Privacy Policy

Policy overview

Privacy Across Our Website & Software

EMPHOS Group Corporation (“EMPHOS,” “we,” “us,” or “our”) is based in Chilliwack, British Columbia, Canada. This Privacy Policy explains how we handle personal information through emphosgroup.com, our online store, accounts, software downloads, licensing, support, and related communications.

It also applies when we receive personal information through an EMPHOS product or connected service. The information involved depends on the product, feature, and choices you use. A product-specific notice or an agreed service contract may give further details about that processing.

When an organization engages EMPHOS to process information on its behalf, its instructions and the applicable data processing agreement govern that work. Our separate account, billing, security, and business communications remain covered by this policy.

Personal information means information about an identifiable individual, including information that can reasonably be linked to that individual. Removing a name or replacing it with an identifier does not necessarily make information anonymous.

Section 1

Personal Information We Handle

Depending on your interaction with us, the information may include:

• Contact and account details: your name, email, organization, billing or delivery address, phone number, account identifier, sign-in provider, preferences, and account status.
• Purchases and transactions: products ordered, order references, billing and tax details, payment status, refunds, and related correspondence. Payment details entered at checkout are processed through the checkout and payment providers; our business records include the transaction information needed to administer the purchase.
• Licences and activations: the product and version, licence or entitlement identifier, trial or subscription status, activation dates, installation or device identifiers, and the status of activation requests where that service is used.
• Support and communications: messages, contact preferences, feedback, screenshots, attachments, and diagnostic information you provide. A submitted file or log may contain personal information within its contents.
• Website and service activity: IP address, browser and device information, approximate location derived from IP address, pages visited, referring pages, timestamps, and interactions with our website or connected services.
• Privacy and marketing choices: cookie preferences, consent records, subscription and unsubscribe status, and interactions with marketing messages or campaigns.
• Submitted product content: documents, project information, prompts, conversations, outputs, or other content that you choose to send to EMPHOS through a support request or a connected feature.

We limit collection to information needed for the purpose described. Product permissions and notices explain any additional information required by a particular feature.

Section 2

Sources of Information

• From you: when you contact us, make a purchase, register, activate a product, submit content, or choose a preference.
• From your browser or device: when our website or an online service receives technical information, cookies, or service requests.
• From providers: Shopify, checkout and payment services, account or distribution platforms, and providers helping deliver support, security, analytics, or advertising.
• From your organization: when an authorized administrator sets up access or contacts us about an organizational account.

If a product uses public knowledge sources, those sources may include information about identifiable people. Public availability does not remove applicable privacy obligations. Contact us if you have a concern about personal information associated with an EMPHOS service.

Section 3

Local Software & Connected Features

Information on your device

Local features in products such as Heinrich and FieldLine PDF can use documents, projects, conversations, outputs, settings, and application records stored on your device. Information that stays entirely on your device and is not submitted or made accessible to EMPHOS is not received by us.

Local content is separate from information used by online functions such as downloading software, checking an entitlement, activating a licence, contacting support, or using an enabled connected service. Website cookie choices do not automatically change application settings or delete local files.

Information sent through a feature

A connected feature may send the content needed to fulfil your request, together with account, technical, and service information. The feature’s notice, settings, and provider information explain the processing that applies. Features associated with Aletheia, Heinrich, FieldLine PDF, or another EMPHOS product are covered according to their actual operation.

Review files and diagnostic reports before sending them to support, and include only information relevant to the issue. If sensitive material is needed, contact us first to arrange an appropriate submission method.

Purchasing a licence or submitting a support file does not itself authorize unrelated use of private content for advertising or general model training. Any separately proposed use requires an appropriate notice and lawful basis, including consent where required. Customer content processed under a data processing agreement is handled under the agreed instructions.

Section 4

How We Use Personal Information

• Deliver products and services: process purchases and refunds, provide downloads, administer accounts, validate licences and entitlements, and provide requested features.
• Provide support: respond to enquiries, investigate reported problems, and communicate about an account, order, or product.
• Maintain reliability and security: troubleshoot technical issues, prevent fraud and misuse, secure accounts, and investigate incidents.
• Understand website performance: analyse visits and interactions, improve navigation, and measure how campaigns perform, subject to the privacy choices and legal requirements that apply.
• Communicate and market: send requested information, product news, or promotional communications where permitted, and support advertising and measurement as described below.
• Meet business and legal obligations: maintain accounting and tax records, respond to lawful requests, resolve disputes, and protect legal rights.

