Privacy Notice

Proof Strategies Inc.  

Last updated: MAY 2026 

Our Commitment to Your Privacy 

At Proof Strategies Inc., we respect your privacy and are committed to protecting your personal information. This notice explains what personal information we collect, why we collect it, how we use it, and what your rights are. 

We comply with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and the guidance of the Office of the Privacy Commissioner of Canada. 

What Is Personal Information? 

Personal information is any information about an identifiable individual. This includes things like your name, contact details, birthdate, employment history, your image/likeness, as well as your views and opinions.  

Who This Notice Applies To 

This notice applies to: 

• Clients and prospective clients who engage us for communications and marketing services. 
• Employees and contractors who work with us. 
• Job applicants who apply for positions at Proof Strategies.
• Survey respondents who participate in surveys we conduct or administer. 
• Office visitors and event attendees who visit our offices or attend events we host. 
• Website visitors who visit our website.

Information We Collect and Why 

Clients and Prospective Clients 

We collect contact and project-related information you share with us in the course of our work together. This may include names, email addresses, phone numbers, and any personal information contained in materials you provide us to support a project. 

We use this information solely to deliver the services you have engaged us for, to communicate with you, and to meet our legal obligations. We collect only what we need. 

Employees and Contractors 

We collect personal information as part of the employment or contracting relationship. This may include contact details, compensation information, timesheet tracking, performance records, and benefits-related information. 

We use this information to manage the employment relationship, client billing, and payroll and benefits administration, meet legal and regulatory requirements, and support workplace health and safety. 

Job Applicants 

When you apply for a position with us, we collect the personal information you provide, such as your résumé, cover letter, references, and contact details. We use this information to evaluate your application and, if applicable, to contact you about other suitable opportunities.  

Survey Respondents 

When you participate in a survey conducted by Proof Strategies or on behalf of a client, we collect the responses you provide, along with any demographic or contact information requested. Survey participation is voluntary. 

We use survey responses to analyze opinions, trends, or public sentiment for research and communications purposes. Where surveys are anonymous, we do not attempt to identify individual respondents. Where surveys are not anonymous, your responses will only be used for the stated purpose of the survey and will not be shared in a way that identifies you without your consent. 

You may decline to answer any question or withdraw from a survey at any time. 

Office Visitors and Event Attendees 

When you visit our offices or attend an event we host, we may collect your name and contact details for security, registration, or follow-up purposes. In some cases, photos or video may be taken at events for communications or promotional use. 

If photography or recording is planned at an event, we will let you know in advance. If you do not wish to be photographed, please let us know, and we will respect that preference. 

We do not share visitor or attendee information beyond what is needed to manage the visit or event. 

Website Visitors 

Our website may collect limited technical information, such as IP addresses and browsing behavior, through cookies, pixels or analytics tools. This information is used to understand how you interact with our website, to improve the visitor experience and personalised ad re-targeting. Refer to your browser or device settings to manage personalised advertising.  

Your Consent 

We collect, use, and disclose your personal information only with your knowledge and consent, except where the law permits or requires otherwise.  

• For clients, consent is implied when you engage us for services and share information in that context. 
• For job applicants, submitting your application constitutes implied consent for us to use your information to evaluate your candidacy. 
• For employees, consent is obtained as part of the onboarding process. 
• For survey respondents, consent is implied as part of a response. Depending on the nature of the information being collected, your express consent may be requested.  
• You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting our Chief Privacy Officer (see below). We will explain the implications of doing so. 

How We Protect Your Information 

We take the security of personal information seriously. We use reasonable safeguards and practices to keep personal information secure, based on how sensitive it is. These steps help protect the information from being lost or stolen, and from being accessed, shared, used, or changed without permission. 

Electronic records are stored on secure, access-controlled systems. Paper records are kept in locked storage. Access is limited to staff who need the information to do their jobs. 

All Proof Strategies employees and contractors are required to maintain the confidentiality of client, employee, and company information, both during and after their time with us. 

How Long We Keep Your Information 

We keep your personal information only as long as it is needed for the purpose it was collected, or as required by law. When information is no longer needed, it is securely destroyed, electronic files are deleted, and paper records are shredded.  

Under Ontario’s Employment Standards Act, we are required to retain applications for three years after the posting is removed from public view, and to retain records of any information provided to interviewed candidates for three years after it was provided. After those periods have passed, application records are securely destroyed. If you were not interviewed, you may ask us to remove your information at any time, subject to our legal obligations. 

Sharing Your Information 

We do not sell your personal information. We share it only: 

• With your consent 
• With trusted service providers who assist us in delivering our services  
• When required or permitted by law 

We do not use your personal information for purposes other than those for which it was collected, without first seeking your consent. 

Your Rights 

Under PIPEDA, you have the right to: 

• Know what personal information we hold about you. 
• Access your personal information. 
• Correct any information that is inaccurate or incomplete. 
• Withdraw consent for the use of your information (subject to legal or contractual limitations) 
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated: www.priv.gc.ca | 1-800-282-1376. 

How to Contact Us 

If you have questions about this notice, want to access or correct your personal information, or have a privacy concern, please contact us at communications@getproof.com. 

Mark the subject line of your email to the attention of the Chief Privacy Officer. 

We will respond to your request within 30 days. 

We encourage you to refer to this notice for the latest information about our personal information practices. This notice will be reviewed and updated periodically to reflect changes in our practices or applicable law.