This policy explains what personal information Orgatc collects through orgatc.info and during coaching, what we use it for, how long we keep it, and how you can exercise your rights. It is written to meet the Personal Information Protection and Electronic Documents Act (PIPEDA), the federal private-sector privacy law that applies to our business in Nova Scotia.
1. Who is responsible
Orgatc is responsible for the personal information described here. Our office is at 1660 Hollis Street, Suite 700, Halifax, Nova Scotia B3J 1V7, Canada. Our Privacy Officer can be reached at info@orgatc.info or by phone at +1 (902) 429-3180, Monday to Friday from 9:00 to 17:00 Atlantic Time.
2. What we collect
We collect only what we need in order to answer you and to deliver the coaching you have signed up for.
| Category | What it contains | Where it comes from |
|---|---|---|
| Enquiry details | Full name, email address, telephone number, and the plan you selected. | The form on this site, or an email or phone call you make to us. |
| Intro call notes | Your current role, what you want to work on, and whether the program is a fit. | The free 45-minute intro call. |
| Coaching records | The objectives sheet, completed exercises, written session summaries and checkpoint notes. | Generated during the twenty-five weeks of coaching. |
| Billing records | Billing name and address, amounts, dates and invoice numbers. We never see or store full card numbers. | You, and our payment processor. |
We do not collect sensitive categories of information — health, religion, ethnicity, union membership, political views — and we ask you not to include them in the form. If coaching touches on a health matter, that is a conversation, not a record: it does not go into your file.
3. Why we use it
- To answer your enquiry and arrange the intro call.
- To deliver the coaching you contracted: scheduling, exercises, written summaries and checkpoints.
- To bill you and to keep the records Canadian tax law requires us to keep.
- To answer questions you send between sessions, within one business day.
We do not use your information to build advertising profiles, we do not sell or rent it, and we do not add you to a mailing list unless you ask us to.
4. Consent and CASL
When you submit the form you are giving express consent for us to contact you about that enquiry, by email or by telephone. That consent covers the reply itself and the arrangements for the intro call — nothing more.
Under Canada's Anti-Spam Legislation (CASL) we will not send you commercial electronic messages without your consent. If we ever write to you about something other than your own enquiry or your active coaching, that message will identify Orgatc, give our mailing address, and carry a working unsubscribe link that we action within ten business days. You can withdraw consent at any time by replying to any message or writing to info@orgatc.info; withdrawing consent does not affect coaching already under way.
5. How long we keep it
- Enquiries that do not become clients: deleted twelve months after the last contact.
- Coaching records: kept for twenty-four months after the program ends, so that we can answer follow-up questions, and then deleted.
- Billing records: kept for six years from the end of the tax year to which they relate, as required by the Canada Revenue Agency, and then destroyed.
You can ask us to delete your coaching records sooner. We will do so unless a specific legal retention period applies, in which case we will tell you which one and when it ends.
6. Who else sees it
Your coach sees your file. Beyond that, personal information is disclosed only to service providers acting on our instructions under written contract — our email provider, our scheduling tool, our payment processor and our accountant — and only to the extent each of them needs in order to do its job.
We do not disclose your information to your employer, to recruiters, or to any other third party for their own purposes. We may disclose information where Canadian law requires it, for example in response to a court order or a lawful demand; where we are permitted to tell you that this has happened, we will.
7. Session notes
Session notes are written so that your coach can pick up where you left off, and for no other purpose. They are not shared inside Orgatc beyond your coach, they are not used in marketing, and they are never shown to anyone outside the company without your written permission. You can ask to read your own notes at any time, and you can ask us to correct anything in them you think is wrong.
8. Cookies and the map
This site sets no cookies of its own. It runs no analytics, no advertising pixels and no social media trackers, and it stores nothing in your browser.
The contact section embeds a Google Maps frame. When it loads, Google may set its own cookies and record your IP address under its own privacy policy, which Orgatc does not control. If you would rather avoid that, blocking third-party content in your browser will stop the map loading; the rest of the page works exactly as before.
9. Your rights
Under PIPEDA you may:
- Access the personal information we hold about you, and be told how it has been used and to whom it has been disclosed.
- Correct information that is inaccurate or incomplete.
- Withdraw consent, subject to legal and contractual limits, and ask us to stop using the information.
- Complain about how we have handled it.
Write to info@orgatc.info with your name and what you are asking for. We respond within 30 days, as PIPEDA requires, and access requests are free. If we need more time we will tell you before the 30 days are up, explain why, and give a new date.
If you are not satisfied with our answer, you may complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca or by calling 1-800-282-1376. You do not need our permission to do so.
10. How we protect it
Files are held in access-controlled accounts with multi-factor authentication, and only your coach and the Privacy Officer can open them. Devices are encrypted. Payment card details are handled entirely by our payment processor and never reach us.
No system is perfect. If a breach occurs that creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner as soon as feasible, as PIPEDA's breach-reporting rules require, and we will tell you what happened and what to do about it.
11. Storage outside Canada
Some of our service providers store data on servers outside Canada, including in the United States. While information is held in another country it is subject to the laws of that country, and may be accessible to its courts and law-enforcement agencies. We use providers that commit contractually to a comparable level of protection, and we tell you this here so the choice is an informed one. If you would prefer your records to be kept on paper in our Halifax office instead, ask us and we will arrange it.
12. Age
Orgatc's services are for adults in working life. We do not knowingly collect personal information from anyone under 18, and if we discover that we have, we delete it.
13. Changes to this policy
If this policy changes we will update the date and version at the top of this page. Where the change is material — a new purpose, a new category of recipient — we will tell active clients by email before it takes effect.
14. How to reach us
Privacy Officer
Orgatc · 1660 Hollis Street, Suite 700, Halifax, Nova Scotia B3J 1V7, Canada
Email: info@orgatc.info · Phone: +1 (902) 429-3180
Monday to Friday, 9:00 to 17:00 Atlantic Time.
Put “Privacy” in the subject line and we will route it straight to the right person.