Privacy Policy
Effective date: October 27, 2026
1. Responsibility and scope
Athenia Decision Systems Inc. ("Athenia", "we", "us") is responsible for personal information collected through this website and related inquiries, email, calls, meetings and follow-up. This policy follows that information into our business systems; it is not limited to the moment you submit a form.
Client engagements may require additional privacy notices and contractual safeguards. This policy does not authorize unrestricted use of information received during an engagement or override client confidentiality obligations. Bob Izsak is our privacy contact.
2. Information we collect
We collect only information reasonably needed for the purposes we explain. Information you provide may include your name, company, business email, optional role/title, inquiry and subsequent correspondence. A telephone number or other details are collected when you choose to provide them. Future resource requests, event registrations or subscriptions may involve the information needed for that particular request.
Our website and service providers may process IP addresses, browser/device details, requested pages, access times and security or delivery records. Necessary cookies or similar technologies may support website operation and abuse prevention; they are not used by Athenia for advertising. Please do not submit passwords, sensitive personal information or confidential information about other people through an initial inquiry.
3. How we use information
At launch, we use information for inquiries, related follow-up and essential website operation and security. Optional analytics, marketing subscriptions, generative AI processing, recording and advertising are not enabled by default. Before introducing an additional activity described below, we assess its privacy implications, explain the specific use and providers, implement safeguards and obtain the applicable consent. Describing an activity in this policy does not, by itself, authorize it.
How we use your information today
3.1 Inquiries and relationship management
We use your contact details, stated needs and correspondence to respond, assess service suitability, prepare discussions and arrange relevant next steps. Records may be managed in business email or an approved contact-management system for these purposes. We do not automatically add inquiry contacts to marketing lists.
Additional uses we may introduce later
3.2 Resources, events and Insights
We use request or registration details to deliver the resource or event you request and related practical communications. Optional newsletters, Insights and promotional invitations require a separate affirmative opt-in under our policy. Requests do not automatically subscribe you. Marketing messages identify Athenia and provide an unsubscribe option; we process withdrawals without delay and within ten business days.
3.3 Website analytics
Optional analytics would help us understand page usage and improve the website. We prefer aggregate measurement with minimal identifiers. Before enabling optional visitor analytics or session replay, we explain the tools, data and retention and obtain express consent. Without that consent, optional tracking stays off. Form contents are excluded, and browsing is not linked to named contacts without a separate informed choice.
3.4 AI assistance and chatbots
Approved AI tools may later assist with summaries, inquiry classification, meeting preparation or draft responses. Before processing identifiable inquiry or meeting content with generative AI, we explain the purpose, provider and material privacy implications, obtain express consent and offer a non-AI alternative. People review outputs and remain responsible for decisions; AI does not make final consequential decisions about individuals. We do not use identifiable inquiry or meeting content to train or fine-tune AI models or authorize providers to do so. Any public chatbot will identify itself as AI and explain its data handling before collection.
3.5 Recording and transcription
We record or create automated transcripts of calls and meetings only after explaining the purpose, processing arrangements and retention, and obtaining participants' express consent. A non-recorded alternative is available. Recordings and transcripts support the agreed discussion and notes; they are not reused for marketing or model training. Consent to a meeting is not consent to recording.
3.6 Improving services and developing knowledge
We may use anonymous, aggregated themes to improve our methods and resources. Removing names alone is not sufficient: people must not reasonably be identifiable from the information or its context. Raw correspondence does not automatically enter a reusable knowledge library. Identifiable reuse requires a specific lawful purpose and appropriate consent; publishing identifiable examples, testimonials or case studies requires separate written permission and respect for business confidentiality.
3.7 Associates, service providers and referrals
Authorized personnel, associates and providers receive only information needed to assist with your inquiry or agreed work, under confidentiality and restricted-use obligations. Athenia remains accountable for processing on its behalf. We seek separate express consent before referring your identifiable information to an independent business for its own purposes. We do not sell or rent personal information.
3.8 Personalization and advertising
Behaviour-based personalization, advertising retargeting and contact-list matching are not enabled at launch. If introduced, we will explain the data, recipients and purpose and obtain separate express consent before tracking or sharing, including sharing coded contact identifiers. These choices will be optional and withdrawable without affecting ordinary access or inquiries. Sensitive information and confidential inquiry contents will not be used for advertising.
4. Consent and your choices
We identify collection purposes at or before collection. Providing an inquiry enables us to respond to that inquiry and arrange related follow-up; it is not blanket consent to all uses described here. Visiting the website is not consent to optional tracking. We seek express consent for sensitive, unexpected or optional uses and do not make unnecessary uses a condition of service.
You may withdraw consent or change preferences through the relevant control or our privacy contact. We explain any effect on our ability to fulfil your request. Limited exceptions to consent may apply where collection, use or disclosure is specifically authorized or required by law.
5. Providers and processing outside Canada
Cloudflare supports website hosting and security. Formspree processes and stores website inquiry submissions and sends notifications to our business email. Google Workspace supports business email and delivery of those notifications. Other selected service providers support the functions described above when activated. We assess providers and use contractual or other appropriate protections, including restrictions on access, reuse and retention.
Depending on the provider and configuration, information may be processed or stored outside Canada, including in the United States, and be subject to lawful access by courts or authorities there. Contractual safeguards do not override those laws. Contact us for information about our current providers and processing arrangements. Optional-feature notices identify the relevant providers before you choose.
6. Storage, retention and safeguards
Website inquiry submissions are processed and stored in our Formspree account, with notifications delivered to our business email inbox through Google Workspace. Email and delivery systems also process and store information. Access is limited to personnel authorized to handle the inquiry. Limited technical records may also exist for delivery, security and troubleshooting.
We retain information only as needed for the stated purpose, reasonable follow-up, necessary business records or legal obligations. We review records and delete or anonymize those no longer needed. Minimal consent and suppression records may be retained to demonstrate permission or respect an unsubscribe request. Restricted backups are removed through the relevant retention cycle and are not used for routine marketing.
We take reasonable steps to keep personal information accurate and current for its intended use. Please tell us when relevant details change.
Safeguards include restricted access, account protections, secure transmission and confidentiality requirements appropriate to the information. No system guarantees absolute security. We investigate suspected privacy incidents and notify affected people and authorities where required by applicable law.
7. Access, correction and concerns
You may ask what personal information we hold about you, how it is used or disclosed, request access or correction, and ask for deletion when it is no longer required. Rights and exceptions depend on applicable law; deletion is not unconditional. We verify identity using only the information reasonably necessary.
We respond to access requests within 30 days, subject to lawful extensions and applicable requirements. We notify you of any permitted extension within the applicable response period. If access is refused, we explain the reason, subject to legal restrictions, and your complaint options. Access is provided in an understandable form at minimal or no cost. We investigate privacy concerns raised with our privacy contact and respond. You may also complain to the Office of the Privacy Commissioner of Canada or the appropriate provincial authority.
Bob Izsak | Privacy contact
Athenia Decision Systems Inc.
Email: info@atheniasystems.com
Telephone: 905-466-4605
8. Policy changes
We update this policy and its effective date as practices change. Material changes are explained before they apply, and new consent is obtained where required. An updated policy does not retroactively authorize a different use of earlier contacts' information. Existing consent choices remain applicable.