If we propose a materially different purpose, we will provide the required notice and obtain consent where the law requires it.

Section 5

Consent & Legal Grounds

We identify why personal information is needed and obtain consent where required by applicable law. The form of consent depends on the information, purpose, and circumstances. Some processing is permitted or required by law without consent.

You can withdraw consent for future consent-based processing by using the relevant controls or contacting us. We will explain any consequences for a requested service. Declining optional marketing or advertising is separate from the information necessary to complete a purchase or provide an account or licence.

Where the GDPR or UK GDPR applies, our legal grounds may include performing a contract or taking steps at your request, complying with a legal obligation, consent for optional activities, and legitimate interests such as securing and administering services where those interests are not overridden by your rights. The ground used depends on the particular activity.

Reading this policy or continuing to browse does not by itself provide consent where a specific choice is legally required.

Section 6

Cookies, Analytics & Advertising

Our website uses cookies and similar technologies for essential store functions and enabled analytics and advertising features. These technologies can involve device or browser identifiers, IP addresses, pages viewed, shopping activity, and campaign interactions.

Analytics helps us understand how the website is used. Advertising integrations help measure campaigns and may support personalized advertising or link activity with information held by the provider. Information involved in these activities is not necessarily anonymous.

The providers and processing involved depend on the integrations enabled for the store and the features you use. We apply the consent requirements and privacy choices that govern each activity. Our Cookie Policy explains cookie categories, browser storage, and the available controls.

Your tracking choices

Use the website’s available cookie and privacy controls to manage optional purposes. You can also change browser cookie settings. Where applicable, use the store’s data-sharing opt-out control or contact us to exercise an opt-out right.

Certain advertising-related disclosures may be considered a “sale,” “sharing,” or “targeted advertising” under privacy laws even when no money changes hands. Where those laws apply, you can opt out of the relevant processing. We honour legally required opt-out preference signals, including Global Privacy Control where applicable.

Shopify also provides a Privacy Portal for choices about its own processing. A Shopify choice does not automatically update every independent service used by a merchant, and a browser choice may need to be set separately on another browser or device.

Section 7

When We Share Personal Information

Information may be disclosed for the purposes described in this policy to:

• Service providers: Shopify and providers supporting checkout, payments, hosting, downloads, licensing, account access, email, support, security, and other business operations. We use appropriate contractual safeguards for providers processing information on our behalf.
• Analytics and advertising partners: providers involved in the enabled website and campaign features described above, subject to applicable consent and opt-out requirements. Their role may include independent processing under their own privacy notices.
• Your organization or chosen recipient: an authorized account administrator, integration, or other party where necessary for the arrangement you use or at your direction.
• Professional advisers and authorities: where needed for legal, accounting, audit, insurance, regulatory, or other lawful business purposes.
• A business successor: where permitted in connection with a transaction such as a merger, restructuring, or sale of the business, with safeguards appropriate to the information.

We may also disclose information where required or permitted by law, in response to valid legal process, to protect rights and security, or with your authorization. Disclosure is limited to the information appropriate for the purpose.

Section 8

Shopify & Other Providers

Our online store is powered by Shopify. Shopify processes information to host and operate the store and provide commerce services. For some services, such as its own consumer features, Shopify may also process information independently under its own policies.

For details and Shopify-specific choices, see the Shopify Consumer Privacy Policy and Shopify Privacy Portal. Questions about EMPHOS’s use of your information can be sent directly to us.

If you choose an external payment service, app marketplace, sign-in provider, or connected integration, its privacy notice explains its own processing. Following an external link or enabling an integration can make information available to that provider. Our use of information received from those services remains subject to this policy.

Section 9

How Long We Keep Information

We retain personal information for as long as reasonably necessary for its purpose and any applicable legal requirements. The period depends on the type of record, our relationship with you, and any need to resolve a dispute or preserve information under a legal obligation.

• Account, purchase, and licence records: while needed to administer your relationship with us and meet tax, accounting, fraud prevention, or other legal obligations.
• Support and diagnostic records: while needed to resolve the issue, follow up, and address relevant reliability, security, or legal matters.
• Website and service records: according to their operational, security, and measurement purposes and the settings and retention arrangements of the relevant service.
• Consent and unsubscribe records: while needed to demonstrate consent and respect your communication choices.

