GAEA Technologies Ltd. respects your privacy. This policy explains what personal information we collect, why we use it, when it may be shared, how it is protected, and the choices available to you.
Privacy at a glance
- We collect information needed to respond to inquiries, provide software and services, administer licences, process purchases, and support customers.
- We do not sell personal information.
- Promotional email is optional and can be unsubscribed from at any time.
- You may request access to or correction of your personal information and may raise a privacy concern with us.
1. Scope
This policy applies to personal information controlled by GAEA Technologies Ltd. (“GAEA,” “we,” “us,” or “our”) through our public websites, contact and subscription forms, software purchasing and delivery, customer resources, product registration and activation, technical support, demonstrations, training, maintenance, and data or professional services. GAEA handles personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA”) and other applicable privacy laws.
A separate agreement or notice may provide additional privacy information for a particular product or service. This policy does not govern third-party websites or services that control information independently.
2. Information we collect
Depending on how you interact with GAEA, we may collect:
| Category | Examples |
|---|---|
| Contact and organization information | Name, job title, organization, postal address, email address, telephone number, and country. |
| Commercial and account information | Products, services, quotations, purchase date, order reference, product code, quantity, price, delivery details, maintenance status, customer number, and account credentials. |
| Communications | Inquiries, form submissions, correspondence, training or demonstration requests, feedback, and records of consent or unsubscribe requests. |
| Support and diagnostic information | Support requests, software settings, product version, hardware and operating-system information, screenshots, diagnostic files, and other information you choose to provide. |
| Licence and activation information | Licence key, customer or licence identifier, product and version, activation status and history, device or hardware-derived identifier, IP address, and activation date. |
| Website and technical information | IP address, browser and device type, operating system, referring page, requested pages, date and time, session identifiers, cookie information, and security or server logs. |
We ask that you not send unnecessary confidential, sensitive, or third-party personal information through general website or support forms.
3. How we collect information
We collect information directly from you when you contact us, subscribe, request a quotation or demonstration, make a purchase, register or activate software, create or use customer access, request support, attend training, or otherwise communicate with us. We may also receive relevant transaction information from authorized e-commerce and payment providers, information from your organization or an authorized reseller, and technical information automatically from websites, servers, and software systems.
4. How we use information
GAEA may use personal information to:
- respond to inquiries and provide requested information;
- prepare quotations and administer orders, licences, accounts, delivery, maintenance, training, support, and other services;
- register and activate software and prevent unauthorized or fraudulent use;
- communicate service, licence, product, security, and account information;
- provide optional product announcements and promotional communications where permitted;
- operate, secure, troubleshoot, maintain, and improve our websites, software, and services;
- manage business records, accounting, audits, disputes, and contractual relationships;
- detect and respond to misuse, fraud, and security incidents; and
- comply with legal and regulatory obligations and enforce applicable agreements.
We may create aggregated or de-identified information that does not reasonably identify an individual and use it for business analysis and service improvement.
5. Consent and choices
Where consent is required, we seek consent appropriate to the sensitivity of the information and the reasonable expectations of the individual. Consent may be express or implied where permitted by law. You may withdraw consent for optional uses by contacting us, subject to legal or contractual restrictions and reasonable notice. Withdrawal may prevent us from providing a feature or service that requires the information; we will explain relevant consequences when appropriate.
We limit collection, use, and disclosure to purposes that a reasonable person would consider appropriate in the circumstances.
6. Product updates and marketing communications
You may choose to receive product announcements, software-release information, updates, training information, and special offers. Purchasing a product does not enrol you permanently in optional marketing. We send commercial electronic messages with express consent or where another basis permitted by Canada’s Anti-Spam Legislation applies.
Every promotional email will provide a way to unsubscribe. You may also withdraw marketing consent by contacting us. We retain consent and unsubscribe records as necessary to respect your choices and demonstrate compliance. Unsubscribing from marketing does not prevent essential transactional or service messages about your order, licence, account, security, maintenance, or support request.
7. Purchases and payment providers
GAEA uses authorized e-commerce and payment providers to process transactions. These providers collect and process payment information under their own privacy policies. GAEA generally receives contact, organization, order, delivery, tax, and transaction-reference information needed to fulfil the purchase and administer licences, maintenance, support, and customer access. We do not ordinarily receive complete payment-card numbers or online-banking credentials.
