Privacy Policy

SignWow Canada Privacy Policy

Effective date: October 17, 2025

1. Who We Are and How This Policy Applies

SignWow Inc. (“SignWow Canada”, “SignWow”, “we”, “our”, or “us”) provides technology-enabled accessibility solutions, including sign language and related communication services, through our websites, web and mobile applications, platforms, APIs, and integrations (collectively, the “Services”).

This Privacy Policy (“Policy”) explains how we handle personal information in connection with the Services for individuals and organizations located in Canada. It applies when you visit our Canadian website (including https://www.signwow.com/canada), use our apps or platforms, communicate with us, or otherwise engage with our Services.

By using the Services, you acknowledge that you have read and understand this Policy and agree that we may collect, use, and disclose your personal information as described here and as permitted by applicable law.

2. Our Commitment to Canadian Privacy Laws

This Policy is intended to align with the Personal Information Protection and Electronic Documents Act (Canada) (“PIPEDA”) and, where they apply, substantially similar provincial private-sector privacy laws in provinces such as Alberta, British Columbia, and Quebec. Depending on who you are and where you live, other provincial or territorial privacy laws may also apply.

If this Policy conflicts with applicable privacy law, that law will prevail. We may revise this Policy from time to time so that it remains consistent with our practices, our Services, and legal requirements.

3. Key Terms We Use in This Policy

“Personal information” means information about an identifiable individual, or information that can reasonably be linked to an identifiable individual, as defined under PIPEDA and applicable provincial privacy laws.

“Cookies” are small files stored on your browser or device that allow websites or services to recognize your browser and remember certain information over time, such as preferences or sign-in status.

“In‑Person Interpreting” (sometimes called on‑site or face‑to‑face interpreting) refers to sign language interpreting that takes place in the same physical location as the participants.

“Video Remote Interpreting” or “VRI” refers to sign language interpreting provided over video using telecommunications technology (for example, video conferencing tools, cameras, and a reliable internet connection).

“User” means any individual who accesses or uses our Services, including learners, clients, sign language interpreters, contractors, and other participants.

“Recordings” include audio or video captured during a session, associated transcripts or captions, chat logs, and related technical metadata created as part of providing the Services.

4. Information We Collect

We collect personal information in a few different ways, depending on how you interact with us and which features you use.

4.1 Information You Provide to Us

• Account and profile information: such as your name, email address, telephone number, billing address, time zone, language preferences, and, where relevant, information about your organization or role.

• Bookings and appointment details: such as session dates and times, meeting or video-conferencing details, the name of the interpreter or instructor (where relevant), and any information or documents you choose to share in advance of or during a session.

• Payment and billing information: such as the date and time of purchase, payment method, and transaction amounts. We rely on third‑party payment processors to handle payment card data and do not store full payment card numbers on our own systems.

• Communications with us: including emails, support tickets, chats, survey responses, feedback, and any other information you choose to send to us.

• Content you provide: such as files, documents, or other materials you upload or share through the Services, including in connection with training, assessments, or accessibility support.

4.2 Information Generated When You Use the Services

• Session content and recordings (if enabled): including audio/video from sessions, captions and transcripts, chat logs, in‑session reactions, and timestamps. Recordings are only created where our platform or the relevant integration supports recording and where permitted by law and applicable agreements.

• Technical and performance information: such as device type, operating system, browser type, IP‑derived general location, connection quality indicators, error and crash logs, and other telemetry that helps us maintain and improve the Services.

4.3 Information Collected Automatically

• Technical logs: basic information collected by our servers and security tools, including IP address, device identifiers, browser type, and the pages or features you access.

• Usage and analytics data: such as the features you use, how often you use them, how long you spend in different areas of the Services, and general patterns that help us understand and improve how our Services are used.

• Preferences: information about your settings and choices (for example, preferred language, notification preferences, and accessibility settings), which we may store using Cookies or similar technologies.

