PRIVACY NOTICE
Last updated May 13th, 2025
GroveWare Technologies Inc. (‘GroveWare’, ‘Company’, ‘we’, ‘us’, or ‘our’) respects your (the ‘User’) privacy and are committed to protecting it by complying with this policy.
This policy describes:
· How we collect, use, store and disclose your personal information
· The types of information we may collect from you or that you provide when you use our Platform
· Our practices for collecting, using, maintaining, protecting, and disclosing that information.
We will only use your personal information in accordance with this policy unless otherwise required by applicable law. We take steps to ensure that the personal information that we collect about you is adequate, relevant, not excessive, and used for limited purposes.
In this policy, “personal information” means any information about an identifiable individual, which includes information that can be used on its own or with other information to identify, contact, or locate a single person.
This policy applies to information about you that we collect, use, store or disclose (‘Process’):
· When you use or access our products ‘MobiTask’ and ‘eXFORMA’, or our website https://www.groveware.com (collectively, our ‘Platform’)
· On any website of ours that links to this Privacy Policy
· When you engage with our Platform in any other manner, including in email, text messages and other electronic correspondence.
This policy does not apply to information that you provide to or is collected by a third-party, through any application or content that may link to or be accessible from our Platform, including if that third party is using our products.
Please read this policy carefully to understand our policies and practices for collecting, processing, and storing your information. If you do not agree with our policies and practices, your choice is not to use our Platform. By accessing or using this Platform, you indicate that you understand, accept, and consent to the practices described in this policy. This policy may change from time to time.
WHAT OUR PRODUCTS DO
Our products eXFORMA and MobiTask automate data collection and task management processes on behalf of an organization (the ‘Organization’) for which the User is working, either as an employee or contractor.
When using our platform, each User’s activities will have been specifically developed for that User’s Organization and are being carried out for the Organization’s purposes. GroveWare’s products allow the User to access data collected by the Organization and to input additional data for purposes of the Organization.
INFORMATION WE COLLECT ABOUT YOU
· Personal information, that we can reasonably use to directly or indirectly identify you, such as your name, mailing address, e-mail address, telephone number, Internet protocol (IP) address used to connect your computer to the Internet, Username or other similar identifier, and any other identifier we may use to contact you (“personal information“). A particular Organization may require additional personal information of or pertaining to a User. Our products may allow the User to use other identifying information stored on the device, such as fingerprint or iris details, but GroveWare does not record or store any such information.
· Non-personal information, that does not directly or indirectly reveal your identity or directly relate to an identifiable individual, such as demographic information, or statistical or aggregated information. Statistical or aggregated data does not directly identify a specific person, but we may derive non-personal statistical or aggregated data from personal information. For example, we may aggregate personal information to calculate the percentage of Users accessing a specific Platform feature.
· Technical information, including your login information, browser type and version, time zone setting, operating system and platform, or information about your internet connection, the equipment you use to access our Platform, and usage details.
· Non-personal details about your Platform interactions, including the full Uniform Resource Locators (URLs), clickstream to, through and from our Platform (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, or any phone number used to call our customer service number.
We do not collect data directly related to your payment of services. If you make purchases, such information as your payment instrument number (such as a credit card number), and the security code associated with your payment instrument is managed by the payment processor and GroveWare does not store nor have access to this data.
HOW WE COLLECT INFORMATION ABOUT YOU
We use different methods to collect your information, including through:
· Direct interactions with you when you provide it to us, for example, by filling in forms or corresponding with us by phone, email, or otherwise.
· Automated technologies or interactions, as you navigate through our Platform. Information collected automatically may include usage details, IP addresses, and information collected through cookies and other tracking technologies.
· Third parties or publicly available sources, for example, our business partners.
The information we collect directly from you on or through our Platform may include:
· Information that you provide by filling in forms on our Platform. This includes information provided at the time registering to use our Platform and products, posting material or requesting further services. We may also ask you for information when you report a problem with our Platform.
· Records and copies of your correspondence (including email addresses), if you contact us.
· Your responses to surveys that we might ask you to complete for research purposes.
· Your search queries on the Platform.
