PIPEDA Compliance — Volttus Document Processing

What is PIPEDA?

The Personal Information Protection and Electronic Documents Act (PIPEDA) is Canada's federal privacy law governing how private sector organizations collect, use, and disclose personal information in the course of commercial business.

PIPEDA is based on the 10 Fair Information Principles, which we strictly adhere to in all our operations.

Our PIPEDA Compliance Framework

1. Accountability

We have designated a Privacy Officer responsible for PIPEDA compliance. All employees handling personal data are trained on privacy obligations.

2. Identifying Purposes

We clearly identify the purposes for collecting personal data before or at the time of collection. Your data is used solely for document processing and service delivery.

3. Consent

We obtain your consent before collecting, using, or disclosing personal information. Consent is obtained through explicit action (e.g., submitting a form, uploading documents).

4. Limiting Collection

We collect only the information necessary for the stated purposes. We do not collect excessive or irrelevant data.

5. Limiting Use, Disclosure, and Retention

Zero Retention Policy: Uploaded documents are permanently deleted immediately after processing. We do not retain your original files.

6. Accuracy

We maintain accurate, complete, and up-to-date personal information. You may request corrections to your data at any time.

7. Safeguards

We protect your data with security measures appropriate to the sensitivity of the information, including encryption, access controls, and secure infrastructure.

8. Openness

We make information about our policies and practices readily available. This document is part of our commitment to transparency.

9. Individual Access

Upon request, we will inform you of the existence, use, and disclosure of your personal information and provide access to it within 10 business days.

10. Challenging Compliance

You may challenge our compliance with PIPEDA by contacting our Privacy Officer. We will investigate and respond to all complaints.

Canadian Data Residency

🍁 100% Canadian Data Sovereignty

Where We Process Your Data

✓ AWS Canada Central (Montreal)
✓ All servers in Canadian territory
✓ No US-based infrastructure
✓ No cross-border data transfers

Legal Protections

✓ PIPEDA compliance
✓ Ontario privacy laws
✓ Canadian data sovereignty
✓ No CLOUD Act exposure

Cross-Border Data Transfer Policy

Volttus does NOT transfer personal information outside of Canada.

Third-Party Services: We use OpenAI's API for document processing. OpenAI may process data outside of Canada. By using our services, you consent to this limited transfer solely for the purpose of extracting structured data from your documents. OpenAI does not retain your documents for training purposes. See our Privacy Policy for details.

Your Rights Under PIPEDA

Right to Access

Request a copy of all personal information we hold about you.

Right to Correction

Request correction of inaccurate or incomplete information.

Right to Withdraw Consent

Withdraw consent for data collection, use, or disclosure (subject to legal/contractual limitations).

Right to File a Complaint

File a complaint with our Privacy Officer or the Privacy Commissioner of Canada.

How to Exercise Your Rights

To exercise your PIPEDA rights, contact our Privacy Officer:

Email: info@volttus.ca

Subject Line: "PIPEDA Request - [Your Name]"

Response Time: Within 10 business days

Privacy Breach Notification

In the unlikely event of a privacy breach affecting your personal information, we will:

Notify you without unreasonable delay
Provide details of the breach and the information involved
Explain steps we've taken to reduce risk
Outline steps you can take to protect yourself
Report to the Privacy Commissioner of Canada if required by law

PIPEDA Compliance Verification

Our PIPEDA compliance is verified through:

Regular privacy impact assessments
Annual compliance audits
Employee training on privacy obligations
Documentation of data handling procedures
Incident response and breach notification procedures

Contact Information

For PIPEDA-related inquiries, complaints, or data requests:

Privacy Officer: info@volttus.ca

Location: Hamilton, Ontario, Canada

External Resources: Office of the Privacy Commissioner of Canada

PIPEDA Compliance Statement