Privacy Policy

FOI Assist Corporation (“FOI Assist”, “we”, “our”, or “us”) is committed to protecting the privacy of our clients, software users, website visitors, seminar participants, and other individuals who interact with our services.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with:

  • The FOI Assist software platform;
  • The FOI Assist websites and the FOI Assist Knowledge Base;
  • FOI Assist seminars, webinars, and training programs;
  • Customer support services; and
  • Other products and services offered by FOI Assist.

By using our websites or services, you acknowledge that your information may be collected, used, and disclosed as described in this Privacy Policy.

Part A — Fundamental Principles

Commitment

FOI Assist is committed to protecting your privacy whether you are browsing for information or conducting business.

We will not collect your personal information unless you choose to use and receive online products and services that require it.

Collection, notice, use and disclosure

This Privacy Policy explains our current practices regarding what information FOI Assist may collect, use, and secure your personal information when you visit our websites.

Collection

We only collect personal information that is necessary to provide you with a program or service.

Use

We may only use personal information for the purpose it has been collected, or for a consistent purpose.

Disclosure

We may only disclose personal information where we have legal authority to do so, or where the disclosure is for the purpose that we collected the information.

Part B — Website Visitors

FOI Assist strives to limit the collection of personal information to what is reasonably necessary to provide its products, services, support, educational resources, and related activities.

The FOI Assist websites include:

1. Information We Collect

When you visit our websites, register for a seminar, download resources, submit a contact form, or otherwise interact with FOI Assist online, we may collect information such as:

  • Name
  • Organization name
  • Job title
  • Email address
  • Telephone number
  • Information submitted through contact forms
  • Seminar and webinar registration information
  • Other information voluntarily provided by you

We may automatically collect certain technical information, including:

  • IP address
  • Browser type and version
  • Device information
  • Operating system
  • Referring website information
  • Pages visited
  • Search terms entered on our websites
  • Files requested
  • Date and time of access
  • General website usage information

2. How We Use Website Information

FOI Assist generally uses personal information for the purposes for which it was collected, purposes reasonably related to those purposes, or as otherwise permitted or required by law.

Information collected through our websites may be used to:

  • Respond to inquiries;
  • Provide requested information or resources;
  • Register participants for seminars and training sessions;
  • Deliver educational materials;
  • Improve website functionality and content;
  • Monitor website performance and security;
  • Communicate with prospective and existing clients; and
  • Comply with legal obligations.

3. Cookies and Analytics

FOI Assist websites may use cookies. A cookie is a small text file sent from a Web server and placed on your computer’s hard drive. A cookie is generally used to enhance your browsing experience. You can choose to set your browser to detect and reject cookies, to accept cookies from all sites, or to prompt you whenever a site wants to send you a cookie. If you choose, they may be used to ‘remember’ your password and make it easier and faster to log-in to certain sites. Check your browser’s “Help” files to learn how to do this. If you choose to refuse cookies, you may not be able to access some of the interactive features on our websites.

Further information on ‘cookies’ is at the website of the Information and Privacy Commissioner of Ontario: “If you wanted to know…What to do about Cookies.”

We may use website analytics tools to better understand how visitors interact with our websites and educational resources. For more details, refer to the “Service Providers“ section below.

4. Marketing Communications

Individuals who register for seminars, request information, download resources, or otherwise engage with FOI Assist may receive communications relating to:

  • FOI Assist products and services;
  • Educational resources;
  • Seminar announcements;
  • Product updates; and
  • Other information relevant to freedom of information and privacy professionals.

Recipients may unsubscribe from marketing communications at any time using the unsubscribe mechanism provided in the communication or by contacting FOI Assist.

Part C — FOI Assist Software Users

5. Client Data and Institutional Records

FOI Assist is a software platform designed to assist public-sector institutions and other organizations in managing freedom of information requests, privacy-related matters, routine requests, and related administrative processes.

Client institutions remain responsible for the information and records they choose to enter into the FOI Assist platform.

FOI Assist acts as a service provider and processes information on behalf of client institutions solely for the purpose of delivering and supporting the service.

FOI Assist does not claim ownership of client records.

6. Information Processed Through the Software

Information processed within the FOI Assist platform may include:

  • User account information;
  • Names and contact information;
  • Freedom of information request details;
  • Correspondence;
  • Request tracking information;
  • Fee estimates and payment information;
  • Notes and administrative records;
  • Uploaded documents; and
  • Other information entered by authorized users.

The nature and content of information processed through FOI Assist is determined by each client institution.

7. Access to Client Data

FOI Assist personnel do not routinely access client data.

Access to client information is limited to circumstances where such access is reasonably necessary to:

  • Provide technical support;
  • Troubleshoot software issues;
  • Maintain or improve system functionality;
  • Perform authorized data imports or migrations;
  • Respond to client requests; or
  • Comply with legal obligations.

