Privacy Notice

Information We Collect

When you submit the Contact form, we collect:

• the enquiry type you select;
• your first name and last name;
• your work email address;
• your message;
• your company name, job title, and telephone number if you choose to provide them; and
• your required acknowledgement that you have read the privacy information associated with the form.

For a Sales Inquiry, we also collect the Product or Service of Interest you select. The website may preselect this value when you arrive from a relevant product or service page, but you may change it before submitting.

The website may also generate or preserve limited controlled context, including a unique Submission ID, the website form used, source and entry pages, controlled product or service context, sales intent, website version, submission timestamp, approved campaign parameters, and approved referrer classification.

Please do not include confidential employee information, payroll records, passwords, access tokens, account credentials, health information, government identification numbers, or other sensitive personal information in the form.

Our website and security services may process limited technical information needed to deliver and protect the website, such as request timing, browser or device characteristics, network and security signals, source context, and whether a submission succeeded or failed. ActiveSheets does not use raw IP addresses as contact-form analytics parameters or CRM lead-record fields.

Why We Use the Information

We use Contact-form information to:

• review, route, and respond to your enquiry;
• understand the business problem, product interest, service area, or operational category involved;
• ask appropriate follow-up questions;
• recommend a consultation, assessment, product discussion, demonstration, or other next step where appropriate;
• manage Sales Inquiries in HubSpot;
• deliver non-sales enquiries to the appropriate ActiveSheets role-based email group;
• deliver and troubleshoot form submissions;
• protect the website and form from spam, abuse, and security threats;
• maintain limited operational records; and
• measure website and form performance using controlled, non-personal analytics data.

Submitting an enquiry does not subscribe you to marketing messages. ActiveSheets will not use Contact-form details for promotional email or a mailing list unless you separately request or consent to that communication.

How Enquiries Are Routed and Stored

ActiveSheets uses one website contact system with different processing paths depending on the enquiry type.

Sales Inquiries

Validated Sales Inquiries are submitted server-side to HubSpot. HubSpot is the authoritative CRM and sales-lead repository for these enquiries. A Sales Inquiry may create or update a HubSpot contact, but it does not automatically create a sales Deal at launch.

If HubSpot cannot accept a validated Sales Inquiry, ActiveSheets may retry once for a temporary technical failure. If HubSpot still cannot accept the enquiry, the submission is sent through an independently configured transactional email service to an ActiveSheets failure-recovery mailbox so staff can review and manually reconcile it in HubSpot.

Non-Sales Enquiries

Validated Support, Partnership, Career, and General Enquiries are sent directly through the approved transactional email service to the appropriate role-based ActiveSheets email group. These enquiries do not create or update HubSpot contacts at launch.

WordPress Storage Boundary

ActiveSheets does not maintain a persistent form-submission database or durable retry queue in WordPress. Full form submissions are not stored in WordPress posts, comments, options, custom tables, form-plugin databases, or website application logs.

Limited operational logs may record a Submission ID, timestamp, controlled enquiry-type code, controlled form and page identifiers, route outcome, and technical error category. These logs must not contain your name, email address, company name, job title, telephone number, message, privacy acknowledgement text, authentication credentials, raw cookies, raw IP address, or spam-challenge token.

Service Providers

ActiveSheets relies on service providers to operate the website and enquiry workflow. Depending on the final launch configuration, these may include website hosting and infrastructure providers, HubSpot, transactional email and mailbox providers, Cloudflare Turnstile and related security services, and a website analytics provider configured to receive only approved, non-personal event data.

These providers may process information on our behalf only as needed to provide their services, protect the website, deliver or route messages, support sales follow-up, or support operations. Their own privacy terms and legal obligations also apply.

Cloudflare Turnstile evaluates browser and security signals to distinguish legitimate visitors from automated abuse. ActiveSheets does not place Turnstile challenge tokens into analytics or CRM lead records.

