Privacy Policy
Your privacy is important to us. This policy explains how we collect, use, and disclose information through Olambus under Canadian law.
This Privacy Policy does not apply to any third-party websites, services, or applications, even if accessible through our Service.
This policy describes how Olambus (“we,” “us,” or “Olambus”), operating under the laws of Canada, collects, aggregates, stores, safeguards, and uses personal information provided by users through our website at www.olambus.com(the “Site”), our application, APIs, and related services (collectively, the “Service”), as well as information collected through other means, including email, support requests, or offline communications.
This policy explains:
- What information we collect
- How we use the information we collect
- How long we retain information we collect
- How we use AI to process data, and the safeguards we apply
- Choices you can make about how your information is collected and used
- How we protect personal information
- Your rights under Canadian privacy law
By using the Service, you consent to the practices set out in this Privacy Policy. In this policy, “personal information” and “personal data” are used interchangeably.
This Privacy Policy does not apply to information we process as a service provider on behalf of our customers (that is, Content uploaded to the Service for analysis). Our processing of that data is governed by our Terms of Service and by your own instructions and applicable law. If you have concerns about personal information that an Olambus customer has uploaded about you, please contact that customer directly; we act on their instructions with respect to that data.
This Privacy Policy also does not apply to any future Olambus employees, independent contractors, or job candidates, who will be covered by a separate notice if applicable.
Information we collect
Information you provide to us
Olambus collects information you choose to provide through the Site or other channels — for example, when you create an account, request information, sign up for a mailing list, or contact us. This may include your name, email address, phone number, company name, billing address, and information from third-party applications you choose to connect to the Service. You may be required to provide certain information to apply for or receive an Olambus account or paid plan.
Information we automatically collect
We use cookies and similar technologies to collect certain information automatically when you visit the Site or interact with our product or emails. This includes technical information such as browser type, operating system, device identifiers, and IP address, as well as usage information such as pages visited, features used, session duration, and click-through behaviour on emails.
Analytics tools
We use product and website analytics tools to understand how the Service is used and to improve it. These tools may set cookies or use similar identifiers in your browser. You may adjust your browser settings to limit this tracking or decline cookies, though doing so may limit certain features of the Site. Some browsers send “do-not-track” signals; because there is no accepted standard for how sites should respond, we do not currently take action in response to these signals.
Payment information
Billing details are collected and processed by our third-party payment processor. We do not store full payment card numbers on our own servers.
How we use information we collect
We use the information you provide in a manner consistent with this Privacy Policy and applicable Canadian law. If you provide personal information for a specific reason — for example, to contact support — we use it to fulfill that purpose. If you provide personal information to create an account, we use it to give you access to the Service and to administer your account.
We may also use your personal information, and other non-identifiable information collected through the Site, to improve the content and functionality of the Service, better understand our users, and communicate with you about features, updates, or offers we believe may interest you, where permitted by applicable anti-spam law (see “Your choices” below). We may create aggregated, de-identified data from personal information and use or share that de-identified data for lawful business purposes; we do not attempt to re-identify such data except to test whether our de-identification processes are effective.
We identify these purposes at or before the time personal information is collected, consistent with PIPEDA's accountability and purpose-identification principles, and we do not use personal information for materially different purposes without your consent, unless permitted or required by law.
How we use AI to process data
Certain features of the Service use artificial intelligence, including self-hosted machine learning models and third-party large language model (“LLM”) APIs, to help you clean, transform, and generate insights from data you upload to the product.
- Tokenization safeguard.Where Content is sent to a third-party AI provider for processing, we apply a reversible tokenization step designed to detect and replace personal information elements before that data leaves infrastructure we control. Tokenized data is only de-tokenized within our own infrastructure upon receiving the AI provider's response. This reduces, but does not eliminate, exposure of personal information to third-party AI processors.
- No third-party model training on your data. We do not permit third-party AI providers to use your Content to train their general-purpose models, where we are able to contractually restrict this.
- Self-hosted models. For lower-sensitivity tasks, such as parsing your intent within the product, we use smaller models we operate ourselves, reducing how much data is sent to external providers.
- Product analytics on the marketing site. Separately from the above, Olambus does not collect, use, or sell personal information gathered through the Site (i.e., our marketing website and account/billing data) for the purpose of training large language models or other AI models. For details on how we handle data within the product and AI-powered features, see our Terms of Service, Sections 1.3 and 1.10.
Our retention of your personal data
We retain personal data for as long as we have an ongoing legitimate business need to do so. We determine the appropriate retention period based on the purpose for which we process the data, its sensitivity, the risk of harm from unauthorized use or disclosure, whether we can achieve our purposes through other means, and applicable legal requirements (such as tax and accounting retention rules). When we no longer have a legitimate business need to process personal data, we delete or anonymize it, or, where that is not possible (for example, data held in backup archives), we securely isolate it from further processing until deletion is possible. Indicative retention periods:
- Account data: retained while your account is active, and for a reasonable period after closure (up to 90 days) to allow reactivation and address legal/accounting needs.
- Content uploaded to the product: retained while the associated account is active; deleted or de-identified within 30–90 days of account closure or a deletion request, subject to limited-duration backup retention for disaster recovery.
