Viridem’s Privacy Policy

Last update: March 19, 2025

Viridem recognizes your concern about how personal information is used and shared. This notice describes our privacy practices. By using Viridem, you accept these practices.

What Personal Information About Users Does Viridem Gather?

We collect information to personalize and improve your experience. Types of information gathered include:

• Information You Give Us. You may enter information on our website or provide it through other means. While you can choose not to provide certain information, doing so may limit access to features. We use provided information to respond to requests, improve our application, and communicate with you.
• Automatic Information. We collect certain information when you interact with us. Like many websites, we use “cookies” and obtain information when your browser accesses Viridem.
• Mobile. We do not collect mobile-specific information such as localization, unique device identifier, or phone number.
• E-mail Communications. Users may receive email notifications for assigned documents. Currently, this functionality cannot be disabled.

What About Cookies?

Cookies are unique identifiers transferred to your device to enable system recognition and prevent unauthorized access. Most browsers allow you to prevent cookie acceptance, receive notifications about new cookies, or disable them entirely. You can also disable similar data used by browser add-ons by changing settings or visiting the manufacturer’s website. However, cookies allow you to use Viridem as a secured application, so we recommend keeping them enabled. Blocking cookies will prevent application use, as sign-in is required.

Does Viridem Share the Information It Receives?

Customer information is important to our business, but we are not in the business of selling it to others. We share information only as described:

• Protection of Viridem (SaaS only). We release account and personal information when appropriate to comply with law, enforce our Conditions of Use and agreements, or protect the rights, property, or safety of Viridem, users, or others. This includes exchanging information with other companies for fraud protection and credit risk reduction. We do not sell, rent, share, or disclose personally identifiable customer information for commercial purposes.
• With Your Consent (SaaS only). You receive notice when information might be shared with third parties and have the opportunity to choose not to share it.

How Secure is Information About Me?

• We protect information during transmission using Secure Sockets Layer (SSL) software, which encrypts entered information.
• You must protect yourself against unauthorized password and computer access. Sign off after using shared computers.

Which Information Can I Access?

Viridem provides access to a broad range of information about your account and interactions with Viridem for viewing and, in some instances, updating that information. This list will change as the website evolves.

What Choices Do I Have?

• You can choose not to provide information, but it is required to use Viridem.
• You can add or update certain information on relevant pages. We usually keep a copy of prior versions for our records.
• Most browsers allow you to prevent cookie acceptance, receive notifications, or disable cookies entirely. Since cookies enable essential features, we recommend leaving them on.

Conditions of Use, Notices, and Revisions

Your visit and any privacy dispute are subject to this Notice and our Conditions of Use, including limitations on damages, arbitration of disputes, and application of Quebec law. If you have privacy concerns, please contact us with a description, and we will attempt resolution.

Our business changes constantly, and this Privacy Notice and Conditions of Use will change also. You are responsible for checking our website for recent changes. Our current Privacy Notice applies to all information we have about you and your account. We 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.

Examples of Information Collected

Information You Give Us

You provide personal information when creating your account or communicating with customer service, such as name, address, and telephone number.

Automatic Information

• Internet protocol (IP) address used to connect to the Internet.
• Login and email address.
• Password.
• Computer and connection information: browser type, version, time zone setting, plug-in types and versions, operating system, and platform.
• Full Uniform Resource Locators (URL) clickstream to, through, and from our website, including date and time.
• Cookie number.

We may use browser data such as cookies, Flash cookies, or similar data on certain website parts for fraud prevention. During visits, we may use software tools such as JavaScript to measure and collect session information, including page response times, download errors, length of visits, page interaction information (scrolling, clicks, mouse-overs), and browse-away methods.

Information You Can Access

Examples of currently accessible information in Viridem include up-to-date account information (name, email, and password).

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 optional integration of external artificial intelligence (AI) solutions for automatic data extraction from processed documents (administrative documents, receipts, invoices, etc.). Activation of data detection functionality is performed manually by the administrator for each company configured in each Viridem instance. The availability of automated AI data detection depends directly on service provider availability (uptime).

Secure Access

Documents transmitted to external AI solutions for detection and resulting data remain strictly confidential. They are never accessed, communicated, distributed, or made available to third parties. Only Viridem’s technical managers are expressly authorized to access these documents and data at the explicit customer request or as part of service improvement initiatives, in strict compliance with confidentiality obligations and security measures.

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 security measures and data management policies for each external AI solution, contact your Viridem representative.

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