1. Who We Are

Cloudevate is a process documentation and operational infrastructure firm operating in Ottawa, Ontario, Canada. We work with Series A+ technology firms to document, systematise, and deploy operational processes. References to “Cloudevate,” “we,” “us,” or “our” in this policy refer to this business entity and its principal.

2. What Personal Information We Collect

We collect personal information only to the extent necessary for the purposes described in this policy. This may include: your name and business contact details (email address, phone number, organisation name) when you book a consultation or contact us directly; information you voluntarily provide during a consultation or engagement scoping conversation; and basic website usage data collected through analytics tools (browser type, pages visited, session duration) on an anonymised basis.

3. How We Use Your Information

We use personal information to respond to enquiries and schedule consultations; to deliver contracted services and communicate with clients about ongoing engagements; to send service-related communications where you have provided consent; and to improve the quality of our services based on anonymised usage patterns. We do not use your personal information for unsolicited marketing without your explicit consent.

4. Disclosure of Personal Information

Cloudevate does not sell, rent, or trade personal information to third parties. We do not disclose personal information to third parties except where required by law, where necessary to deliver a contracted service (for example, a scheduling platform such as Calendly processes booking data under their own privacy policy), or where you have provided explicit consent. Any third-party tools used in the delivery of our services are selected for their compliance posture and data residency practices.

5. Client Process Data and Confidentiality

Process documentation produced during a Cloudevate engagement — including captured workflows, synthesised SOPs, and deployed knowledge vault content — belongs to the client organisation. Cloudevate does not retain copies of client operational data beyond what is necessary for quality review during the active engagement. All engagement data is handled under strict confidentiality and, where applicable, a formal Non-Disclosure Agreement.

6. Data Retention

We retain personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law. Contact information from prospective clients who do not proceed to engagement is deleted within 12 months of last contact. Client contact information is retained for a minimum of seven years for tax and legal record-keeping purposes, after which it is securely destroyed.

7. Your Rights Under PIPEDA

Under PIPEDA, you have the right to access the personal information we hold about you; to request correction of inaccurate information; to withdraw consent for certain uses of your information (subject to legal and contractual limitations); and to file a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated. To exercise any of these rights, contact us directly using the information below.

8. Cookies and Website Analytics

This website uses cookies for essential functionality and, where consent is provided, for analytics purposes. We use a consent management platform to obtain your permission before setting non-essential cookies. You may withdraw cookie consent at any time via the consent manager accessible in the website footer. For full details of cookies used on this site, see our Cookie Policy.

9. Security

We implement appropriate technical and organisational safeguards to protect personal information against unauthorised access, disclosure, alteration, or destruction. These measures include encrypted data transmission (TLS), access controls on systems handling personal data, and adherence to the same SOC 2-aligned security practices we document for our clients.

10. Contact — Privacy Officer

For any privacy-related enquiries, requests to access or correct your personal information, or complaints regarding our handling of personal data, please contact the Privacy Officer at Cloudevate directly via the booking page or through the contact details on this website. We will respond to all privacy enquiries within 30 days.