Privacy Notice

1. What we collect

We collect only what we need to do the work you ask for.

• Contact details: your name, email address, and, if you give it, a phone number.
• About your organisation: its name, location, sector, size, how it is set up, what you want funding for, and the answers you give in our questionnaires, including financial ranges and, at the application stage, the details a funder requires (for example a business number).
• Documents you upload, such as a business plan or financial statements, and the text we extract from them to do our work.
• Messages between you and us, and the notes and drafts we prepare for you.
• Account and usage records: when you sign in, when you open your deliverables, and technical records that keep the platform running securely. When you use our public inquiry form we keep a scrambled (hashed) version of your connection address for a day to prevent abuse; the address itself is not stored.

2. What we use it for

We use your information to:

• prepare the services you asked for: your Funding Snapshot, Funding Roadmap, applications, and business plan;
• run your account, send you the emails the service needs (sign-in links, deliverables, reminders), and answer your questions;
• invoice you and keep the records a business must keep;
• keep the platform secure and working.

3. Technology we use, including AI

Part of our work is done with AI-assisted tools operated by service providers acting on our instructions. Your information is sent to them only to produce your work, is not used by them to train their models, and every result is reviewed by a person before it reaches you or a funder.

We also rely on service providers to host the platform and database, deliver email, and process payments when online payment is offered. Each acts under contract terms that restrict them to providing the service. Some of these providers are located outside Canada, which means your information may be stored or processed in another country and be subject to that country's laws.

4. Who we share it with

We do not sell your information, and we do not share it with any funder except as part of an application you have specifically asked us to prepare or submit. Beyond the service providers above, we share information only when the law requires it.

5. How long we keep it

We keep your information for as long as you have an account with us and for as long afterwards as we are required to keep business records (generally seven years for invoicing records). You can ask us to delete your account at any time (see below); we then remove your account and its contents, keeping only what the law requires us to keep.

6. Your choices and rights

From the Your data page in your account you can download a complete copy of the information we hold about you, and you can ask us to delete your account. A person reviews every deletion request and confirms by email. You can also correct your details at any time, or withdraw your consent to our use of your information, subject to the records we must keep and any work already under way.

Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) gives you the right to access and correct personal information we hold about you and to complain to the Office of the Privacy Commissioner of Canada if you are not satisfied with how we handle it.

7. Keeping it safe

Your information is stored in encrypted, access-controlled systems. Inside Grants Lab, only the people working on your file can see it. You sign in with a password or a single-use link sent to your email; please keep both to yourself.

8. Contact

For any privacy question or request, email info@grantslab.ca. We respond within one business day. We will update this notice when our practices change; the version you accepted is dated and kept on your record.