Our providers may include Stripe. The provider displayed during a transaction is responsible for its independent collection and processing of payment information.
8. Technical support and diagnostics
Support tools may allow you to review and choose diagnostic information before it is sent to GAEA. We use support communications, software settings, hardware specifications, log files, screenshots, and other submitted information to investigate and resolve issues, improve reliability, maintain service records, and protect our systems.
Support records are retained only as long as reasonably necessary for those purposes and for applicable contractual, security, legal, and business-record requirements. Diagnostic attachments may be deleted or de-identified earlier when no longer needed. Limited copies may remain temporarily in secured backups.
9. Product activation and licence administration
Product activation helps GAEA administer licences and prevent unauthorized use. Depending on the product and licence type, activation may transmit an encrypted licence key or identifier, customer or account identifier, product and version, activation date and status, IP address, and a device identifier derived from hardware or system information. The activation process is not intended to access the contents of your documents or unrelated software.
GAEA uses activation information to validate licence eligibility, associate permitted installations with a customer account, provide support, investigate activation problems, and protect against misuse. Hardware changes may require reactivation. Activation information is retained for the life of the licence and for a reasonable period afterward where required for licence administration, security, dispute resolution, or legal obligations.
12. Processing outside your jurisdiction
GAEA is based in Canada, but some service providers may process or store personal information in Canada, the United States, or other jurisdictions. Information processed elsewhere may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement agencies, or other authorities where legally permitted. GAEA remains accountable for personal information transferred to providers for processing and uses contractual or other measures appropriate to the sensitivity of the information.
Contact our Privacy Officer if you want more information about service-provider processing or the jurisdictions relevant to your information.
13. Retention and deletion
We retain personal information only as long as reasonably necessary for the purposes described in this policy or as required by law. Retention depends on the type of record and may reflect the duration of a customer relationship or licence, support and maintenance needs, warranty and audit requirements, accounting and tax obligations, security needs, consent records, limitation periods, and dispute resolution.
When information is no longer required, we securely delete, destroy, or de-identify it. Backup copies are isolated from ordinary use and removed through scheduled backup cycles, subject to security and legal requirements.
14. Security and privacy breaches
GAEA uses administrative, technical, and physical safeguards appropriate to the sensitivity, amount, format, and storage of the information. Measures may include access controls, authentication, encryption in transit, system monitoring, backups, staff confidentiality, and service-provider controls. No system or transmission can be guaranteed completely secure.
GAEA assesses suspected privacy breaches and maintains required breach records. Where a breach creates a real risk of significant harm or another notification threshold is met, we will notify affected individuals and report to the appropriate authority as required by applicable law.
15. Your privacy rights
Subject to applicable law and limited exceptions, you may:
- ask whether GAEA holds personal information about you;
- request access to that information and an account of its use or disclosure;
- ask us to correct inaccurate or incomplete information;
- withdraw consent for optional uses;
- unsubscribe from promotional communications; and
- challenge our compliance with this policy or applicable privacy law.
Send requests to the Privacy Officer using the contact information below. We may need to verify your identity before responding. We will respond within the time required by applicable law and explain any lawful refusal or limitation.
If we do not resolve your concern, you may contact the Office of the Privacy Commissioner of Canada or another privacy regulator with jurisdiction.
16. Children’s privacy
GAEA’s websites, software, and services are intended for organizations and professionals and are not directed to children under 13. We do not knowingly collect personal information directly from children under 13 without appropriate authorization. If you believe a child has provided personal information to us, contact our Privacy Officer.
17. Third-party websites
Our website may link to websites and services operated independently by third parties. Their privacy practices are governed by their own policies. We encourage you to review those policies before providing personal information.
18. Changes to this policy
We may update this policy to reflect changes in our practices, technology, services, or legal obligations. The revised policy will be posted on this page with a new “Last updated” date. We will provide additional notice or request consent when required by law.
19. Contact the Privacy Officer
Questions, access or correction requests, consent withdrawals, and privacy complaints may be directed to:
Privacy Officer
GAEA Technologies Ltd.
221 Laurel Street
Cambridge, Ontario, Canada N3H 3Y6
Email: sales@gaeatech.com
Telephone: +1 613-900-1950