Privacy Policy

Effective date: April 2, 2026  ·  Last updated: April 2, 2026

Your privacy is important to us. It is Apella Solutions' policy to respect your privacy and comply with any applicable law and regulation regarding any personal information we may collect about you, including across our website, https://apella.ca, and other sites we own and operate.

Personal information is any information about you which can be used to identify you. This includes information about you as a person (such as name, address, and date of birth), your devices, payment details, and even information about how you use a website or online service.

In the event our site contains links to third-party sites and services, please be aware that those sites and services have their own privacy policies. After following a link to any third-party content, you should read their posted privacy policy information about how they collect and use personal information. This Privacy Policy does not apply to any of your activities after you leave our site.

Information we collect

Information we collect falls into one of two categories: voluntarily provided information and automatically collected information.

Voluntarily provided information refers to any information you knowingly and actively provide us when using or participating in any of our services and promotions.

Automatically collected information refers to any information automatically sent by your devices in the course of accessing our products and services.

Log data

When you visit our website, our servers may automatically log the standard data provided by your web browser. It may include your device's Internet Protocol (IP) address, your browser type and version, the pages you visit, the time and date of your visit, the time spent on each page, and other details about your visit.

Additionally, if you encounter certain errors while using the site, we may automatically collect data about the error and the circumstances surrounding its occurrence. This data may include technical details about your device, what you were trying to do when the error happened, and other technical information relating to the problem.

Please be aware that while this information may not be personally identifying by itself, it may be possible to combine it with other data to personally identify individual persons.

Device data

When you visit our website or interact with our services, we may automatically collect data about your device, such as:

• Device type and operating system
• Browser type and version
• Unique device identifiers
• Geographic location data at the city or region level

Data we collect can depend on the individual settings of your device and software. We recommend checking the policies of your device manufacturer or software provider to learn what information they make available to us.

Personal information

We may ask for personal information when you submit content to us or when you contact us, which may include one or more of the following:

• Full name
• Clinic or business name
• Email address
• Any information you voluntarily include in a message or enquiry submitted through our contact form

Legitimate reasons for processing your personal information

We only collect and use your personal information when we have a legitimate reason for doing so. In which instance, we only collect personal information that is reasonably necessary to provide our services to you.

Collection and use of information

We may collect personal information from you when you do any of the following on our website:

• Access our content
• Contact us via contact forms, email, or social media
• Submit a demo booking request through our booking page

We may collect, hold, use, and disclose information for the following purposes, and personal information will not be further processed in a manner that is incompatible with these purposes:

• To provide you with our platform's core features and services
• To contact and communicate with you in response to your enquiries
• To schedule and manage demo calls and service onboarding
• For analytics and business development, including to operate and improve our website
• To comply with our legal obligations

We may combine voluntarily provided and automatically collected personal information with general information or research data we receive from other trusted sources to improve our website and your experience on it.

Security of your personal information

When we collect and process personal information, and while we retain this information, we will protect it within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use, or modification.

All credentials and sensitive data are stored using industry-standard password management tools with least-privilege access controls. Although we will do our best to protect the personal information you provide to us, we advise that no method of electronic transmission or storage is 100% secure and no one can guarantee absolute data security.

How long we keep your personal information

We keep your personal information only for as long as we need to. This time period may depend on what we are using your information for, in accordance with this privacy policy. If your personal information is no longer required for the purpose it was collected, we will delete it or make it anonymous by removing all details that identify you.

However, if necessary, we may retain your personal information for compliance with a legal, accounting, or reporting obligation or for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes.

Disclosure of personal information to third parties

We may disclose personal information to:

• Third-party service providers for the purpose of enabling them to provide their services to us
• Our employees, contractors, and related entities
• Our existing or potential agents or business partners

Third-party services we currently use include:

• Google Analytics 4 — website analytics and visitor behaviour tracking
• Google reCAPTCHA v3 — spam and bot protection on our contact form
• Cal.com — demo booking and calendar scheduling
• n8n — workflow automation for processing form submissions
• KnownHost — website hosting infrastructure

International transfers of personal information

The personal information we collect is stored and processed in Canada, or where our partners, affiliates, and third-party providers maintain facilities. We prefer Canadian hosting for all client and contact data in accordance with PIPEDA requirements.

Where personal information is transferred to third parties outside of Canada, we will perform those transfers in accordance with the requirements of applicable law and will protect the transferred personal information in accordance with this privacy policy.

Your information may be processed and stored on servers located outside Canada, including in the Netherlands. We take contractual measures to ensure it receives comparable protection.

Your rights and controlling your personal information

Your choice: By providing personal information to us, you understand we will collect, hold, use, and disclose your personal information in accordance with this privacy policy. You do not have to provide personal information to us, however, if you do not, it may affect your ability to use certain features of our website or engage our services.