4.4 Information We Receive From Other Sources

• Organizational customers: such as your employer, school, or another organization that purchases or manages access to the Services on your behalf, which may provide us with information like rosters, names, and contact details to set up and manage accounts.

• Service providers and integration partners: such as hosting providers, analytics vendors, customer support tools, communications platforms, and video providers that help us operate the Services and may share information or insights they generate while acting on our instructions. This includes:

• HubSpot

• Public or professional sources: including publicly available websites or professional profiles that we may use to help keep our records accurate or understand the organizations that use our Services.

• Social media platforms: where you interact with our official accounts or choose to connect your social media profile to our Services, subject to the settings and policies of those platforms.

5. How We Use Personal Information

We use personal information for a variety of purposes, all of which are connected to providing, securing, and improving the Services and managing our relationship with you and our customers.

• Deliver and support the Services: to create and manage accounts, schedule and deliver sessions, provide sign language and accessibility services, and offer customer support.

• Operate our business: including billing and invoicing, accounting, auditing, and other internal administration.

• Improve and develop the Services: for example, by analyzing how features are used, identifying trends, testing new features, and using de‑identified or aggregated data to better understand performance and demand.

• Personalize your experience: such as tailoring certain content, views, or recommendations within the Services based on your settings and usage patterns.

• Communicate with you: to respond to inquiries, deliver service‑related updates and notices, send satisfaction surveys, and, where permitted, provide information about features or programs that may interest you.

• Protect security and prevent abuse: including detecting and investigating suspicious activity, fraud, or potential violations of our terms and policies.

• Meet legal and regulatory obligations: such as complying with financial reporting, taxation, and record‑keeping requirements; responding to lawful requests from authorities; and enforcing our agreements.

• Any other purpose for which you provide consent or that is described to you at the time we collect your information.

6. Legal Grounds and Consent (Canada)

Under PIPEDA and similar Canadian privacy laws, our handling of personal information is generally based on your consent and on our legitimate business purposes. In many cases, your consent is implied by your decision to use the Services after being given reasonable notice of our practices. In other situations, we may seek your express consent (for example, for certain recordings or marketing communications).

We may also handle personal information without consent where permitted or required by law—for example, to comply with a court order, to investigate a potential breach of law or contract, or to collect a debt. Where we rely on consent, you may withdraw that consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may affect our ability to provide you with some Services.

7. When and How We Share Information

We do not disclose personal information except as outlined in this Policy or as permitted or required by law. When we share personal information, we do so using appropriate safeguards and only for the purposes described.

• Service providers and processors: We engage third‑party companies to provide services on our behalf, such as cloud hosting, data storage, analytics, payment processing, communications, security, and customer support. These providers are given access to personal information only to perform work for us and are required by contract to protect it and use it solely as instructed.

• Organizational customers: If your use of the Services is provided or managed by an organization (for example, an employer, school, or agency), we may share relevant information with that organization to administer accounts, provide usage or performance reporting at an organizational level, and address support or billing matters.

• Business transactions: Personal information may be transferred as part of a proposed or completed merger, acquisition, financing, reorganization, or sale of all or part of our business, subject to appropriate safeguards and any legal requirements or notifications.

• Legal and safety reasons: We may disclose information if we believe doing so is reasonably necessary to comply with applicable law, a lawful request, or legal process; to protect the rights, property, or safety of SignWow Canada, our users, or others; or to detect, prevent, or address security, fraud, or technical issues.

• With your direction or consent: We may disclose information to third parties where you ask us to do so or where you have otherwise given your consent.

No Sale of Personal Information

We do not sell or rent personal information or raw video recordings to third parties. If our practices change in the future, we will update this Policy and provide any notices and choices required by applicable law before the change takes effect.

8. International and Cross‑Border Transfers

Although SignWow Canada focuses on Canadian users, we may use service providers or infrastructure that are located outside your province, territory, or Canada (for example, in the United States or other countries). As a result, your personal information may be transferred to, stored, or processed in another jurisdiction.

