PRIVACY POLICY
Equisoft Inc. (“Equisoft”, “we”, “us” and “our”) provides to its business customers a suite of front-to-back technology solutions, sales-oriented solutions and data conversion solutions and services with global points-of-presence. At Equisoft, we understand the importance of protecting personal information. For this reason, we have business procedures and security safeguards in place to protect all personal information under our control, and to ensuring the confidentiality of the personal information entrusted to us in the course of our business transactions.
Our Privacy Policy sets out our standards for collecting, using, communicating and storing your personal information. This policy also explains our responsibilities and your rights as a user of our applications.
WHAT’S IN THIS PRIVACY POLICY?
Please note that due to the global outreach of Equisoft, but excluding the United Kingdom (UK) and the European Union (EU), the “Person in charge of the protection of personal information” is titled, in English, the “Chief Privacy Officer” to allow for a globally harmonised understanding of that role. In the UK and the EU, we have a distinct “Data Protection Officer”, based in our UK offices.
Any questions or complaints regarding this Policy or Equisoft’s handling of personal information can be addressed by sending an e-mail to our “Chief Privacy Officer” at privacy@equisoft.com.Application and Scope
By accessing, consulting, or visiting our website, https://www.equisoft.com, our platforms or our applications (together the “Website”), by contacting us or by agreeing to receive e-mails from us, by using our services, you agree to the terms of this Policy. The Website and the various associated services are collectively referred to as the “Services”.
This Policy is incorporated and subject to our other applicable terms and conditions, such as the Terms of Use of our Website. In this Policy, terms beginning with a capital letter, but not defined, have the meanings given to them in the above terms.
This Privacy Policy (“Policy”) explains how Equisoft uses and discloses information collected from you and it also explains how we use cookies and similar technologies.
Your consent
When we gather personal information about you, we shall obtain your consent to use the information for the purposes for which it was gathered. We must obtain your consent to use your personal information for any other purposes or for gathering additional information about you. We generally seek your express written consent in order to gather, use or communicate your personal information. Under certain circumstances, for less sensitive information, we may accept your verbal consent. From time to time, and according applicable privacy laws, we may infer your implicit consent from your action or inaction. Consent must be given by you or by your duly authorized representative, such as a legal guardian or a person holding power of attorney.
Data Collection
Personal Information is defined as any information concerning an individual and which allows one to identify the individual, such as financial, lifestyle or health information. Personal information must be protected regardless of the nature of its characteristics or its form, whether written, graphic, audio, visual, computerized or other.
Gathering information concerning you is necessary in order for us to provide you with high quality services. The nature and sensitivity of the information that we gather about you varies according to the services that we provide to you and to the legal requirements imposed on us (such as your social insurance number, where investment income is generated by a chosen product). The purposes for which we gather your personal information are determined at or before the time of gathering.
Automated collected data:
A cookie is a very small text document, which often includes an anonymous unique identifier. When you visit our website, we may collect, using electronic means such as cookies, technical information. This information may include information about website users’ visits, including the IP address of the computer and type of browser used to view our website, the operating system, resolution of screen, location, language settings in browsers, the site the website visitors came from, keywords searched (if arriving from a search engine), the number of page views, information entered, advertisements seen, etc. This data is used to measure and improve the effectiveness of our website or enhance the experience for our website users. We may also collect and use the following type of information when online users visit and/or interact with us on our websites:
Google Analytics
We use Google Analytics which allows us to see information on user website activities including, but not limited to, page views, source and time spent on our website. This information is depersonalized and is displayed as numbers, meaning that it cannot be tracked back to individuals. Online users may opt-out of Google Analytics by visiting the Google Analytics opt-out page.
Google Ads
We use Google Ads to advertise Equisoft on Google properties and on third-party websites and applications that participate in Google’s advertising network. This includes remarketing, which allows us to display advertisements to people who have previously visited our websites, based on the pages they viewed.