You may also provide information to be published or displayed (hereinafter, “posted“) on public areas of the Platform or transmitted to other Users of the Platform or third parties (collectively, “User Contributions“). Your User Contributions are posted on and transmitted to others at your own risk. Although, please be aware that no security measures are perfect. Additionally, we cannot control the actions of other Users of the Platform with whom you may choose to share your User Contributions. Therefore, we cannot and do not guarantee that unauthorized persons will not view your User Contributions.
As you navigate through and interact with our Platform, we may use cookies or other automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns, including:
· Details of your visits to our Platform, including traffic data, location data, logs, and other communication data and the resources that you access and use on the Platform.
· Information about your computer and internet connection, including your IP address, operating system, and browser type.
The information we collect automatically is statistical data and does not include personal information, and we may maintain it or associate it with personal information we collect in other ways. It helps us to improve our Platform and to deliver a better and more personalized service, including by enabling us to:
· Estimate our audience size and usage patterns.
· Store information about your preferences, allowing us to customize our Platform according to your individual interests.
· Speed up your searches.
· Recognize you when you return to our Platform.
The technologies we use for this automatic data collection may include:
· Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of our Platform Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Platform.
· Flash Cookies. Certain features of our Platform may use local stored objects (or Flash cookies) to collect and store information about your preferences and navigation to, from, and on our Platform. Flash cookies are not managed by the same browser settings that are used for browser cookies.
HOW WE MAY USE YOUR INFORMATION
To facilitate account creation and authorization. GroveWare only collects such personal information about a User as may be required by us to identify and validate the User’s right to use our products and to input and access data and tasks on behalf of the Organization for which the User is working.
To facilitate support and audit requirements. The log of a particular User’s actions/interactions with our platforms is used for audit and troubleshooting purposes of the Organization.
To facilitate the business process of your Organization. Our platforms are used to automate, process and collect data for Organizations. The data an Organization collects for its own purposes will be subject to that Organizations own privacy policies. GroveWare does not collect any personal information about a User for its own purposes.
DISCLOSURE OF YOUR INFORMATION
We generally disclose information we gather from you through the Platform to the following types of third-parties and as otherwise set forth in this Privacy Policy or as specifically authorized by you.
The Organization. All actions of the User within our platforms, including the time and location of all actions, may be available to the Organization, including to various other levels of personnel within the Organization. Accordingly, the Organization may use such information for a variety of purposes, including security and productivity. GroveWare does not have any control over how the Organization may use or share personal information of a User.
Integrated service providers. We may share your information with other providers such as Google Maps Platform APIs (e.g. Google Maps API, Places API). We use certain Google Maps Platform APIs to retrieve certain information when you make location-specific requests which can include Building Address Information; and other similar information. We will also share information with payment providers to facilitate payment transactions.
We may also disclose your personal information:
· To comply with any court order, law, or legal process, including to respond to any government or regulatory request, in accordance with applicable law.
· To enforce or apply our terms of use and other agreements, including for billing and collection purposes.
· If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of GroveWare, our customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.
TRANSFERRING YOUR INFORMATION
We may transfer personal information that we collect or that you provide as described in this policy to contractors, service providers, and other third parties we use to support our business (such as analytics and search engine providers that assist us with Platform improvement and optimization) and who are contractually obligated to keep personal information confidential, use it only for the purposes for which we disclose it to them, and to process the personal information with the same standards set out in this policy.
We may process, store, and transfer your personal information in and to a foreign country, with different privacy laws that may or may not be as comprehensive as Canadian or US law. In these circumstances, the governments, courts, law enforcement, or regulatory agencies of that country may be able to obtain access to your personal information through the laws of the foreign country. Whenever we engage a service provider, we require that its privacy and security standards adhere to this policy and applicable Canadian or US privacy legislation.
STORAGE AND SECURITY OF YOUR INFORMATION
Personal information pertaining to a User is stored on the device itself as well as on GroveWare’s servers. GroveWare will retain personal information pertaining to a User according to the requirements of the Organization. GroveWare’s servers may not be in the same country in which the User is located, but all of GroveWare’s servers are located either in Canada or the United States.
GroveWare cares about the security of your information and takes commercially reasonable physical, administrative, and technological measures to protect the information collected against loss, theft and unauthorized use, disclosure, or modification. We have organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Platform is at your own risk. You should only access the Platform within a secure environment.