When we transfer personal information to another country, we take steps designed to ensure a comparable level of protection, such as entering into appropriate contractual arrangements and reviewing our service providers’ privacy and security practices. While in another jurisdiction, your personal information may be subject to the laws of that jurisdiction and accessible to courts, law‑enforcement, or regulatory authorities in accordance with those laws.

9. How Long We Keep Information

We retain personal information only for as long as it is reasonably necessary to fulfill the purposes described in this Policy or as required or permitted by law. The appropriate retention period depends on the nature of the information and the context in which it was collected.

As a general guideline, session recordings (where enabled) are retained for up to 24 months by default, unless we are required to keep them longer for legal, security, or contractual reasons, or you request deletion earlier and we are able to comply. Transactional, accounting, and compliance records may be kept longer to meet legal and regulatory obligations. We may retain de‑identified or aggregated data that no longer identifies an individual for analytics and reporting purposes.

10. Your Privacy Rights in Canada

Subject to certain limits and exceptions in Canadian privacy laws, you may have the following rights in relation to your personal information:

• Access: the right to request access to the personal information we hold about you.

• Correction: the right to request corrections or updates to inaccurate or incomplete information.

• Deletion and withdrawal of consent: the right to request deletion of certain personal information or withdraw your consent to our use of your information, subject to legal or contractual restrictions.

• Information about our practices: the right to ask for information about our policies and practices relating to the management of personal information, including how it is used and to whom it has been disclosed.

• Portability (where available): in some cases, the right to request a copy of your personal information in a commonly used electronic format.

• Complaints: the right to lodge a complaint with us and, if your concern is not resolved, with the Office of the Privacy Commissioner of Canada or your applicable provincial or territorial privacy regulator.

How to Exercise Your Rights

You may be able to review and update certain account details directly within your SignWow account settings. If you are unable to do so, or if you wish to exercise another privacy right, please contact us using the information in the “How to Contact Us” section below. We may need to verify your identity before responding to your request. We will respond within a reasonable time and in accordance with applicable law.

11. Cookies, Local Storage, and Analytics

We use Cookies and similar technologies (such as local storage in your browser or device) to help our Services run securely and smoothly, to remember your preferences, and to understand how people use our websites and apps.

• Essential technologies help you sign in, stay signed in, and move around the Services securely.

• Functional technologies remember things like language, accessibility settings, and other preferences so that you do not need to reset them each time.

• Analytics tools help us understand which features are used, diagnose technical issues, and improve performance and usability.

You can control Cookies and similar technologies through your browser or device settings, which may allow you to block or delete them. If you choose to disable certain technologies, some features of the Services may not work as intended.

12. How We Protect Information

We use a combination of organizational, technical, and physical safeguards to protect personal information in our custody and control. These measures are designed to be appropriate to the sensitivity of the information and may include encryption in transit, access controls, secure development practices, staff training, and vendor risk management.

Despite our efforts, no method of transmitting or storing information is completely secure. We cannot guarantee absolute security, and we encourage you to use strong, unique passwords, keep your login details confidential, and contact us immediately if you suspect unauthorized access to your account.

Security Incidents and Breach Notification

If we become aware of a security incident that involves personal information, we will investigate and take appropriate steps to mitigate potential harm. Where required by Canadian privacy laws, we will notify affected individuals and the relevant privacy authorities of a breach of security safeguards.

13. Recordings and Sign Language / Accessibility Services

This section describes additional practices that apply when we provide sign language and related accessibility services through our technology platforms, including Video Remote Interpreting, In‑Person Interpreting, training sessions, workshops, community forums, and similar offerings.

• Purposes of recordings: Where recordings are enabled, we may use them to operate and support the Services, for quality assurance and staff training, to help investigate safety or security concerns, for internal research and development (including evaluating and improving AI‑powered features), and to meet legal or contractual obligations.

