Privacy Policy

This Privacy Policy describes how Inclusive Access (Inclusive Access Limited) collects, uses, and protects your personal information. We are committed to protecting your privacy and handling your data responsibly. This policy applies to all services we provide, including our training programs, consulting services, and online platforms related to accessibility standards and WCAG compliance.

Who We Are (Data Controller)

We are the data controller for the personal information we collect. As a training and consulting organization based in Montreal, we are committed to complying with Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Law 25. We collect and process data to deliver our accessibility training programs and WCAG compliance consulting services to government projects and organizations throughout Montreal and Canada.

Information We Collect

We collect information in several ways:

• Contact Information: Name, email address, phone number, and organization details when you request information about our services or register for training programs.
• Training Data: Course enrollment information, progress records, and completion certificates when you participate in our accessibility training programs.
• Consulting Information: Project details and accessibility assessment data when you request our consulting services.
• Usage Data: Information about how you interact with our website, including pages visited, time spent, and browser information through analytics tools.
• Cookies: We use cookies to improve your browsing experience and remember your preferences.

Legal Basis for Processing

We process your personal information based on several legal grounds:

• Consent: When you explicitly agree to receive information about our services or participate in our training programs.
• Legitimate Interest: To improve our services, conduct research on accessibility training effectiveness, and maintain the security of our platforms.
• Contractual Necessity: To fulfill training contracts and deliver consulting services you have requested.
• Legal Obligation: To comply with applicable laws and government regulations related to accessibility and data protection.

How We Use Your Information

We use the information we collect to:

• Deliver accessibility training programs and WCAG compliance consulting services.
• Respond to inquiries about our services and provide technical support.
• Send updates about new training programs, accessibility standards, and compliance resources.
• Improve our website, training materials, and service offerings based on user feedback and usage patterns.
• Conduct analytics to understand how organizations are adopting accessibility standards in Montreal.
• Comply with legal obligations and government regulations.
• Protect against fraud and maintain the security of our systems and services.

Data Retention

We retain your personal information for specific periods based on the type of data:

• Contact Form Inquiries: We retain inquiry data for up to 24 months after your last interaction with us, allowing us to follow up on service requests and maintain communication history.
• Training Program Records: We retain enrollment, completion, and certification data for up to 5 years after course completion to support ongoing professional development and compliance verification.
• Analytics and Cookie Data: We retain analytics information for up to 14 months to track trends in accessibility adoption and training effectiveness.
• Server Logs: Technical server logs are retained for up to 12 months for security purposes and troubleshooting.
• Consulting Project Data: We retain accessibility assessment reports and project documentation for up to 3 years after project completion for reference and quality assurance.

Your Privacy Rights

You have the right to:

• Access: Request access to the personal information we hold about you.
• Correction: Ask us to correct inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Portability: Request a copy of your information in a structured, commonly used format.
• Opt-out: Unsubscribe from marketing communications and refuse certain types of data processing.
• Withdraw Consent: Withdraw your consent to data processing at any time.

To exercise any of these rights, contact us using the information provided in the Contact Us section below.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our website. Cookies are small files stored on your device that help us remember your preferences and track how you use our site. We use essential cookies for website functionality and analytics cookies to understand how users interact with our accessibility training content. You can control cookies through your browser settings, though disabling cookies may affect your ability to access certain features. We do not use cookies for targeted advertising. For detailed information about our cookie practices, please refer to our Cookie Policy.

Supervisory Authority and Complaints

If you believe we have not handled your personal information in accordance with this policy or applicable privacy laws, you have the right to lodge a complaint with the appropriate data protection authority. In Canada, you can contact the Office of the Privacy Commissioner of Canada (OPC), which oversees compliance with PIPEDA and privacy laws across the country. You may also file complaints with Quebec's National Commission for the Protection of Privacy (CNPD) if your concerns relate to Quebec-specific privacy legislation. We encourage you to contact us first to resolve any privacy concerns before filing a formal complaint.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include encryption, secure servers, access controls, and regular security audits. However, no method of transmission over the internet is completely secure. While we strive to protect your information, we cannot guarantee absolute security. If you believe your personal information has been compromised, please contact us immediately.

Third-Party Sharing

We do not sell or rent your personal information to third parties. We may share your information with:

• Service Providers: Vendors who assist us with website hosting, analytics, email delivery, and technical support, all bound by confidentiality agreements.
• Government Partners: When required for Montreal government accessibility projects, with appropriate data sharing agreements.
• Legal Compliance: When required by law, court order, or government authority.

All third parties are required to maintain confidentiality and use your information only for the purposes we specify.

International Data Transfers

We primarily operate in Canada and store data on Canadian servers. If we transfer your information internationally, we implement appropriate safeguards in accordance with Canadian privacy laws. Any international transfers are conducted only when necessary for service delivery and are protected by appropriate data protection measures.

Children's Privacy

Our services are designed for professionals and organizations, not for children under 13. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 13, we will take steps to delete such information and terminate the child's access to our services. If you believe we have collected information from a child, please contact us immediately.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our services after such changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy regularly to stay informed about how we protect your information.