1. Introduction
Phan Software (“we,” “us,” or “our”) respects your privacy and is committed to handling personal information responsibly.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, create an account, purchase services, submit project materials, or communicate with us.
We handle personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable.
2. Information We Collect
Depending on your interactions with us, we may collect:
Account and contact information
- Name and business name.
- Email address and telephone number.
- Billing address and business contact details.
- Account identifiers and authentication information.
Project information
- Website requirements and design preferences.
- Logos, images, text, documents, and other uploaded files.
- Project instructions, revision requests, and approvals.
- Website, domain, and hosting configuration details.
Billing information
- Purchases, invoices, subscriptions, and payment status.
- Payment transaction identifiers and relevant billing details.
- Refund, cancellation, and payment dispute records.
Payment card information may be collected and processed directly by our payment processor. Phan Software does not intentionally store complete payment card numbers or card security codes.
Technical information
- IP address, browser type, device information, and operating system.
- Website usage information and diagnostic logs.
- Security events, session information, and cookies.
Communications
- Customer inquiries, support requests, emails, and project correspondence.
We seek to collect only information reasonably necessary for the identified purposes.
3. How We Use Information
We use personal information to:
- Create and manage customer accounts.
- Prepare website demos, quotations, and project deliverables.
- Process purchases, subscriptions, and refunds.
- Provide website hosting, domain management, and technical support.
- Communicate project updates and service notices.
- Maintain billing, accounting, and transaction records.
- Protect accounts, prevent fraud, and investigate security incidents.
- Improve the reliability and usability of our services.
- Comply with legal and regulatory requirements.
- Send marketing communications where we have the required consent or another lawful basis.
We will not use personal information for materially unrelated purposes without appropriate authorization or another lawful basis.
4. Consent and Choices
By providing information to obtain services, you authorize its use for the purposes reasonably necessary to provide those services, subject to applicable law.
Where separate consent is required, including for certain marketing activities or non-essential tracking technologies, we will request it.
You may withdraw consent where permitted by law, subject to legal and contractual restrictions. Withdrawal may affect our ability to provide certain services.
Marketing messages will include an appropriate unsubscribe mechanism where required.
5. Payment Processing
We may use Stripe or another payment service provider to process transactions, subscriptions, and refunds.
Payment providers process information under their own privacy policies and applicable agreements.
We may receive transaction confirmations, billing identifiers, payment status, and limited payment-method details necessary for account administration.
We do not sell customers' payment information.
6. Authentication and Account Management
We may use a third-party authentication provider, such as Clerk, to support account registration, login, and account security.
Such providers may process authentication identifiers, email addresses, session information, and security-related data necessary to deliver their services.
7. Hosting and Infrastructure
We may use third-party cloud infrastructure, hosting, storage, email, and monitoring providers to operate our services.
Personal information may be stored or processed outside Ontario or Canada, depending on the providers and configurations used.
Where information is processed in another jurisdiction, it may be subject to the laws and lawful access requirements of that jurisdiction.
We take reasonable steps to select service providers and protect information under our control.
8. Domain Registration
If you purchase or manage a domain through Phan Software, we may share necessary registrant and contact information with domain registrars, registries, and related service providers.
This information may include names, organizations, addresses, email addresses, telephone numbers, and eligibility information required by the applicable domain registry.
Some domain registration information may be accessible through registration-data services, subject to applicable privacy protections and registry rules.
For .ca domains, the registry may require information supporting Canadian Presence Requirements.
9. Cookies and Similar Technologies
Our website may use cookies or similar technologies for:
- Authentication and account sessions.
- Security and fraud prevention.
- Remembering preferences.
- Website performance and diagnostics.
- Analytics or marketing, if implemented.
You may be able to control cookies through your browser or any consent controls we provide.
Disabling essential cookies may prevent certain account features from functioning.
We will identify and obtain consent for non-essential tracking where required by applicable law.
10. Information Sharing
We may disclose personal information to:
- Payment processors.
- Authentication providers.
- Hosting, storage, and infrastructure providers.
- Domain registrars and registries.
- Email and communications providers.
- Professional advisers where reasonably necessary.
- Government authorities or other parties where disclosure is legally required.
We require appropriate safeguards from service providers where applicable.
We do not sell or rent personal information to third-party data brokers.
11. Customer Website Data
When Phan Software hosts or maintains a Customer's website, that website may collect personal information from its visitors.
Depending on the arrangement, the Customer may be responsible for determining the purposes and lawful basis for that collection, providing visitor notices, and responding to privacy requests.
Phan Software may process such information on the Customer's behalf under applicable service terms or a separate data processing agreement.
This Privacy Policy primarily addresses personal information Phan Software collects and controls for its own business operations. A Customer's website may require its own privacy policy.
12. Data Security
We use reasonable administrative, technical, and organizational measures intended to protect personal information.
Depending on the service, these may include:
- Access controls and authentication.
- Encrypted connections.
- Restricted infrastructure access.
- Backups and recovery procedures.
- Security monitoring and software updates.
- Limiting access to authorized personnel and providers.
No internet-based service can guarantee absolute security.
We investigate security incidents and provide notifications to affected individuals or regulators where required by law.
13. Data Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, including providing services, meeting legal and accounting obligations, resolving disputes, and protecting legitimate business interests.
Retention periods vary by information category.
For example, accounting records may be retained for legally required periods, while inactive project files and hosting data may be deleted after the relevant service and retention obligations end.
When information is no longer required, we take reasonable steps to securely delete, anonymize, or otherwise dispose of it.
14. Access, Correction, and Privacy Requests
Subject to applicable law, you may request:
- Access to personal information we hold about you.
- Correction of inaccurate or incomplete information.
- Information about our collection, use, and disclosure practices.
- Withdrawal of consent where permitted.
- Deletion of information where applicable and legally permissible.
We may need to verify your identity before processing a request.
Some information must be retained for legal, accounting, fraud prevention, or dispute resolution purposes.
15. Children's Privacy
Our commercial services are not directed toward children.
We do not knowingly seek to collect personal information from children without appropriate authorization where required.
If we learn that information was collected improperly, we will take appropriate steps to address it.
16. Third-Party Websites
Our website and customer projects may contain links to third-party websites.
We are not responsible for the privacy practices of independent third parties. We encourage users to review their applicable policies.
17. Privacy Officer
Phan Software designates a person responsible for privacy compliance and handling privacy inquiries.
Privacy Officer: Privacy Officer, Phan Software
Email: privacy@phansoftware.ca
Business Location: Mississauga, Ontario, Canada
You may contact the Privacy Officer with questions, access requests, correction requests, or privacy complaints.
18. Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, technology, legal requirements, or information practices.
The updated policy will be posted on our website with a revised effective date.
Where required, we will provide additional notice or obtain consent before implementing material changes.
19. Contact
Phan Software
Mississauga, Ontario, Canada
Website: https://phansoftware.ca
Email: privacy@phansoftware.ca