• Notice and consent: We will give appropriate notice, and obtain consent where required by law or contract, before recording a session. If you choose not to be recorded or if recording is disabled, some features of the Services may not be available.

• Access and deletion: Subject to verification of identity and applicable exceptions (for example, where recordings must be retained for security, fraud‑prevention, or legal reasons), you may request access to or deletion of recordings associated with your account.

• No sale or rental: We do not sell or rent raw video recordings or personal information collected in connection with these services to third parties.

• Retention: Unless otherwise specified in an agreement or required by law, recordings are typically kept for up to 24 months and are then deleted or de‑identified in accordance with our retention practices.

14. Children and Teens

Our Services are generally intended for individuals who are at least 14 years of age. Users who are under the age of majority in their province or territory must have the consent and involvement of a parent or legal guardian, who is responsible for the minor’s use of the Services and any related payments.

Where required by law, we will obtain appropriate parental or guardian consent before collecting personal information from minors. If you are a parent or guardian and believe that we have collected personal information from your child without the required consent, please contact us so we can investigate and take appropriate steps, which may include deleting the information.

15. Marketing Communications and CASL

We comply with Canada’s Anti‑Spam Legislation (“CASL”) when sending commercial electronic messages. Where required, we obtain your express consent before sending marketing emails or similar messages. Each such message includes an option to unsubscribe.

You may opt out of receiving marketing communications from us at any time by using the unsubscribe link in our emails or by contacting us using the details below. Even if you opt out of marketing, we may still send you non‑marketing communications, such as service announcements, security alerts, or information about your account.

16. Third‑Party Sites, Apps, and Services

Our Services may link to or integrate with third‑party websites, applications, or services that are not operated by SignWow Canada. We do not control these third parties and are not responsible for their privacy practices. If you choose to use such services or follow links to other sites, any personal information you provide will be governed by the privacy policies and terms of those third parties, not this Policy. We encourage you to review their privacy policies before providing personal information.

17. Automated Tools and AI Features

We may use automated tools, including AI‑powered features, to support certain aspects of the Services—for example, to generate or improve learning materials, to provide analytics or insights, or to help monitor quality and consistency. These tools are designed to assist our teams and enhance your experience.

We do not rely solely on automated processing, including profiling, to make decisions that produce legal or similarly significant effects for individuals. Where we use automated tools in ways that may materially affect you, we will do so in accordance with applicable law and, where required, provide you with additional information and options.

18. “Do Not Track” and Similar Signals

Some web browsers include a “Do Not Track” (DNT) feature that can signal to websites that you do not wish to be tracked. There is currently no universally accepted standard for how to interpret and respond to DNT signals, and our Services do not respond to them at this time. You can still manage Cookies and other tracking technologies through your browser or device settings as described in this Policy.

19. Governing Law and Where to Bring Concerns

This Policy, and any dispute or claim relating to it or to our handling of personal information, is governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without giving effect to any conflict‑of‑laws rules.

Subject to any rights you may have under applicable consumer protection laws or any dispute resolution terms in our Terms of Use, any legal action or proceeding relating to this Policy or to our handling of personal information shall be brought exclusively in the courts of the Province of Ontario, sitting in Toronto, Ontario, and you and SignWow Canada each irrevocably submit to the jurisdiction of such courts.

20. Changes to This Policy

We may update this Policy from time to time to reflect changes in our Services, our privacy practices, or applicable law. When we make material changes, we will provide appropriate notice—for example, by posting a notice on our website or sending you an email—and update the “Effective date” at the top of this Policy. Your continued use of the Services after the effective date of any changes means that you accept the revised Policy, subject to applicable law.

21. How to Contact Us

If you have any questions or concerns about this Policy or our privacy practices, or if you wish to exercise a privacy right, you can contact us at:

SignWow Canada

Email: legal@signwow.com

You also have the right to contact the Office of the Privacy Commissioner of Canada or your applicable provincial or territorial privacy regulator regarding any unresolved concern about our handling of your personal information.

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