MemberMate Service Privacy Policy
1. Introduction
This Privacy Policy describes how Advanced Union Technologies Inc. (“AUT”, “we”, “us”) collects, uses, discloses, and safeguards personal information when individuals (“Users”) visit MemberMate.ca or interact with the MemberMate chatbot.
2. Why We Collect Data
We collect personal information to:
- operate, maintain, and improve the Service;
- authenticate Users and secure sessions;
- investigate performance or security issues;
- perform analytics and develop new features;
- respond to inquiries and provide support;
- comply with legal obligations.
3. Types of Data We Collect
We collect personal information to:
- Account Data – names, titles, and business contact details you voluntarily provide (e.g., demo‑request forms).
- Usage Data – log files, IP addresses, browser type, device identifiers, and timestamps.
- Conversation Data – questions, messages, and documents you submit to the chatbot, together with AI‑generated replies.
- Cookies & Similar Technologies – small files used to remember settings, measure traffic, and secure sessions.
4. How We Use AI Providers
MemberMate routes prompts to one or more third‑party AI providers (“AI Providers”) to generate responses. AI Providers process Conversation Data solely to deliver responses and monitor misuse. We contractually oblige them to implement robust security safeguards and prohibit use of Conversation Data for training their public models.
5. Data Retention
- Conversation logs: retained up to 365 days, unless a shorter period is requested by the participating union.
- Account records: retained for the duration of our relationship plus any additional period required by law.
6. International Processing & Storage Safeguards
All primary storage remains within Canada. When limited, transient processing is required in other jurisdictions where AI Providers operate, the data is first divided into de‑identified, encrypted chunks that no single provider can re‑assemble. These fragments are protected by end‑to‑end encryption (in transit and at rest), granular access controls, contractual restrictions, and comprehensive audit logging, rendering the information non‑identifiable outside Canada.
7. Sharing of Data
We share personal information only with:
- Service Providers & AI Providers under written confidentiality and security obligations;
- Affiliates under common control, solely for internal business purposes;
- Authorities when required by law or to protect rights, safety, or property.
We never sell personal information.
8. Your Choices & Rights
You may:
- request access to or deletion of your personal information;
- refuse or delete cookies (essential cookies are needed for core functionality).
Requests should be directed to privacy@membermate.ca.
9. Security Measures
We employ industry‑standard safeguards, including encryption, network isolation, role‑based access control, and routine penetration testing. No method of transmission or storage is 100 % secure; therefore, absolute security cannot be guaranteed.
10. Changes to This Policy
Material changes will be posted at https://membermate.ca/privacy‑policy/ at least 30 days before they take effect. Continued use of the Service after that date constitutes acceptance of the revised Policy.
11. Contact
For privacy inquiries, email privacy@membermate.ca.