Privacy Notice

At ResolveHD, we know that trust is earned, especially when it comes to handling your personal information. This Privacy Notice is here to be clear, human-readable, and honest about what we collect, how we use it, and why it matters to you.

When we say “ResolveHD,” we’re talking about our website, our apps, and the services we provide through them. And when we mention “personal information,” that includes things like your contact info, as well as any personal health information you or our clients might provide.

Accountability

ResolveHD has appointed a Privacy Officer responsible for overseeing compliance with privacy laws and addressing your privacy-related inquiries:

• Contact: privacy@resolvehd.com

Types of Data Collected

(A) Information Collected via our Corporate Website

ResolveHD collects the following information directly through our corporate website:

• First Name (required)
• Last Name
• Email Address (required)
• Position Applied For (required on the careers page)
• Resumé/File (required on the careers page)
• Message (optional)
• Usage Data and Cookies (see Cookie Policy)

Our corporate website is hosted by Sanity, which processes form submissions and analytics data on our behalf.

(B) Information Collected via our Applications and Services

ResolveHD applications and services process information provided by our clients, including but not limited to:

• Personally Identifiable Information (PII): name, address, telephone number, email address, date of birth, employee identifiers, and financial/payment information.
• Personal Health Information (PHI): medical records, clinical information, diagnosis, treatment details, healthcare provider details, billing, and insurance information.

ResolveHD acts as a data processor for this information, processing data strictly according to our clients’ directions. Clients are responsible for obtaining appropriate consent for collecting and processing this data.

(C) Information Collected for SMS Alert Notifications

If you opt in to SMS alerts in ResAI, ResolveHD collects the following directly from you:

• Mobile phone number
• Consent record (date, time and method of opt-in)
• Opt-out record (date and time you replied STOP, if applicable)

We use this information only to deliver the alert messages you requested, to process STOP and HELP requests, and to meet our legal and carrier compliance obligations. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except our SMS delivery provider and mobile carriers as required to deliver your messages, or as required by law.

Data Controller and Data Processor

ResolveHD serves primarily as a data processor for personal information collected via its applications and services, acting under client direction. However, ResolveHD acts as a data controller for limited data collected directly through the corporate website for security, analytics, and performance purposes. ResolveHD also acts as a data controller for the mobile numbers and consent records it collects directly from ResAI users who opt in to SMS alerts.

In addition, ResolveHD processes business information such as business contact details, corporate financial information, contracts, and other related business data, in accordance with applicable privacy and data protection laws.

Purposes for Collecting Personal Data

• Responding to inquiries from website users
• Providing our applications and services to clients
• Delivering SMS alert notifications you have opted in to
• Performing analytics and enhancing user experience
• Managing user databases and accounts
• Facilitating payments and related communications
• Marketing and remarketing purposes (website visitors only; this does not apply to mobile numbers collected for SMS alerts)
• Legal and regulatory compliance

Legal Basis for Processing

ResolveHD processes personal information based on consent, contractual necessity, legitimate interests, or legal obligations, as applicable. SMS alerts are sent on the basis of your consent.

Cross-border Transfers

ResolveHD ensures that any data containing Personally Identifiable Information (PII) or Personal Health Information (PHI) is maintained within Canada whenever possible. Certain technical operations, such as cloud infrastructure support or backups, may involve storage or transfer outside of Canada (primarily to the United States). Appropriate contractual safeguards are in place for these transfers. SMS alert messages are delivered through Microsoft Azure Communication Services and mobile carrier networks, which may route messages through the United States.

Retention of Personal Data

ResolveHD retains personal data only as long as necessary to fulfill collection purposes or as required by law:

• Data for contractual obligations: retained until contract execution or upon client request
• Data based on legitimate interests: retained as long as required to fulfill purposes
• Data processed based on consent: retained until consent withdrawal
• SMS alert mobile numbers and consent records: retained while you are opted in and for 12 months after opt-out, solely to honor your opt-out request

Upon expiry of retention periods, data is securely deleted or anonymized.

Safeguards

ResolveHD’s privacy and security policies and procedures are aligned with Canadian privacy law (PIPEDA) and are informed by frameworks such as NIST 800-53. We are continuously working to enhance and refine these practices.

ResolveHD employs technical and organizational safeguards, including:

• Encryption in transit and at rest
• Strict Identity and Access Management (IAM), including required-MFA
• Regular security audits
• Employee training
• Data minimization and anonymization techniques

Sub-processors and Third-Party Providers

ResolveHD engages trusted third-party sub-processors:

Rights of Users

ResolveHD processes personal information only under the direction of our clients. For data we control directly (such as website submissions or communication data), users may:

• Withdraw consent
• Object to processing
• Access and request corrections
• Request erasure
• Request data portability
• Lodge complaints with privacy authorities

Requests should be sent to privacy@resolvehd.com.

To stop SMS alerts, reply STOP to any message.

Do not include sensitive information (e.g. government ID, financial info) in the initial email. If verification is needed, we will provide secure instructions.

Cookie Policy

Our website uses cookies and similar technologies to improve your browsing experience, understand how you interact with our website, and enhance site functionality.

Our applications may also use essential cookies for secure session management and user authentication. These cookies are required to maintain active user sessions and ensure that only authorized users can access account-specific features.

Sanity provides built-in analytics tools that use cookies to help us understand website traffic and visitor behavior. This information is aggregated and does not personally identify users.

You can manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect website functionality.

Changes to This Privacy Notice

ResolveHD reserves the right to update this Privacy Notice. Any changes will be posted clearly on our website. We recommend reviewing this policy regularly.