Privacy Policy

Privacy Policy (Canada PIPEDA + GDPR‑Aligned)

Venus Systems International – Privacy Policy Effective Date: [Insert Date] URL: https://venussystems.ca/privacy-policy

1. Introduction

This Privacy Policy explains how Venus Systems International (“Company”, “we”, “our”, “us”) collects, uses, stores, and protects personal information under:

  • PIPEDA (Canada)

  • Ontario privacy expectations

  • GDPR (EU)

This Policy applies to all users of VenusCRM, including Staff, Customers, Leads, and website visitors.

2. Information We Collect

We may collect:

2.1 Personal Information

  • Name

  • Email address

  • Phone number

  • Business information

  • Billing details

  • IP address

  • Login activity

2.2 CRM Data

Customers may upload:

  • Contacts

  • Leads

  • Notes

  • Files

  • Communications

  • Support tickets

Customers are responsible for ensuring they have lawful authority to collect and store this data.

2.3 Automatically Collected Data

  • Device information

  • Browser type

  • Usage logs

  • Cookies and analytics

3. How We Use Personal Information

We use data to:

  • Provide and maintain the Service

  • Authenticate users

  • Process payments

  • Improve platform performance

  • Provide customer support

  • Comply with legal obligations

  • Prevent fraud and security threats

4. Legal Basis for Processing (GDPR)

We process data under:

  • Consent

  • Contractual necessity

  • Legitimate interests

  • Legal obligations

5. Sharing of Information

We may share data with:

  • Service providers (hosting, email, analytics)

  • Third‑party integrations (e.g., Canva)

  • Payment processors

  • Legal authorities when required

We do not sell personal information.

6. Third‑Party Integrations

When integrations are enabled:

  • Only necessary data is shared

  • Third‑party providers operate under their own privacy policies

  • Users must review those policies independently

7. International Data Transfers

Data may be stored or processed in Canada, the United States, or other jurisdictions. All transfers comply with PIPEDA and GDPR requirements.

8. Data Retention

We retain data only as long as necessary for:

  • Service delivery

  • Legal compliance

  • Customer contractual obligations

Customers may request deletion at any time.

9. Security Measures

We use:

  • Encryption

  • Access controls

  • Audit logs

  • Secure hosting

  • Regular security reviews

No system is 100% secure, but we take reasonable steps to protect data.

10. Your Rights (PIPEDA & GDPR)

You may request:

  • Access to your data

  • Correction of inaccurate data

  • Deletion (“Right to be Forgotten”)

  • Restriction of processing

  • Data portability

  • Withdrawal of consent

Requests can be submitted to: privacy@venussystems.ca

11. Cookies & Tracking

We may use:

  • Essential cookies

  • Analytics cookies

  • Session tracking

  • Device fingerprinting (security only)

Users may disable cookies in their browser settings.

12. Changes to This Policy

We may update this Policy periodically. Continued use of the Service constitutes acceptance.

13. Contact Information

Privacy Officer – Venus Systems International Email: privacy@venussystems.ca Website: https://venussystems.ca