RETENTION OF YOUR INFORMATION
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period in which Users have an account with us.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
YOUR PRIVACY RIGHTS
We generally use personally identifiable information as described in this Privacy Policy or as authorized by you or as otherwise disclosed at the time we request such information from you. You generally must “opt in” and give us permission to use your personally identifiable information for any other purpose. You may also change your preference and “opt out” of receiving certain marketing communications from us by following the directions provided in association with the communication or such other directions we may provide or by contacting privacy@groveware.com.
Under certain circumstances and in compliance with Canadian and European data privacy laws, you have a right to:
· Request access to your personally identifiable information. This enables you to receive a copy of the personally identifiable information we hold about you and to check that we are lawfully processing it;
· Request correction of the personally identifiable information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected;
· Request erasure of your personally identifiable information. This enables you to ask us to delete or remove your personally identifiable information where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove all of your personally identifiable information in certain circumstances;
· Object to processing of your personally identifiable information where we are relying on a legitimate interest (or that of a third party) and there is something about your particular situation which makes you want to object to processing on this ground;
· Request the restriction of processing of your personally identifiable information. This enables you to ask us to suspend the processing of your personally identifiable information, for example, if you want us to establish its accuracy or the reason for processing it;
· Request the transfer of your personally identifiable information to another party; and
· Lodge a complaint with the relevant supervisory authority. If you have any complaints about the way we process your personally identifiable information, please do contact us. Alternatively, you may lodge a complaint with the supervisory authority which is established in your country.
· Withdraw consent to our collection, use and transfer of your personal information. To withdraw your consent, please contact us at the addresses provided below. Please note that if you withdraw your consent we may not be able to provide you with a particular product or service.
If you want to review, verify, correct or request erasure of your personally identifiable information, object to the processing of your personally identifiable information, or request that we transfer a copy of your personally identifiable information to another party, please contact privacy@groveware.com.
Such updates, corrections, changes and deletions will have no effect on other information that we maintain, or information that we have provided to third parties in accordance with this Privacy Policy prior to such update, correction, change or deletion. To protect your privacy and security, we may take reasonable steps (such as requesting a unique password) to verify your identity before granting you profile access or making corrections. You are responsible for maintaining the secrecy of your log-in credentials and account information at all times.
You should be aware that it may not be technologically possible to remove each and every record of the information you have provided to us from our system. The need to back up our systems to protect information from inadvertent loss means that a copy of your personally identifiable information may exist in a non-erasable form that will be difficult or impossible for us to locate. After receiving your request, we will use commercially reasonable efforts to update, correct, change, or delete, as appropriate, all personally identifiable information stored in databases we actively use and other readily searchable media as appropriate, as soon as and to the extent reasonably practicable.
Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.
SPECIFIC PRIVACY RIGHTS OF CALIFORNIA RESIDENTS
California Civil Code Section 1798.83, also known as the ‘Shine The Light’ law, permits our Users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.
If you are under 18 years of age, reside in California, and have a registered account with Services, you have the right to request removal of unwanted data that you publicly post on the Services. To request removal of such data, please contact us using the contact information provided below and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Services, but please be aware that the data may not be completely or comprehensively removed from all our systems (e.g. backups, etc.).
CHILDEN UNDER THE AGE OF 13
Our Platform is not intended for children under 13 years of age. No one under age 13 may provide any information to the Platform. We do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on this Platform or on or through any of its features/register on the Platform, make any purchases through the Platform, use any of the interactive or public comment features of this Platform, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or user name you may use. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at privacy@groveware.com.
CHANGES TO THIS PRIVACY POLICY
GroveWare may revise this Privacy Policy from time to time. We will not make changes that result in significant additional uses or disclosures of your personally identifiable information without allowing you to “opt in” to such changes. We may also make non-significant changes to this Privacy Policy that generally will not significantly affect our use of your personally identifiable information, for which your opt-in is not required. We encourage you to check this page periodically for any changes. If any non-significant changes to this Privacy Policy are unacceptable to you, you must immediately contact us and, until the issue is resolved, stop using the Service.
CONTACTING US
If you have any questions about this privacy policy or our use of the information collected on our platforms or collects from you, you may contact us by email at privacy@groveware.com or by postal mail at 2345 Yonge Street, Suite 515, Toronto, Ontario M4P 2E5 Attn: Privacy Officer/President.