Any access is limited to the minimum amount reasonably necessary to perform the required task. FOI Assist personnel are subject to confidentiality obligations regarding client information obtained in the course of providing services.

8. Data Hosting and Data Residency

The FOI Assist software platform and related application services are hosted on Amazon Web Services (AWS) infrastructure located in Canada, including AWS’s Canada (Central) Region.

Client data stored within the FOI Assist software platform is intended to remain hosted within Canadian AWS data centres unless otherwise required by law, requested by the client, or necessary to support a specific service.

The FOI Assist websites and Knowledge Base may utilize additional service providers, including WordPress.com, which may process certain website-related information outside Canada.

Individuals should be aware that information processed outside Canada may be subject to the laws of the jurisdiction in which it is processed.

9. Security Measures

FOI Assist employs reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, use, disclosure, alteration, or destruction.

These safeguards may include:

  • Encrypted communications using HTTPS/TLS;
  • Secure authentication mechanisms;
  • Password-protected user accounts;
  • Role-based access controls;
  • Multi-factor authentication for administrative access where appropriate;
  • Security monitoring and logging; and
  • Regular backup procedures.

While no system can guarantee absolute security, FOI Assist strives to maintain safeguards appropriate to the sensitivity of the information being processed.

FOI Assist may use automated tools and security monitoring technologies to detect unauthorized access attempts, malicious activity, service disruptions, or other threats affecting our systems and services.

10. Use of Client Data

FOI Assist does not sell, rent, trade, or otherwise monetize client data.

Client data is not used for advertising purposes, behavioural profiling, or marketing activities.

Client data is processed solely for the purpose of providing and supporting the FOI Assist service.

11. Payment Processing

Certain FOI Assist services may permit online payments, including seminar registrations, subscriptions, or other purchases.

Payments are processed through Stripe, a third-party payment processor. When making a payment, your payment information is provided directly to Stripe and is subject to Stripe’s privacy policy and security practices.

FOI Assist does not store complete payment card numbers on its own systems.

Part D — General Provisions

12. Service Providers

FOI Assist uses a limited number of third-party service providers to assist in delivering and supporting our services. These providers may process information on our behalf in accordance with applicable contractual and legal requirements.

Current service providers may include:

  • Amazon Web Services (AWS), for cloud hosting and infrastructure services;
  • Amazon Cognito, for user authentication and account management;
  • WordPress.com, for hosting and operation of the FOI Assist websites and Knowledge Base;
  • Google Analytics, for website traffic analysis and performance monitoring;
  • Zoom Video Communications, Inc., for webinars, training sessions, and online meetings; and
  • Stripe, Inc., for payment processing and related payment services.

FOI Assist may add, remove, or replace service providers from time to time as business and operational requirements evolve.

Service providers are given access only to the information reasonably necessary to perform their services and are expected to maintain appropriate safeguards for the protection of personal information.

Such providers are given access only to the information reasonably necessary to perform their services and are expected to maintain appropriate safeguards.

Google currently offers a free Google Analytics opt-out tool.

12. Disclosure of Information

FOI Assist does not sell personal information.

Information may be disclosed:

  • With the consent of the individual or client institution;
  • To service providers assisting in the delivery of services, where such service providers are contractually or otherwise legally required to protect the confidentiality and security of the information and to use it only for authorized purposes;
  • Where required by law;
  • In response to lawful legal processes;
  • To protect the rights, safety, or security of FOI Assist, our clients, or others; or
  • In connection with a business transaction involving FOI Assist.

13. Retention of Information

Personal information is retained only for as long as reasonably necessary to:

  • Provide services;
  • Fulfill contractual obligations;
  • Meet legal requirements;
  • Resolve disputes; and
  • Enforce agreements.

Client institutions remain responsible for determining appropriate retention periods for records stored within their FOI Assist accounts.

14. Privacy Rights

Subject to applicable law, individuals may have the right to:

  • Request access to personal information held by FOI Assist;
  • Request correction of inaccurate personal information;
  • Withdraw consent where consent is the basis for collection, use, or disclosure; and
  • Raise concerns regarding privacy practices.

Requests will be handled in accordance with applicable privacy legislation.

15. Children’s Privacy

FOI Assist services are not directed to children under the age of 13, and we do not knowingly collect personal information directly from children under 13 through our websites or services.

16. Changes to This Policy

FOI Assist may update this Privacy Policy from time to time.

Any changes will be posted on this page, and the “Updated” date will be revised accordingly.

Continued use of our websites or services following the posting of changes constitutes acceptance of the revised Privacy Policy.

17. Contact Information

Questions regarding this Privacy Policy or FOI Assist’s privacy practices may be directed to the FOI Assist Privacy Officer using the Contact Page.

Please select “Contact Privacy Officer” from the available contact options when submitting your inquiry.

Updated June 11, 2026