Remarketing operates by storing a cookie or similar identifier in the visitor’s browser. This identifier is assigned to a browser rather than to a named individual: it does not contain your name, email address, or other contact details, and it does not give Equisoft or Google access to your computer, mobile device, or the files stored on it. It does, however, constitute personal information under applicable privacy legislation, because it can be used to recognize the same browser across websites and to select advertising on that basis.Privacy Policies of Third Parties
This Policy only addresses the use and disclosure of information by Equisoft. Other websites of third-parties that may be accessible through our website have their own privacy policies and data collection, use and disclosure practices. We encourage you to familiarize yourself with the privacy statements provided by all third parties prior to providing them with information or taking advantage of an offer or promotion.
Unless required or authorized by law, Equisoft will not collect or use personal information for any other or new purpose without obtaining further consent.
Use of Personal Information
We may use your personal information and other information for purposes such as:
We may use your personal information and other information for purposes for which we have obtained your consent, and for such other purposes as may be permitted or required by applicable law.
Sharing of Personal Information
Personal information that we collect, access or process may be made available by Equisoft to third parties or service providers to fulfill the purposes for which it has been collected or as set forth in this Policy. Equisoft will not sell, rent or trade personal information to any third party. However, we may share personal information when authorized and/or required by law or as follows:
Service providers
We may hire service providers to perform services on our behalf. This may include, without limitation, a person or an organization retained by Equisoft to perform work on its behalf. We provide them with a limited amount of information which is necessary in order for them to provide the services required. They are prohibited from using the information for purposes other than to facilitate and carry out the services they have been engaged to provide. These service providers are not permitted to disclose this information to others. Equisoft will strive to protect personal information disclosed to third parties using contractual agreements requiring that those third parties adhere to confidentiality and security procedures and protections that are, at a minimum, equivalent to those employed by Equisoft itself.
Please find below a list of our third-party service providers that may process your personal information:
Hubspot: CRM software which tracks what pages on our website the user visits and collects any information submitted through forms on the site. See their privacy policy.
As permitted or required by law
We may disclose personal information when Equisoft is compelled to disclose personal information in response to a law, regulation, court order, subpoena, valid demand, search warrant, government investigation or other legally valid request or enquiry. We may also disclose information to our accountants, auditors, agents and lawyers in connection with the enforcement or protection of our legal rights. We may also release certain personal information when we have reasonable grounds to believe that such release is reasonably necessary to protect the rights, property and safety of others and ourselves, in accordance with or as authorized by law.
Business transaction
We may disclose personal information to a third party in connection with a reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, brands, affiliates, subsidiaries or other assets. However, in the event the transaction is completed, personal information will remain protected by applicable privacy laws. In the event the transaction is not completed, we will require the other party not to use or disclose your personal information in any manner whatsoever and to completely delete such information.
Storage of Personal Information and Cross-border Transfers
Your personal information may be stored in any country where we have facilities or in which we engage third party service providers. As a result, your personal information may be transferred to countries outside your country of residence, which may have different data protection rules than in your country. While such information is outside of your country, it is subject to the laws of the country in which it is located, and may be available to government authorities under lawful orders and laws applicable there.
However, our practices regarding your personal information will at all times continue to be governed by this Privacy Policy and, if applicable, we will comply with the General Data Protection Regulation (“GDPR”) requirements providing adequate protection for the transfer of personal information from the EU/EEA to third country.
Profiling and automated processing
Data enrichment. We work with certain service providers, including ZoomInfo and Factors AI, to keep our business-contact records accurate and up to date. This may involve appending publicly or commercially available business information — such as job title, employer, business contact details and company firmographics — to records we already hold. Enrichment adds factual business data to a record; on its own, it does not involve evaluating or predicting your personal characteristics. Legal basis under the GDPR: our legitimate interest in maintaining accurate business-contact information for our B2B marketing and sales activities, balanced against your rights and interests.
Profiling. Separately, we use features within HubSpot, Google and similar platforms to analyse how business contacts engage with us and to combine this with the business-contact data described above, in order to support our marketing and sales activities.
The logic involved: we score and segment contacts using engagement signals (for example, pages visited on our Website, content downloaded, and whether marketing emails are opened or clicked) together with firmographic attributes, to estimate how relevant our products and services are likely to be to a contact’s professional role.
