Cedarpost Systems Ltd.
Privacy Policy
This page explains what personal information we collect through this website and when you contact or book with us, why we collect it, and what we do with it. If you become a client, our Terms and Conditions cover how we handle the information you share during the work, and our Data-Handling Statement gives the full detail to anyone who asks.
What we collect
- When you book or contact us: your name, email, phone number, business name, and anything you tell us in the booking questions, a message or a call.
- When we talk on a call: with your agreement, we record and transcribe the call so we can focus on the conversation and prepare our notes. If you'd rather not be recorded, we work from written notes instead.
- When you pay: your name and billing details. Card payments are processed by Stripe. We never see or store your full card number.
- When you visit the site: our website host, Cloudflare, processes basic technical information such as your IP address, browser type and the pages you request, to deliver the site and protect it from attacks. We don't use advertising or tracking cookies. The booking calendar on our site is provided by Cal.com, which may set the cookies it needs to work.
Why we collect it
- To book, prepare for and run your call or audit, and to follow up on it.
- To answer your questions.
- To invoice you, take payment, and keep the business and tax records we're required to keep.
- To keep this website working and secure.
We don't sell your information, rent it out, or use it for advertising. We don't buy information about you from other sources.
Who else handles it
We use a small number of service providers to run the business. Each one handles your information only to provide its service to us:
| Provider | What for | Where the data is processed |
|---|---|---|
| Cal.com | Booking calls and audits | United States |
| Stripe | Card payments | United States |
| Google Workspace | Email and documents | United States and other countries |
| Quo | Business phone and texts | United States |
| Fathom | Call recording and transcription, only if you agree | United States |
| Anthropic (Claude) | AI help with call notes and reports | United States |
| Cloudflare | Hosting this website | United States and other countries |
| Google Fonts | Typefaces used on this website | United States |
If your work involves privileged, clinical or financial material, we can process calls locally instead, on our own machine. Just ask before the call.
Because some of these providers are outside Canada, your information may be processed in those countries. While it's there, the courts, law enforcement and national security authorities of those countries may be able to access it under their laws.
We may also disclose information if the law requires it, for example to the Canada Revenue Agency.
How long we keep it
Booking and contact details are kept for as long as we're working together, and for up to two years after our last contact so we can follow up. Invoices and payment records are kept for six years, as Canadian tax law requires. Call recordings and transcripts are deleted once your audit or project no longer needs them.
Your choices and rights
You can ask us at any time:
- what personal information we hold about you;
- to correct it if it's wrong;
- to delete it, unless we're required to keep it (for example, tax records); or
- to stop contacting you.
We'll reply within 30 days. If you're not satisfied with our answer, you can contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.
Contact
Lars Hofmann is responsible for privacy at Cedarpost Systems Ltd.
Email: privacy@cedarpostsystems.ca · Phone: (778) 909-5523
Changes
If we change this policy, we'll post the new version here with a new date. If a change affects how we use information you've already given us, we'll tell you before it takes effect.