Privacy Policy

We collect information that you provide directly to us when using our investment automation platform and related services. This helps us deliver personalized financial solutions and maintain the security of your account.

Information Type	Examples	Purpose
Personal Identifiers	Name, email address, phone number	Account creation and communication
Financial Information	Investment preferences, risk tolerance	Portfolio customization and automation
Technical Data	IP address, browser type, device information	Security monitoring and service improvement
Usage Analytics	Feature usage, session duration, click patterns	Platform optimization and user experience

We also automatically collect certain technical information when you interact with our platform. This includes data about your device, browser settings, and how you navigate through our services. All collection practices comply with the Personal Information Protection and Electronic Documents Act (PIPEDA).

Your information serves specific purposes that directly benefit your experience with our investment automation services:

• Service Delivery: We use your personal and financial information to operate your automated investment accounts, execute transactions, and provide portfolio management services
• Communication: We contact you about account updates, market insights, system notifications, and regulatory requirements
• Security & Compliance: Your data helps us verify your identity, prevent fraud, and meet Canadian financial regulations
• Platform Improvement: Anonymous usage data helps us enhance features and develop new tools that better serve our clients
• Customer Support: We use your information to respond to inquiries and resolve technical or account-related issues

We maintain strict controls over who can access your personal information. Sharing occurs only in specific circumstances and always with appropriate safeguards:

Service Partners

We work with trusted third-party providers who help deliver our services. These include:

• Custodial services that hold your investment assets
• Payment processors for account funding and withdrawals
• Technology providers who maintain our secure infrastructure
• Professional service firms for accounting and legal compliance

Regulatory Requirements

Canadian law sometimes requires us to share information with:

• Investment Industry Regulatory Organization of Canada (IIROC)
• Canada Revenue Agency for tax reporting
• Provincial securities commissions
• Law enforcement agencies with proper legal authority

We never sell your personal information to marketers, data brokers, or other companies for commercial purposes. Any sharing occurs under strict contractual agreements that require the same level of protection we provide.

Under Canadian privacy legislation, you have specific rights regarding your personal information. We're committed to honoring these rights promptly and transparently.

Exercising Your Rights: To make any privacy-related request, contact our privacy team using the information below. We'll respond within 30 days and may need to verify your identity for security purposes.

Protecting your financial information requires multiple layers of security. We've implemented comprehensive measures that meet or exceed industry standards for investment platforms.

Physical and Technical Safeguards

• Secure data centers with biometric access controls
• Network firewalls and intrusion prevention systems
• Regular security patches and system updates
• Employee background checks and security training
• Incident response procedures and backup systems

Despite our extensive precautions, no system is completely secure. We continuously monitor for threats and will notify you promptly if any security incident affects your personal information.

We keep your personal information only as long as necessary for the purposes it was collected, plus any additional time required by Canadian law.

Retention Periods

• Account Information: Maintained while your account is active, plus 7 years after closure for regulatory compliance
• Transaction Records: Kept for 7 years as required by securities regulations
• Communication Records: Retained for 3 years to support customer service and dispute resolution
• Marketing Data: Deleted within 2 years if you unsubscribe or become inactive
• Technical Logs: Automatically purged after 90 days unless needed for security investigations

Secure Deletion Process

When retention periods expire, we use secure deletion methods that make information unrecoverable. This includes:

• Cryptographic erasure for encrypted data
• Multi-pass overwriting for physical storage devices
• Certificate destruction for paper records
• Verification procedures to confirm complete removal

Some information may be retained longer if required for ongoing legal proceedings or regulatory investigations. We'll inform you if this affects your data deletion requests.

While Hexflow Systems operates primarily within Canada, some of our service providers may process your information in other jurisdictions with different privacy laws.

Cross-Border Processing

Your information may be transferred to and processed in:

• United States: For cloud computing services and payment processing
• European Union: For certain technology infrastructure and support services
• Other Jurisdictions: Only when necessary for service delivery and with appropriate safeguards

If you're concerned about international processing of your information, please contact us to discuss available options that may limit cross-border transfers.

Our platform uses cookies and similar technologies to provide secure, personalized service and improve your user experience.

Types of Cookies We Use

• Essential Cookies: Required for basic platform functionality, security, and account access
• Performance Cookies: Help us understand how you use our services to improve features and fix problems
• Preference Cookies: Remember your settings and customize your experience
• Security Cookies: Detect suspicious activity and protect against fraud

Managing Cookie Preferences

You can control cookie settings through your browser, but disabling certain cookies may limit platform functionality. Essential cookies cannot be disabled as they're necessary for security and basic operations.

We don't use cookies for advertising purposes or share cookie data with advertising networks. Our focus is on providing you with secure, efficient investment services.

We may update this privacy policy to reflect changes in our services, technology, or legal requirements. When we make changes, we'll notify you and give you time to review the updates before they take effect.

How We'll Notify You

• Email notification to your registered address
• Prominent notice on our platform
• In-app notifications for significant changes
• Updated effective date at the top of this policy

For significant changes that affect how we use your information, we may require your explicit consent before implementing the updates. You'll always have the right to opt out if you disagree with material changes.

We encourage you to review this policy periodically to stay informed about how we're protecting your privacy.