When information is no longer needed, we delete it or make it anonymous, subject to applicable requirements. Copies in backups may remain until the relevant backup cycle expires; retained copies remain protected and restricted to appropriate purposes.

Deleting an account does not necessarily remove records we must retain. It also does not remove files held only on your device, in your backups, or in a separate service you control. Uninstalling software may leave documents, settings, or backups behind; use the relevant product and device controls to manage them.

Section 10

Protecting Personal Information

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information and the risks of processing. These include managing access, limiting information to the relevant purpose, and applying appropriate arrangements with service providers.

If a privacy or security incident occurs, we assess the situation, take appropriate response measures, and notify affected people, organizations, or authorities where required by law.

For help with a suspected privacy or security issue, contact info@emphosgroup.com. Include a description of the issue without sending passwords, authentication codes, or full payment card details.

Section 11

Children & Learning Services

Our website’s purchasing and account administration services are intended for adults. We do not knowingly collect children’s personal information through those services without the authorization required by applicable law.

PRISM is in development. Before offering a child-directed learning service or collecting children’s information for a programme, we will provide the relevant privacy information and establish the required parent, guardian, school, or organizational permissions and safeguards.

If you believe a child has provided information to EMPHOS without the required authorization, contact us. We will review the concern and take appropriate steps, including deletion where required.

Section 12

Your Rights & Choices

Your rights depend on the law that applies to your information. They may include:

• Access: ask what personal information we hold about you, how it has been used or disclosed, and request a copy.
• Correction: ask us to correct inaccurate or incomplete information.
• Deletion: request deletion where the law provides that right, subject to permitted or required retention.
• Portability: obtain certain information in a usable format and request a transfer where applicable.
• Restriction or objection: request limits on processing, or object to certain uses, where the applicable law provides those rights.
• Consent and advertising choices: withdraw consent for future consent-based processing and exercise applicable opt-out rights for sale, sharing, or targeted advertising.
• Review and complaints: ask for an explanation of a decision, appeal where that right applies, or contact the appropriate privacy authority.

Making a request

Email info@emphosgroup.com with the type of request and enough information to locate the relevant account, order, or interaction. We may ask for proportionate information to verify your identity or an agent’s authority. We will respond within the period required by applicable law and explain any lawful limitation or extension.

You will not be penalized for exercising a privacy right. If withholding information prevents a feature from being provided, we will explain that consequence. For records controlled by your employer, school, or another organization, contact its administrator or privacy contact; we will assist as required by our role.

Marketing messages

Use the unsubscribe link in a promotional email or contact us to change your preferences. We may still send necessary non-promotional messages about purchases, licences, account security, support, or legal notices. Our CASL Compliance Policy provides further information about electronic marketing communications.

Section 13

International Processing

EMPHOS is based in Canada. Shopify and other providers may process information in other countries. Those countries may have different privacy laws, and information may be accessible to courts or authorities under their laws.

Where required, we use appropriate contractual and legal safeguards for international processing. For information subject to EEA or UK transfer requirements, the applicable arrangement may rely on a recognized adequacy decision, standard contractual clauses, or another legally permitted mechanism. Contact us for information about the arrangements relevant to your service.

Section 14

Questions & Complaints

Contact our privacy contact if you have a concern about how we handle personal information or a response to a request. Describe the issue and the outcome you are seeking so we can investigate and respond.

You may also contact the appropriate privacy authority. In British Columbia, this is the Office of the Information and Privacy Commissioner for British Columbia. For matters under federal private-sector privacy law, see the Office of the Privacy Commissioner of Canada. If another jurisdiction’s law applies, you may have the right to complain to its supervisory authority.

Section 15

Changes to This Policy

We may update this policy as our products, services, providers, or legal requirements change. The revised version will appear with an updated date. We will provide further notice and obtain a new choice where required for a material change in processing.

Section 16

Privacy Contact

For a privacy question, access or correction request, deletion request, advertising opt-out, or complaint, contact:

Include the relevant product or page and, where useful, an account email or order reference. We will let you know if we need further information or a more suitable way to receive sensitive material.