Viridem Privacy Policy

What Personal Information About Users Does Viridem Gather?

The information we learn from customers helps us personalize and continually improve your Viridem experience. Here are the types of information we gather.

• Information You Give Us: We receive and store any information you enter on our Web site or give us in any other way. You can choose not to provide certain information, but then you might not be able to take advantage of many of our features. We use the information you provide for such purposes as responding to your requests, improving our application, and communicating with you.
• Automatic Information: We receive and store certain types of information whenever you interact with us. For example, like many Web sites, we use "cookies", and we obtain certain types of information when your Web browser accesses Viridem.
• Mobile: There is no mobile-specific information that we collect. Mobile information could be localization, unique device identifier, or phone number.
• E-mail Communications: When using Viridem, you may receive email notifications for documents assigned to you. There is no option to disable this functionality for the moment.

A note about Viridem in "on-premises" mode (private installation):

• Although we do not have permanent access, our employees may occasionally need to access the servers hosted at the client's premises to perform maintenance or resolve an issue. All our employees are bound by a very strict information confidentiality policy. Access for our employees can be disabled by removing access to all companies for the "support" user.

Documents

The documents stored in Viridem belong to Viridem's client. The client may keep personal documents about you for the periods prescribed by law. If your employer keeps personal documents and you believe it should not, you must contact the employer directly to request the destruction of those documents or, failing that, apply to the court of your province or country.

What About Cookies?

Cookies are unique identifiers that we transfer to your device, to enable our systems to recognize your device and avoid non-authorized access to Viridem. Because cookies allow you to use Viridem as a secured application, we recommend you leave them turned on. For instance, if you block or otherwise reject our cookies, you will not be able to use the application because it requires you to Sign in.

Does Viridem Share the Information It Receives?

Information about our customers is an important part of our business, and we are not in the business of selling it to others. We share customer information only as described.

• Protection of Viridem (SaaS only): We release account and other personal information when we believe release is appropriate to comply with law; enforce or apply our Conditions of Use and other agreements; or protect the rights, property, or safety of Viridem, our users, or others. Obviously, however, this does not include selling, renting, sharing, or otherwise disclosing personally identifiable information from customers for commercial purposes in violation of the commitments set forth in this Privacy Notice.
• With Your Consent (SaaS only): Other than as set out above, you will receive notice when information about you might go to third parties, and you will have an opportunity to choose not to share the information.

How Secure is Information About Me?

• We work to protect your information during transmission by using Secure Sockets Layer (SSL) software, which encrypts the information you enter.
• You must protect yourself against unauthorized access to your password and computer. Be sure to sign off when you have finished using a shared computer.

Conditions of Use, Notices, and Revisions

If you choose to visit Viridem, your visit and any dispute over privacy are subject to this Notice and our Conditions of Use, including limitations on damages, arbitration of disputes, and application of the laws of Canada. However, we stand behind the promises we make and will never materially change our policies and practices to make them less protective of customer information collected in the past without the consent of affected customers.

Use of Google API Services

Viridem uses Google's Application Programming Interface (API). Viridem's use and transfer to any other app of information received from Google API will adhere to Google API Services User Data Policy, including the Limited Use Requirements.

AI integration

Viridem software offers the option, not enabled by default, of integrating external artificial intelligence (AI) solutions for the automatic extraction of data from processed documents (e.g. administrative documents, receipts, invoices, etc.). Activation of data detection functionality by AI solutions is performed manually by the administrator for each company which is configured in each Viridem instance. To ensure data security and confidentiality:

Secure access

Documents transmitted to external artificial intelligence solutions for detection, and the resulting data, remain strictly confidential. They are never accessed by, communicated to, distributed, or made available to third parties in any form whatsoever. Only Viridem's technical managers are expressly authorized to access these documents and data, and solely at the explicit request of the customer or as part of a service improvement initiative, in strict compliance with confidentiality obligations and security measures in force.

Limited retention

Documents and extracted data are automatically deleted from external service providers' systems after a maximum retention period of 14 days.

Strict standards

Selected service providers meet the highest security and confidentiality standards on the market. For further information on the security measures and data management policies in place for each of our external AI solutions, please contact your Viridem representative.