Effective date: February 21, 2026
Company: XAHIVE Canada Inc.
Address: xahive Canada Inc, (Fairmont Chateau Laurier)1 Rideau St, Ottawa, K1N 8S7
Email: sem@xahive.com
Phone: 1-613-286-6484

1) Scope

 

This Privacy Policy explains how XAHIVE Canada Inc. (“XAHIVE,” “we,” “us,” “our”) collects, uses, discloses, and protects information when you:
 

• visit xahive.ca (the “Site”);

• use our applications, platforms, and related services (the “Services”); or

• communicate with us.

This Policy is intended to align with applicable Canadian and U.S. privacy and cybersecurity requirements. Some requirements vary by jurisdiction and context. Where local law provides stronger protections, we apply those protections as required.

 

2) Information we collect

 

A. Information you provide to us

We may collect:
 

• account and profile information (name, email, organization, role);

• authentication details (e.g., login credentials and MFA configuration);

• communications (support requests, feedback, survey responses);

• billing/transactional information (if you purchase Services) (typically processed by third-party payment processors).

 

B. Information collected automatically (cookies and similar technologies)

We and our service providers may collect technical and usage information, such as:
 

• IP address, device identifiers, browser type, OS/platform;

• approximate location derived from IP (not precise GPS unless you enable it);

• referral/exit pages, timestamps, clickstream data, page views;

• performance logs, crash reports, and diagnostic data.

We use cookies, pixels, and similar technologies for:
 

• essential functionality (session, authentication, security);

• preferences (language/settings);

• analytics and product improvement;

• fraud prevention and incident detection.

You can manage cookies using your browser settings and, where available, our cookie controls. Some features may not work without certain cookies.

3) How we use information

We use information for:
 

• providing, maintaining, and improving the Services;

• account creation, authentication, and access control;

• responding to inquiries and providing customer support;

• sending transactional messages (security alerts, confirmations, invoices);

• sending marketing communications where permitted and with consent where required;

• monitoring usage and preventing abuse;

• detecting, preventing, and responding to security threats and technical issues;

• meeting legal obligations, enforcing our terms, and protecting rights and safety.

4) Legal bases and consent (Canada/Québec)

Where required, we identify purposes at or before collection and obtain appropriate consent (express or implied depending on context). You may withdraw consent where feasible, subject to legal/contractual restrictions and reasonable notice.

5) How we disclose information

We may disclose information to:
 

• Service providers that help us operate the Services (hosting, analytics, email delivery, support tooling, security monitoring);

• Professional advisors (legal, accounting, security) under confidentiality obligations;

• Corporate transactions (e.g., financing, merger, acquisition) subject to applicable law and appropriate safeguards;

• Authorities when required by law or where we reasonably believe disclosure is necessary to protect rights, investigate fraud/security incidents, or respond to lawful requests.

We do not sell your personal information in the sense used by many U.S. state privacy laws. We also do not share personal information with third-party advertisers for their independent marketing without your consent.

6) Cross-border transfers

Our service providers (including hosting and support tools) may process and store information in Canada, the United States, and other jurisdictions. When information is processed outside your province/state/country, it may be subject to the laws of that jurisdiction and may be accessible to courts or law enforcement under lawful authority.

We implement contractual and technical measures designed to protect information during cross-border processing.

7) Your rights and choices

Depending on where you live and the nature of our relationship with you, you may have rights to:
 

• access and obtain a copy of your personal information;

• correct inaccurate information;

• delete certain information (subject to legal exceptions);

• withdraw consent (where consent is the basis);

• opt out of certain processing (e.g., targeted advertising where applicable);

• appeal or request review of certain automated decisions (where applicable).

How to exercise rights: email sem@xahive.com. We may need to verify your identity before fulfilling requests. If you act through an authorized agent, we may request proof of authorization.

Response timing: We aim to respond within a reasonable timeframe and as required by applicable law.

8) Analytics

We may use analytics providers (e.g., to understand usage trends and improve the Services). Analytics data may include identifiers such as IP address and device information. Where feasible, we use settings designed to reduce identifiability and limit use to service delivery and improvement.

9) AI and automated processing

XAHIVE may offer features that use automation, machine learning, or AI.

A. Customer Content and AI training
 

“Customer Content” means the data, files, text, and other content you upload to or create in the Services.

• We do not use Customer Content to train or fine-tune general-purpose AI models for other customers unless you (or your organization) explicitly opt in or we have another lawful basis and provide required notices.

• We may use Customer Content to provide the Services you request (e.g., to generate outputs, detect malware, index/search, prevent abuse, and maintain performance), including through vetted subprocessors under contract.

B. Automated decision-making and fairness

If a feature uses AI to support decisions with legal or similarly significant effects (e.g., eligibility, access, employment-related screening), we will provide appropriate notices and options where required, which may include:

• meaningful information about the logic involved (at a high level);

• the ability to request human review or to contest outcomes, where applicable;

• risk management steps intended to reduce discriminatory or harmful outcomes, especially for “high-risk” use cases.

10) Security safeguards and incident response

We maintain administrative, technical, and physical safeguards designed to protect information, such as access controls, encryption in transit, secure development practices, logging/monitoring, and vendor due diligence.

No method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of your credentials and for securing your endpoints and networks.

Security incidents and breach notification

If we experience a breach of safeguards involving personal information, we will assess and respond consistent with applicable law, including (where required) notification to affected individuals and/or regulators when there is a real risk of significant harm or other statutory thresholds are met.

11) Data retention

We retain personal information only as long as necessary for:

• the purposes described in this Policy,

• providing the Services,

• meeting legal/accounting obligations,

• resolving disputes, and

• enforcing agreements.

We may retain de-identified or aggregated data for analytics and product improvement.

12) Children’s privacy
 

The Services are not intended for children under 13, and we do not knowingly collect personal information from children under 13. If we learn we have collected such information, we will take steps to delete it.

13) Marketing communications (CASL/CAN-SPAM)

If we send commercial electronic messages, we will do so in accordance with applicable law, including providing required identification and unsubscribe mechanisms.

14) Contact us
 

Questions, requests, or complaints:

• Email: sem@xahive.com

• Phone: 1-613-286-6484

• Mail: xahive Canada Inc, (Fairmont Chateau Laurier)1 Rideau St, Ottawa, K1N 8S7

15) Changes to this Privacy Policy
 

We may update this Policy from time to time. We will post the updated version on xahive.ca and update the effective date. If changes are material, we will take additional steps as required by law.