Privacy Policy

Scope of this policy

This policy applies to Softworks Group Inc. ("Softworks", "we", "us"), the developer and operator of the Alinity regulatory management platform, and covers personal information we handle through alinity.ca, our marketing and sales activities, our support desk, and our operation of the Alinity platform on behalf of client organizations.

Alinity is used by regulatory bodies, licensing authorities and professional colleges. Where a client organization uses Alinity to manage its registrants, that organization is the controller of the registrant information held in its environment and Softworks acts as its service provider. Registrants should direct requests about their own regulatory records to their regulator, which decides what is collected and how it is used.

Information we collect

Website and marketing information: name, organization, role, work email, telephone number, the content of enquiries you send us, and information about your visit such as IP address, browser and device characteristics, referring pages and pages viewed.

Client and support information: contact details and role information for authorized users at client organizations, records of support requests and correspondence, and administrative logs of access to client environments.

Platform information processed for clients: registrant and applicant records configured by the client, which may include identifiers, contact and demographic information, credentials and education history, registration and licence status, continuing competence records, complaint and discipline records, financial transaction records, and uploaded documents.

We do not sell personal information, and we do not use registrant information held in a client environment for our own marketing, product analytics or model training.

How we use information

We use website and marketing information to respond to enquiries, provide requested materials, arrange demonstrations, administer our relationship with prospective and current clients, and improve our site and communications.

We use client and support information to deliver, secure, maintain and support the platform under our agreements, including authentication, incident investigation, service monitoring and fulfilling contractual and legal obligations.

We process registrant information only on the documented instructions of the client organization and as necessary to provide the service, for example hosting, backup, release deployment, and support that a client asks us to perform.

Legal basis and consent

We collect, use and disclose personal information with consent, or as otherwise permitted or required by applicable Canadian privacy legislation including the Personal Information Protection and Electronic Documents Act (PIPEDA) and substantially similar provincial legislation such as Alberta's Personal Information Protection Act.

You may withdraw consent to marketing communications at any time using the unsubscribe link in any message or by contacting us. Withdrawal of consent may limit our ability to provide certain services.

Disclosure to third parties

We disclose personal information only as needed to operate the service: to sub-processors that host or support the platform under written agreements imposing confidentiality and security obligations at least as protective as our own; to a client organization in respect of its own environment; to professional advisors under duties of confidentiality; where required by law, court order or lawful authority; and in connection with a corporate transaction, subject to equivalent protection.

We maintain a current list of sub-processors and make it available to clients on request, together with notice of material changes.

Data residency and transfers

Alinity is hosted in Canadian data centres, and Alinity data remains in Canada. Our development, implementation and support personnel are located in Canada.

Where any limited transfer outside Canada would be necessary, we would notify affected clients in advance and put appropriate contractual and technical safeguards in place.

Safeguards

We maintain an information security management system certified to ISO/IEC 27001 and undergo independent SOC 2 Type 2 examination of our controls. Safeguards include role-based access control, multi-factor authentication, encryption of data in transit and at rest, network segregation, separate client environments, vulnerability management, logging and monitoring, personnel screening and training, and tested backup and recovery procedures.

No safeguard is absolute. If a breach of security safeguards creates a real risk of significant harm, we will notify affected clients without undue delay and support their notification obligations to individuals and regulators.

Retention

We retain marketing and enquiry information only as long as needed for the purpose collected and for a reasonable period afterward to meet legal and business requirements.

Registrant information in a client environment is retained according to the retention rules the client configures and its own records schedule. On termination we return or securely destroy client data in accordance with the agreement.

Your rights

Subject to legal exceptions, you may request access to the personal information we hold about you, ask us to correct inaccurate or incomplete information, withdraw consent, or ask questions about our handling practices. We may require information sufficient to verify your identity.

If your request concerns a registrant record held by a regulator using Alinity, we will refer you to that organization, which is responsible for deciding the request.

Cookies and analytics

This website does not set analytics or advertising cookies of its own, and we do not use cross-site tracking. The pages you browse are served as static content.

Our contact page embeds third-party tools from HubSpot (a demo-request form and a meeting scheduler). When you interact with those embeds, HubSpot may set its own cookies to operate them; that processing is governed by HubSpot's privacy notice as well as this policy. You can control cookies through your browser settings; disabling some may affect the contact form.

If we introduce website analytics in future, we will update this section first and, where consent is required, ask for it before any such cookies are set.

Changes to this policy

We may update this policy to reflect changes in our practices or legal obligations. We will revise the date above and, where changes are material, provide notice to clients. Continued use of the site or services after an update constitutes acceptance of the revised policy.