Privacy Policy

Last updated: September 2026  |  Applies to: AIDARO HUB, AIDARO CALENDAR, AIDARO LOBBY

1. Who This Policy Applies To

This policy applies to the staff, volunteers, coordinators, and administrators who use AIDARO software on behalf of their organization. These are the people who log in to the system to do their work.

The organizations that use our software are responsible for the information they collect about the people they serve. Under Canada's federal privacy law, PIPEDA, we act as a Data Processor. The organization using our software is the Data Controller.

2. What Information We Collect

We collect a small amount of personal information from system users. We collect only what we need to run the software and keep it secure.

• Account information: Your name, work email address, phone number, organization name, and login credentials.
• Professional identifiers: Badge numbers or role titles, if your organization requires these for access control.
• System activity logs: A record of logins, data changes, and file access. These audit logs exist to maintain accountability and security in environments that handle sensitive information.
• Technical information: IP addresses, browser type, and device information collected automatically when you use the system.

3. How We Use This Information

We use your information strictly to operate and secure the AIDARO software. This includes:

• Verifying your identity when you log in.
• Controlling what parts of the system you can access based on your role.
• Maintaining audit logs for security and accountability purposes.
• Responding to support requests from your organization.
• Improving the performance and reliability of the software.

We do not sell your personal information. We do not use it for advertising. We do not share it with third parties except where required by law or as outlined in our Data Processing Addendum.

4. Where Your Data Is Stored

AIDARO uses a hybrid infrastructure model. Here is a plain summary of where different types of information are stored.

5. How We Keep Your Information Secure

We take security seriously because the organizations that use AIDARO work with sensitive information every day. Our security measures include:

• All data is encrypted in transit using TLS (Transport Layer Security).
• All data stored on our servers is encrypted using AES-256 bit encryption.
• Multi-factor authentication (MFA) is available and encouraged for all users.
• Role-based access controls mean users can only see and do what their role permits.
• Physical and logical server access is restricted to our vetted internal staff only.
• Full audit logs track all activity within the system.

If we discover a security breach that affects your organization's data, we will notify you within 24 hours of confirming it so that you can meet your own reporting obligations under PIPEDA.

6. Your Rights Under PIPEDA

Under Canada's federal privacy law, you have the right to:

• Know what personal information we hold about you.
• Ask us to correct information that is wrong.
• Ask why we are collecting and using your information.
• Withdraw your consent in certain circumstances.

To exercise any of these rights, contact us at support@aidaro.ca. We will respond within a reasonable time.

7. Handling Data Subject Requests

If a victim, witness, or family member contacts us directly to ask about their own information, we will not attempt to answer on behalf of the organization. Instead, we will pass that request to the relevant organization within 48 hours. The organization is responsible for responding under PIPEDA.

8. Changes to This Policy

We may update this policy from time to time. When we do, the updated date at the top of this page will change. We recommend checking this page periodically. For material changes, we will notify subscribing organizations directly.

9. Contact Us

If you have questions about this privacy policy or how we handle personal information, please reach us at:

AIDARO Suite
Email: support@aidaro.ca