The significance and consequences: the results are used only to prioritise and tailor our marketing and sales outreach — for example, which materials or event invitations we send you. This profiling does not produce legal effects concerning you and does not similarly significantly affect you. We do not make decisions about you based solely on automated processing; a member of our staff remains responsible for any decision to contact you.
Legal basis under the GDPR: our legitimate interest in direct B2B marketing, or your consent where required by applicable law.
You have the right to object at any time to the processing of your personal data for profiling connected with direct marketing. If you object, we will stop processing your data for that purpose. To exercise this right, contact us at privacy@equisoft.com or, if you are in the UK or the EU, our Data Protection Officer (see “Contact Us”).
Artificial intelligence
Some of our service providers offer artificial intelligence (AI) features that we may use for the following distinct purposes, each with its own legal basis under the GDPR:
Drafting and editing content — for example, using HubSpot’s Breeze AI features to help our staff prepare marketing copy, emails and similar materials. Where this involves personal data, our legal basis is our legitimate interest in producing and improving our marketing and sales communications.
Enriching and organizing contact records — for example, summarizing or structuring business-contact information. Our legal basis is our legitimate interest in maintaining accurate business-contact records, as described under “Data enrichment” above.
Analyzing communications — for example, summarizing sales or support interactions to help us respond and improve. Our legal basis is our legitimate interest in understanding and improving our interactions with you.
In each case, the outputs are reviewed by our staff, and no decision that produces legal effects concerning you, or that similarly significantly affects you, is based solely on automated processing.
Our agreements with these providers prohibit them from using your personal data to train their own AI models.
Payment information
When you make a payment to us, your payment information is processed by our billing and payment service providers, including Chargebee, which maintain Payment Card Industry Data Security Standard (PCI DSS) certification. We do not store complete payment card numbers on our own systems.
Security of Personal Information
We will use reasonable security measures to protect personal information against unauthorized access that are compliant with applicable data protections laws. Equisoft has implemented security measures that contain administrative, technical and physical controls that are designed to safeguard personal information.
Despite the measure outlined above, no method of information transmission or information storage is 100% secure or error-free, so we unfortunately cannot guarantee absolute security. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any information that you provided to us has been compromised), please contact us immediately using the contact information in the “Contact Us” section below.
Retention of Personal Information
We retain personal information for as long as necessary to fulfil the purposes described in this Policy. In determining the appropriate retention period, we consider: the amount, nature and sensitivity of the personal information; the purposes for which we process it and whether those purposes can be achieved through other means; the length of our contractual relationship with you or your organization, any applicable statutory limitation periods during which a legal claim could be brought; and any legal, tax, accounting or regulatory requirements that apply to us. Where information is no longer needed for these purposes, it will be deleted, destroyed or anonymized.
Opting Out of Communications
If you no longer want to receive marketing-related e-mails from us, you may opt-out of receiving marketing-related e-mails by clicking the “unsubscribe” link at the bottom of any e-mail you receive from us, or, if you created an online account when you registered to receive our e-mails, you may log-in to your account and make changes to your communication preferences. You may also opt-out by contacting us directly using the contact information in the “Contact Us” section below.
We will endeavour to respond to your opt-out request promptly, but we ask that you please allow us a reasonable time to process your request. Please note that if you opt-out from receiving marketing-related e-mails, we may still need to send you communications about your use of our products or services, or other matters.
Your Rights Regarding Personal Information
We will take steps to ensure that your personal information is kept as accurate, complete and up-to-date as reasonably necessary. We will not routinely update your personal information, unless such a process is necessary. We expect you, from time to time, to supply us with updates to your personal information, when required.
You may make a written request to access or to correct any personal information about you that we have collected, used or disclosed, and we will provide you with any such personal information to the extent required by law. You may also challenge the accuracy or completeness of your personal information in our records. If you successfully demonstrate that your personal information in our records is inaccurate or incomplete, we will amend the personal information as required.
