Privacy Policy

In most cases your employer or contracting organization ("your Organization") decides what data is entered into the Platform and is the party responsible for that data. Nomaxion processes and stores that information on your Organization's behalf and also collects certain information directly from you to operate and secure the Platform.

Account & identity. Name, email address, phone number, employer/organization, job title and role, and professional competencies or certifications you or your Organization record.

Authentication & security. Password (stored only as a salted hash), multi-factor authentication settings, passkeys, session information, and tamper-evident audit logs of key actions.

Field & safety records. Work authorities, safe work permits, field-level hazard assessments, day plans, ground-disturbance permits, inspections, incident and environmental reports, toolbox talks, and the electronic signatures applied to them.

Location information. With your device's permission, we capture geolocation at specific moments — for example when starting or ending a work day, completing a field-level hazard assessment or environmental record, attaching a field photo, performing a shift handover, or triggering an emergency SOS. Location is used to attach an accurate place and time to safety and compliance records and to support emergency response. You can decline the browser location prompt; some records will then be saved without a precise location.

Photos, media & voice. Photographs you attach and voice recordings you make for field-conversation capture or voice dictation, together with any transcripts or AI summaries generated from them.

Crew, roster & fatigue data. Crew assignments, hours and shift information, and fatigue indicators used to support fatigue awareness.

Device & technical data. IP address, browser/device type, and push-notification tokens used to deliver alerts.

We use personal information to: create and secure accounts; record and cross-reference safety and compliance documentation; attach accurate time, place, and authorship to records; deliver notifications and safety alerts; support emergency response; maintain a tamper-evident audit trail; and operate, maintain, and improve the Platform. We do not sell personal information, and we do not use it for third-party advertising.

We collect and use personal information with consent and as reasonably required to deliver the Platform to your Organization and to meet legal and safety record-keeping obligations. By using the Platform and granting device permissions (such as location, camera, or microphone), you consent to the collection and use described here. You may withdraw consent for optional collection (for example, by disabling location or camera permissions), subject to the effect this has on records that rely on that information.

Within your Organization. Records are visible to authorized users in your Organization according to their role and project access.

Service providers. We use trusted infrastructure and processing providers to host the Platform and deliver features such as notifications and AI-assisted summaries. They may process information only on our instructions.

Legal & safety. We may disclose information where required by law, regulation, or legal process, or to protect health and safety.

We do not sell personal information to third parties.

Platform data is hosted on managed cloud infrastructure. Depending on the hosting region, information may be stored or processed in Canada and/or the United States and handled by our infrastructure providers. Where information is processed outside your province or country, it may be subject to the laws of the jurisdiction in which it is held. Contact us for current data-residency details for your deployment.

Safety and compliance records — including work authorities, permits, hazard assessments, inspections, incidents, signatures, and their audit history — are retained for the period required to meet your Organization's legal, regulatory, and record-keeping obligations. When such records are removed from active views they are generally soft-deleted (retained but hidden) rather than erased, and their tamper-evident audit history is preserved.

Transient or convenience data — for example in-app notifications, draft entries, certain maintenance or line-item logs, and demo/test data — may be permanently deleted when no longer needed or on user request. Where you ask us to delete information, we will do so unless we are required or permitted to retain it for legal, safety, or compliance reasons.

We use administrative and technical safeguards including role- and project-based access controls, encryption of data in transit, hashed credentials, optional multi-factor authentication and passkeys, and a cryptographically chained, tamper-evident audit log for key records. No system can be guaranteed perfectly secure, and you are responsible for keeping your credentials confidential.

Subject to applicable law (including PIPEDA and Alberta PIPA), you may request access to the personal information we hold about you, request correction of inaccurate information, and ask questions about our handling of your information. Because your Organization controls much of the data entered into the Platform, some requests may be directed to your Organization. To exercise a right, contact us using the details below.

The Platform is intended for use by qualified workers and is not directed to individuals under the age of majority. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. Material changes will be communicated through the Platform or by email. The "Effective" date above reflects the current version.

Questions or requests about privacy can be directed to Nomaxion Inc.'s privacy contact at [email protected].