takes place in Canada. Teamledge’s providers may process information outside your province or outside Canada. The countries and providers depend on the service configuration; contact support for the applicable processing details before submitting information with residency restrictions.

Information processed elsewhere may be subject to lawful access under that jurisdiction’s laws. We apply the contractual and other safeguards required by applicable Canadian law and assist Customers with relevant assessments as agreed in the DPA. A Canada-only residency commitment exists only if expressly agreed in writing.

10. Retention, recovery, and deletion

We retain identifiable information only for as long as necessary for the identified purposes, lawful Customer instructions, contractual commitments, and applicable legal requirements. Retention varies by record type. Training and employment records do not all share one universal statutory retention period.

Supported deleted items normally remain recoverable for 30 days unless earlier permanent deletion is confirmed or a legal requirement applies. A workspace deactivated for deletion has a separate 14-day recovery period. A personal account, workspace membership, subscription cancellation, and workspace deletion have different effects, as explained in the SSA’s retention and deletion section.

Related billing, security, audit, or dispute records may remain when necessary and lawful. Restricted backup copies may persist until the applicable backup cycle overwrites them; they are not available for routine use. We erase or appropriately de-identify information when retention is no longer justified. A hash or removal of a name alone does not necessarily make a record anonymous.

An inactive workspace’s retention period is specified in the Order or communicated before scheduled deletion with a reasonable export opportunity. We do not retain cancelled workspaces indefinitely. Customers should export records they are legally required to keep before deactivation or permanent deletion.

11. Security and privacy incidents

We maintain reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity and context of the information. These include access restrictions, workspace separation, authentication controls, confidentiality duties, operational logging, and processes to address security incidents.

No system is completely secure. Customers must configure permissions appropriately, and Users must protect their accounts and devices. Report a suspected incident promptly to support@teamledges.com without sending credentials or unnecessary sensitive information.

We investigate privacy incidents, take reasonable containment and remediation steps, maintain required records, and notify affected Customers, individuals, or authorities as required by law and our contractual commitments. We cooperate with a Customer’s response when its workspace information is affected.

12. Your rights and choices

Depending on the law that applies, you may request access to personal information, correction of inaccuracies, information about use and disclosure, withdrawal of consent, deletion or de-indexing in qualifying circumstances, or a portable copy where a statutory portability right applies. You may also complain about our handling of information.

Send a request to support@teamledges.com with enough information to identify the relevant account or workspace. We may verify identity and authority proportionately. For Customer-controlled records, we will direct the request to the Customer and provide assistance as required. For information we control, we respond within the applicable legal time limit and explain any lawful refusal, limitation, extension, or permitted fee.

Rights may be subject to exceptions, including another person’s privacy, legal privilege, mandatory retention, or a lawful investigation. Withdrawing consent may affect a feature that needs the information, but does not prevent processing independently authorized by law. We do not require account deletion merely to unsubscribe from marketing.

You may complain to the Office of the Privacy Commissioner of Canada or the provincial privacy authority with jurisdiction. Our support process does not prevent or delay that right.

13. Young workers and provincial requirements

Teamledge is a workforce platform and is not directed to children. A Customer must ensure any use involving a minor is lawful, necessary, appropriately configured, and supported by required parent or guardian authorization. If information has been collected unlawfully, contact us so we can investigate and restrict or delete it as required.

We and Customers must meet the Canadian privacy laws applicable to our respective activities. These may include PIPEDA and provincial private-sector laws in Quebec, Alberta, or British Columbia. The application of employment privacy rules depends on the organization and jurisdiction. This policy does not assume that the same statute applies to every employer.

Quebec processing may require additional assessments, transparency, privacy governance, or consent measures. Applicable French-language obligations and individual rights are not waived by using an English website.

14. Contact and policy updates

For privacy questions, requests, complaints, or contact with the person responsible for privacy at Teamledge Tech Inc., email support@teamledges.com with “Privacy” in the subject. We will route the request to the person responsible and review complaints within the applicable timeframe.

We update this policy when our practices or obligations change and publish the revised date. Material changes are brought to your attention through the Services or another appropriate channel. We obtain new consent where required before using personal information for a materially different purpose; an updated policy alone does not supply that consent.