Where applicable, under the GDPR, you may be entitled to additional rights, including: (i) the right to withdraw consent to processing where consent is the basis of processing; (ii) the right to object to unlawful data processing, under certain conditions; (iii) the right to erasure of personal information about you, under certain conditions; (iv) the right to request that we restrict the processing of your personal information in certain circumstances, namely: (i) while we verify the accuracy of your personal information, if you have contested it; (ii) where our processing is unlawful, but you ask us to restrict its use rather than erase it; (iii) where we no longer need your personal information for the purposes of processing, but you need it to establish, exercise or defend a legal claim; or (iv) while we verify whether our legitimate grounds for processing override your objection, following an objection you have made to that processing; (v) the right to data portability of personal information concerning you that you provided us in a structured, commonly used, and machine-readable format, under certain conditions; (vi) the right to object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you, under certain conditions. If you want to learn more about your rights under the GDPR, you can visit the European Commission's page on Data Protection at: https://ec.europa.eu.
This information will be provided to you within a reasonable length of time from the date we receive your written request but no later than one month, it being specified that period may be extended by two further months where necessary, taking into account the complexity and number of the requests.
Under certain specific circumstances, we may refuse or limit access to the requested information. The applicable grounds depend on where you are located:
If you are in the UK or EU: we may refuse or charge a reasonable fee only where a request is manifestly unfounded or excessive, in accordance with Article 12(5) of the UK/EU GDPR. Separately, certain limited categories of information may be exempt from disclosure under Schedule 2 of the UK Data Protection Act 2018 — for example, information subject to legal professional privilege, confidential employment references we have given about you, or information relating to negotiations with you.
If you are a resident of a U.S. state with a comprehensive privacy law (such as California, Colorado, Connecticut, Virginia, or other states with similar laws), you may have additional rights, which can include: the right to confirm whether we process your personal information; the right to access, correct, or delete your personal information; the right to data portability; and the right to opt out of the processing of your personal information for purposes of targeted advertising, the sale of personal information, or profiling in furtherance of decisions that produce legal or similarly significant effects. We do not sell personal information for money. You may exercise these rights by contacting us aprivacy@equisoft.comand we will not discriminate against you for exercising any of these rights.
If you are a resident of another Latin American country, your rights and our obligations are also governed by the data protection law applicable in your country of residence which generally provide for rights of access, rectification, cancellation/deletion, and objection or opposition to processing, in addition to the rights described in this Policy.
If you are anywhere else in the world: we can refuse to provide the requested information to you, notably if the request is manifestly unfounded or excessive, if it would be extremely costly to provide the information requested, information containing references to other individuals, that information cannot be disclosed for legal, security or business proprietary reasons, that information has been obtained during the course of an investigation of a potential breach of contract or to prevent or detect fraud, and even information that is subject to lawyer-client or judicial privilege.
In all cases, you also have the right to lodge a complaint with the relevant data protection or privacy authority in your country or state of residence. For countries not specifically listed in this Policy, you may also direct your complaint to our Privacy Officer, privacy@equisoft.com., who will refer you to the appropriate authority where one exists.
We may require that you provide sufficient identification to fulfill your request to access or correct your personal information. Any such identifying information will be used only for this purpose.
Contact Us
Any questions or complaints regarding this Policy or Equisoft’s handling of personal information can be addressed by sending an e-mail to our privacy officer privacy@equisoft.com.
Canada,
If you are located in Canada, your rights and our obligations are also governed by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. You also have the right to lodge a complaint with the data protection or privacy authority of your country or state of residence, where one exists in Canada, the Office of the Privacy Commissioner of Canada
United Kingdom and European Union
If you are located in the UK or the EU, you may contact our Data Protection Officer, who is based in our UK office, using the details below:
Data Protection Officer: Ian Sparrowhawk
Email: uk.compliance@equisoft.com
Address: 1st Floor, Royal Mead, 4-5a, Railway Pl, Bath BA1 1SR, United Kingdom
You also have the right to lodge a complaint with your local data protection supervisory authority. In the UK this is the Information Commissioner’s Office (ICO).
Change of Privacy Policy
Equisoft will review and update its policies and procedures as required to keep current with rules and regulations, new technologies, standards and customer concerns. Our Policy may therefore change from time to time. We will post any changes on our website and, if the changes are material, we will provide a more prominent notice.
This Policy was last reviewed by our CISO and COO as of August 15th, 2026.
[Please note that the English, Spanish and French versions of our Policy have equal legal value.]