Access: You may request details of the personal information that we hold about you.

Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant, or misleading, please contact us using the details provided in this privacy policy. We will take reasonable steps to correct any information found to be inaccurate, incomplete, misleading, or out of date.

Non-discrimination: We will not discriminate against you for exercising any of your rights over your personal information.

Notification of data breaches: We will comply with all laws applicable to us in respect of any data breach.

Complaints: If you believe that we have breached a relevant data protection law and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you in writing.

Unsubscribe: To unsubscribe from our email communications, please contact us using the details provided in this privacy policy.

Business transfers

If we or our assets are acquired, or in the unlikely event that we go out of business or enter bankruptcy, we would include data, including your personal information, among the assets transferred to any parties who acquire us. You acknowledge that such transfers may occur, and that any parties who acquire us may, to the extent permitted by applicable law, continue to use your personal information according to this policy.

Limits of our policy

Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and policies of those sites, and cannot accept responsibility or liability for their respective privacy practices.

Changes to this policy

At our discretion, we may change our privacy policy to reflect updates to our business processes, current acceptable practices, or legislative or regulatory changes. If we decide to change this privacy policy, we will post the changes here at the same link by which you are accessing this privacy policy.

If the changes are significant, or if required by applicable law, we will contact you and provide links to the updated policy.

Additional disclosures for PIPEDA compliance (Canada)

Customer data rights

Although PIPEDA does not contain an extensive set of consumer rights, it does grant consumers the right to:

• Access the personal information Apella Solutions holds about them
• Correct any inaccurate or outdated personal information we hold about them
• Withdraw consent for any activities for which they have previously consented

Right to withdraw consent

Where you give us consent to collect and use your personal information for a specific purpose, you can, at any time, refuse or withdraw consent by notifying us using the contact details in the Contact Us section below. Withdrawal of consent may impact our ability to provide or continue to provide services.

Customers cannot refuse collection, use, and disclosure of their personal information if such information is required to:

• Be collected, used, or disclosed as required by any law
• Fulfill the terms of any contractual agreement
• Be collected, used, or disclosed as required by any regulators

Right of access under PIPEDA

PIPEDA gives you a general right to access the personal information held by Apella Solutions. Under PIPEDA, you need to make your access request in writing. We will take all necessary measures to fulfill your request within 30 days of receipt, or inform you of our inability to do so within that timeframe if meeting the time limit would unreasonably interfere with our business activities.

Right of rectification under PIPEDA

You may request a correction to any factual errors or omissions within your personal information. Under PIPEDA, Apella Solutions must amend the information as required if you successfully demonstrate that it is incomplete or inaccurate. You may contact us at any time using the information provided in the Contact Us section below.

If we cannot agree on changing the information, you have the right to have your concerns recorded with the Office of the Privacy Commissioner of Canada.

Compliance with PIPEDA's ten principles of privacy

This privacy policy complies with PIPEDA's requirements and ten principles of privacy:

1. Accountability. Apella Solutions is responsible for the personal information under its control. Mesrop Simonyan is designated as the privacy accountability officer responsible for compliance with these principles.
2. Identifying purposes. Apella Solutions identifies the purposes for which personal information is collected at or before the time the information is collected.
3. Consent.Consent is required for Apella Solutions' collection, use, or disclosure of personal information, except where required or permitted by PIPEDA or other law.
4. Limiting collection. Personal information collected will be limited to that which is necessary for the purposes identified by Apella Solutions.
5. Limiting use, disclosure, and retention. We will not use or disclose personal information for purposes other than those for which the information was collected, except with your consent or as required by law.
6. Accuracy. Personal information will be maintained by Apella Solutions in an accurate, complete, and up-to-date format as necessary for the purpose for which it was collected.
7. Safeguards. We will protect personal information with security safeguards appropriate to the sensitivity of such information.
8. Openness. We will make our policies and practices relating to the collection and management of personal information readily available upon request.
9. Customer access. We will inform customers of the existence, use, and disclosure of their personal information and will provide access to their personal information, subject to any legal restrictions, generally within 30 days of receipt of a written request.
10. Challenging compliance. Customers are welcome to direct any questions or inquiries concerning our compliance with this privacy policy and PIPEDA requirements using the contact information provided below.

Enquiries, reports and escalation

To enquire about Apella Solutions' privacy policy, or to report violations of user privacy, you may contact us using the details in the Contact Us section below.

If we fail to resolve your concern to your satisfaction, you may also contact the Office of the Privacy Commissioner of Canada:

30 Victoria Street
Gatineau, QC  K1A 1H3
Toll Free: 1.800.282.1376
www.priv.gc.ca

Contact us

For any questions or concerns regarding your privacy, you may contact us using the following details:

Mesrop Simonyan
Privacy Officer, Apella Solutions
hello@apella.ca
https://apella.ca