Analytics, Cookies, and Similar Technologies

At launch, ActiveSheets uses only limited website and conversion measurement needed to understand page use and form outcomes. Approved form events may include successful submission, submission error, and, where operationally useful, spam blocking.

Approved analytics may use controlled values such as form identifier, enquiry type, Product or Service for Sales Inquiries, sales intent, normalized source page, controlled product context, result category, controlled error category, and website version.

Analytics must not include your name, email address, telephone number, company name, job title, message content, privacy acknowledgement, full query string, Submission ID, Turnstile token, raw IP address, or other free-text form values.

The launch website does not use Contact-form information for behavioural advertising and does not introduce advertising cookies or cross-site marketing profiles. Necessary website, security, or spam-protection services may use technical cookies or similar browser storage where required for operation or protection.

PayrollBudget and CTA Context

PayrollBudget and other product or service pages use the same ActiveSheets Contact form and privacy controls.

When you select a call-to-action such as Request a Demo or Schedule a Consultation, the website may pass controlled, non-personal context to the Contact form. For example, a PayrollBudget demo request may preselect Enquiry Type: Sales Inquiry; Product / Service: PayrollBudget; and Sales Intent: Demo.

This context does not include your identity or message. It is used so the website does not ask you to repeat information already established by the action you selected. You may change editable form selections before submitting.

Retention

ActiveSheets retains enquiry information only for as long as reasonably necessary for the purposes described in this notice.

Retention may depend on the type and outcome of the enquiry, including responding to Sales Inquiries, managing prospect or customer relationships in HubSpot, handling other business communications, business administration, security and fraud prevention, accounting, contractual or legal obligations, and dispute resolution.

Information that is no longer reasonably required should be deleted or anonymized, subject to applicable legal, contractual, security, accounting, backup, and dispute-resolution requirements. Limited operational logs should be kept only as long as reasonably required for troubleshooting, security, and operational review. Spam-rejected submissions are not retained as lead or enquiry records.

International and Cross-Border Processing

Some hosting, HubSpot, email, security, analytics, or infrastructure providers may process information in Canada, the United States, or other countries where they or their subprocessors operate. Information processed in another country may be subject to that country’s laws and lawful-access requirements.

ActiveSheets remains responsible for selecting and configuring providers appropriately for the launch workflow, but cannot prevent a foreign authority from exercising lawful powers over information processed in its jurisdiction.

Access, Correction, Withdrawal, and Deletion Requests

You may ask ActiveSheets to explain whether we hold personal information about your enquiry, provide access to information we can reasonably identify as yours, correct inaccurate information, withdraw consent for future handling where applicable, or delete information that is no longer required, subject to applicable obligations.

Submit a request through the Contact page, select General Enquiry, and begin your message with Privacy request.

We may need to verify that you are the person connected with the information before completing a request. We will not ask for more verification information than reasonably necessary. Withdrawing consent may prevent ActiveSheets from continuing to respond to an enquiry, but it does not invalidate handling that occurred before withdrawal.

Safeguards

ActiveSheets uses administrative and technical safeguards appropriate to the launch workflow. These include server-side validation, anti-forgery controls, spam protection, restricted configuration secrets, bounded message fields, safe email-header construction, role-based routing, controlled HubSpot integration, limited retry behavior, and limits on logging and storage.

No internet transmission or storage method can be guaranteed completely secure. Please use the form only for initial business enquiries and do not submit sensitive employee, payroll, credential, identification, health, or financial-record data.

Questions or Complaints

For a privacy question, request, or complaint, use the Contact page, select General Enquiry, and begin your message with Privacy request. ActiveSheets will review the request and respond through an appropriate channel.

You may also contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator if you believe your concern has not been resolved.

Changes to This Notice

ActiveSheets may update this Privacy Notice when website practices, service providers, analytics, legal requirements, or business processes change. The page will show the effective date of the current version. Material changes must be reflected here before the changed practice is introduced where advance notice or consent is required.