Privacy Policy

Who we are

Cortexx Software Inc., operating as Cortexx Software, is an information-technology and ERP consultancy based in Markham, Ontario, Canada, serving clients in Canada and the United States. In this policy, "we", "us", and "Cortexx" mean Cortexx Software Inc.; "you" means the person whose information we hold.

We are the organization accountable for the personal information described here, and we handle it in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. Questions about this policy, or about information we hold, go to our privacy contact at privacy@cortexx.com.

What we collect, and when

1. Visiting this website

Nothing. There are no cookies, no analytics, no advertising or social-media pixels, and no third-party scripts, fonts, maps, or chat widgets on this site. We do not keep server access logs, so we hold no record of your visit at all.

Two clarifications, because "nothing" deserves precision. First, your IP address is necessarily handled in transit by our hosting provider (Amazon Web Services) to deliver the page to you, as it is by every website; we simply do not retain it. Second, the pricing page reads your browser's time zone and language to decide whether to show Canadian or US dollars, and remembers that choice for the tab you are in. That happens entirely inside your browser and is never transmitted to us.

2. Contacting us or asking about pricing

When you submit the contact form we receive your name, email address, subject, and message. When you request pricing or a consultation we receive your name, company, work email address, and optionally your phone number and a note about what you are evaluating.

These submissions are delivered to us as email and live in our company mailboxes. We use them to answer you, to prepare the pricing or proposal you asked for, and to follow up about that enquiry. We do not add you to a marketing list on the strength of a form submission, and we do not sell, rent, or trade contact information to anyone.

3. Using the client portal

The portal at cortexx.com is available to existing clients who have been issued credentials. To provide it we hold your name, work email address, and a securely hashed password, together with the project, document, invoice, support-ticket, and message history belonging to your organization's engagement with us.

While you are signed in, your browser stores a session token, your name and email address, and your light/dark preference in local storage so that you stay signed in. These are not cookies and are not transmitted to third parties; signing out removes them.

4. Being a client

Delivering our services means we hold business contact details for the people we work with, plus records of the work itself: tickets, time entries, correspondence, agreements, and invoices. Where we administer systems on your behalf, our staff may encounter information held in those systems. We treat it as yours, access it only as needed to do the work you have engaged us for, and it is covered by the confidentiality terms of our agreement with you.

Why we are allowed to hold it

We rely on your consent when you choose to contact us, and on the necessity of processing to perform our contract with you when you are a client. Where we keep records for tax, accounting, or limitation-period reasons, we rely on our legal obligations and legitimate business interests. You can withdraw consent for non-essential uses at any time, subject to the records we must keep by law.

Who else touches it

We use a small number of service providers, and only for the purpose named:

• Amazon Web Services hosts this website and the client portal, and delivers form submissions to us as email. Our infrastructure runs in AWS regions in the United States.
• Microsoft 365 hosts our company email and calendars, so anything you send us by email or through a form is stored there.
• Anthropic provides the AI features inside our internal tools and the client portal. Where a feature sends content to a model, it is processed to produce that feature's output and is not used to train models.

These providers act on our instructions under their own security and privacy commitments. We do not sell personal information, we do not share it for advertising, and we do not disclose it to anyone else except where we are legally required to, or where you have asked us to.

Where it is stored

Our systems are hosted in the United States, and our email is hosted by Microsoft. This means your information may be stored or processed outside Canada, where it can be subject to the laws of that country, including lawful access by courts and government agencies. We contract with these providers on terms that require appropriate protection.

How long we keep it

Enquiries that do not become engagements are kept while they remain useful for follow-up and are then deleted. Client records are kept for the life of the engagement and then for as long as we need them to meet tax, accounting, and legal obligations, typically seven years. Portal accounts are closed when an engagement ends.

How we protect it

Access to client systems and data is restricted to the staff who need it, protected by multi-factor authentication, and logged. Credentials and other secrets we hold on your behalf are stored encrypted. Traffic to this site and the portal is encrypted in transit. No system is perfect, and we will not pretend otherwise: if a breach occurs that creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.

Your rights

You can ask us to:

• tell you what personal information we hold about you, and why;
• correct anything that is wrong or out of date;
• delete information we no longer have a legal or contractual reason to keep;
• stop contacting you, at any time;
• provide a copy of information you gave us, in a portable format.

Write to privacy@cortexx.com and we will respond within 30 days. There is no charge. If you are unhappy with our answer you may complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

If you are in the European Economic Area or the United Kingdom, you additionally have the rights to object to and restrict processing under the GDPR. If you are a resident of Quebec, California, or another jurisdiction with its own privacy statute, we will honour the equivalent rights that statute gives you. Use the same address above.

Email we send you

We send email in reply to enquiries, and operational email to clients about the work we are doing. If we ever send commercial email you did not ask for, it will identify us, include our address, and carry a working unsubscribe link, as Canada's Anti-Spam Legislation requires. You can tell us to stop at any time and we will.

Children

This is a business-to-business service. It is not directed at children and we do not knowingly collect information from them.

Changes to this policy

If our practices change, this page changes with them and the date at the top is updated. Material changes affecting clients will be communicated directly rather than left here to be discovered.

Contact us

Cortexx Software Inc.
40 Shields Ct.
Markham, ON L3R 0M5
Canada
privacy@cortexx.com
(905) 477-6211