PolySense Solutions Inc. Privacy Policy

Last Updated: May 4, 2026

PolySense Solutions Inc. ("PolySense," "we," "our," "us") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, store, disclose, and safeguard your information when you use our hardware, software, applications, and related services (the "Services").

1. Information We Collect

We may collect the following types of information:

a. Personal Information

Contact details (name, email, phone number, mailing address)
Account credentials (username, password)

b. Licensee Content and Operational Data

Sensor data (temperature, humidity, CO₂, vibration, energy usage, door open/close events, etc.)
Equipment information (maintenance schedules, calibration records, asset utilization)
Inventory and environmental data (storage conditions, quantities, vendor details)

c. Technical Information

IP addresses, device identifiers, browser type, operating system
Usage statistics, log files, and analytics data

d. Sign-in via identity providers (SSO)

When you sign in with Google, Microsoft, or Okta (OpenID Connect), we collect only the information needed to authenticate you and maintain your account. This includes a unique user identifier provided by the identity platform, your email address, and your name.

Sign-in may be available using personal or work/school accounts, depending on the provider and how your administrator has configured access. We use this information solely to map your identity to your user account in our system (for example, by matching your verified email address to your existing PolySense user record). We do not access your mailbox, cloud storage, contacts, calendars, or any other services offered by those providers.

Compliance and limited use (Google). Our use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. For Google sign-in, we request only the minimum scopes needed for authentication: openid, profile, and email.

For Microsoft and Okta (and other OpenID Connect providers), we similarly request only the minimum permissions and claims needed to verify your identity and complete sign-in, consistent with each platform's requirements.

Data management. Authentication data is stored securely and used only for account access. You may revoke our application's access at any time through your provider's security settings, or contact us to request deletion of your account and associated profile information (see Section 7).

2. How We Use Your Information

We use information for the following purposes:

To authenticate you and maintain your account and session, including when you sign in with Google, Microsoft, or Okta
To map your verified sign-in identity (including your email address) to your user record in our system
To provide, operate, and improve our Services
To generate reports, insights, and analytics for your organization
To process transactions and manage billing
To provide technical support and respond to inquiries
To ensure system security and prevent fraud
To comply with legal and regulatory obligations
To communicate with you about updates, features, and product information (subject to applicable anti-spam laws)

3. Sharing of Information

When you choose to sign in with Google, Microsoft, or Okta, that provider processes authentication under its own terms and privacy policy; we do not control their processing during sign-in. PolySense receives only the information the provider discloses to our application as part of that sign-in flow.

We do not sell your personal information. We may share information:

With service providers who assist in hosting, payment processing, customer support, analytics, and identity or authentication services (including integrations with third-party identity providers for sign-in)
With your organization (if you use the Services on behalf of a business or employer)
With regulators or legal authorities when required by law
In business transfers, such as mergers, acquisitions, or sales of assets

You may be able to review or revoke third-party application access to your Google, Microsoft, or Okta account through that provider's account or security settings.

4. Data Retention

We retain personal and operational data only as long as necessary to:

Provide the Services
Meet legal or contractual obligations
Resolve disputes and enforce agreements

Information we receive from identity providers for single sign-on (such as your unique provider identifier, email, and name used for login) is generally retained while your account remains active and as needed for security, dispute resolution, or legal compliance.

You may request deletion of your personal data at any time (see Section 7), including by asking us to remove your account profile after you disconnect third-party sign-in.

5. Security

We implement reasonable technical and organizational measures to protect your data, including:

Encryption of data in transit (SSL/TLS)
Secure server infrastructure
Access controls and authentication safeguards
Industry-standard handling of authentication tokens and sessions when you use third-party sign-in

No system is completely secure, and we cannot guarantee absolute security of your information.

6. International Transfers

Your information may be stored and processed in Canada, the United States, or other countries where we or our service providers operate. We take steps to ensure adequate protection of your information in accordance with applicable laws.

7. Your Rights

Depending on your jurisdiction, you may have the following rights:

Access and Correction – request a copy of your personal information and correct inaccuracies
Deletion – request deletion of your personal information
Portability – request transfer of your personal information to another service provider
Withdrawal of Consent – revoke consent for processing (e.g., marketing communications)
Objection and Restriction – object to or restrict processing of your personal information

To exercise these rights, please contact us at privacy@polysensesolutions.com.

8. Cookies and Analytics

Our Services may use cookies and similar technologies to improve functionality and gather analytics. You may disable cookies in your browser settings, but some features may not work properly.

9. Children's Privacy

Our Services are not directed to children under 13 (or the applicable minimum age in your jurisdiction). We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on our website with an updated "Effective Date." Continued use of the Services means you accept the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us:

PolySense Solutions Inc.

3-363 Broadway, Suite 312

Winnipeg, MB R3C 3N9

Email: privacy@polysensesolutions.com

Phone: (204) 890-2879