- Billing records: retained as required under Canadian tax and accounting law (generally 6–7 years).
- Usage/analytics data: may be retained longer in aggregated or de-identified form for product improvement.
Links to other websites
The Site may link to third-party websites with privacy practices that differ from ours. We are not responsible for those sites' practices, and a link does not imply endorsement. We encourage you to review the privacy policies of any third-party site you visit.
Children and minors
Olambus does not knowingly collect personal data from individuals under 18. If you are under 18, please do not submit personal data through the Site. We encourage parents and guardians to monitor their children's internet use. If you believe a minor has provided personal data to us, please contact us at support@olambus.com and we will take reasonable steps to delete it.
Data security
We use administrative, technical, and physical safeguards designed to protect the information we collect, including encryption in transit and, where supported by our infrastructure, at rest; access controls limiting internal access on a need-to-know basis; and the AI tokenization safeguards described above. While we make reasonable efforts to secure our systems, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please take care when deciding what information to send us over the internet, including by email.
Access to your personal information
To keep your personal data accurate, current, and complete, please contact us at support@olambus.com. We will take reasonable steps to update or correct personal information in our possession that you have previously submitted.
Your privacy rights under Canadian law
Olambus is subject to the federal Personal Information Protection and Electronic Documents Act (“PIPEDA”), which governs how private-sector organizations handle personal information across Canada. Under PIPEDA, you have the right to:
- Access the personal information we hold about you and understand how it has been used and disclosed;
- Correct inaccurate or incomplete personal information;
- Withdraw consent to our collection, use, or disclosure of your personal information, subject to legal or contractual restrictions and the consequence that withdrawing consent to essential processing may mean we can no longer provide part of the Service to you;
- Ask questions or file a complaint about how we handle your personal information.
Automated decision-making. We do not use your personal information to engage in automated processing or profiling to evaluate, analyze, or predict aspects of your economic situation, health, preferences, reliability, behaviour, or location in a way that produces legal or similarly significant effects on you.
Sensitive information. Certain personal information we collect (for example, account credentials or billing information) may be considered more sensitive; we apply heightened care to its handling but it is not used for advertising purposes.
To exercise any of these rights, contact us at support@olambus.com. We may need to verify your identity before processing your request, and we will respond within the timelines required by PIPEDA (generally within 30 days). You may also designate an authorized representative to submit a request on your behalf.
How to escalate a complaint
If you are not satisfied with our response, you have the right to file a complaint with the:
Office of the Privacy Commissioner of Canada (OPC)
30 Victoria Street, Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376 · Website: https://www.priv.gc.ca
Information for users outside Canada
The Service is operated under Canadian law, and this Privacy Policy is designed primarily to comply with that law. If you access the Service from outside Canada, you understand that your information will be transferred to and processed in Canada, and potentially in other jurisdictions where our service providers operate (including the United States), as described above. Data transferred outside Canada becomes subject to the laws of the jurisdiction in which it is held.
If applicable law where you live (for example, the EU/UK GDPR) grants you additional rights — such as rights to erasure, restriction of processing, or data portability — please contact us at support@olambus.com and we will make reasonable efforts to honour applicable requirements. Olambus does not currently maintain a designated EU or UK representative under Article 27 of the GDPR; if our user base in those regions grows to a level requiring one, we will appoint a representative and update this Policy accordingly.
Your choices
Marketing communications. You can unsubscribe from promotional emails at any time using the link in each email, or by contacting support@olambus.com, consistent with Canada's Anti-Spam Legislation (CASL). You will continue to receive transactional and account-related messages necessary to operate the Service, even after unsubscribing from marketing emails.
Cookies. You can manage or disable cookies through your browser settings, though this may affect Site functionality.
Sharing with third parties. If you do not want us to share your personal information with service providers who are not acting as our agents, you may contact us at support@olambus.com to discuss opting out; this will not affect our ability to provide the core Service where such sharing is necessary to operate it (for example, hosting and payment processing).
Withholding information. If you choose not to provide certain personal information, some features of the Service may not work as intended.
The above choices may be limited under applicable law. Before fulfilling a request, we may ask you to verify your identity.
If you have questions
If you have questions about this Privacy Policy or our data practices, contact us at:
Olambus — Privacy Contact
Email: support@olambus.com
Website: www.olambus.com
Breach notification
In accordance with PIPEDA's mandatory breach reporting requirements, if we become aware of a breach of security safeguards involving personal information that creates a real risk of significant harm to an individual, we will notify the Office of the Privacy Commissioner of Canada and affected individuals as soon as feasible, and will maintain records of all such breaches as required by law.
Changes to this policy
We may revise this Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or the Service itself. When we do, we will post the updated policy on the Site and update the “Last updated” date above; for material changes, we will provide additional notice (such as by email) at least 14 days before the changes take effect, except where a shorter period is required for legal compliance. Your continued use of the Service after a change takes effect constitutes your agreement to the revised Policy.
Relationship to our Terms of Service
This Policy should be read together with our Terms of Service, which govern your overall use of the Service. If there is a direct conflict between the two documents specifically regarding the handling of personal information, this Privacy Policy governs.