Privacy Policy

The Minery Ltd. is an automotive HR and leadership consulting firm based in Ontario, Canada. We operate this portal for our client dealerships and their people. For anything in this policy, write to us at info@theminery.com or at the address at the end of this page.

For information a client organization puts into the portal about its own employees, that client is the organization deciding why the information is collected, and we handle it on their behalf.

By signing in to the portal, you consent to the collection, use and disclosure of information as this policy describes. Where a client organization gives us information about its people, we rely on that organization to have the authority to do so. You can withdraw your consent by writing to info@theminery.com — though withdrawing consent the portal cannot operate without may mean closing your account.

• Account information — name, email address, role, the organization you belong to, and a hashed password. We never store passwords in readable form.
• Client and contact records — dealership details and the people we work with there, including names, business email addresses, phone numbers and roles.
• Assessment content and responses — the questions our consultants build, and the answers respondents submit, including free-text answers and any files a respondent uploads.
• Documents — contracts, proposals, project files and other documents uploaded through the portal, together with the record of who signed a contract and when.
• Work records — projects, proposals, checklists, notes, news posts and internal ideas created in the portal.
• Billing information from QuickBooks — when an authorized administrator connects our QuickBooks Online account, the portal reads invoice data (amounts, dates, status, customer names) so it can be shown in the portal. The portal only reads; it never creates or changes anything in QuickBooks.
• Security and activity records — sign-in attempts, actions taken in the portal, and, for sign-ins, contract signatures and integration connections, the IP address and browser identification associated with the event. These exist to keep accounts secure and to evidence who approved what.

Assessment answers deserve a special word. Free-text responses can contain sensitive personal information — health, conflict at work, other private matters — and we treat them with heightened care: they are visible only to the consultants and administrators responsible for that assessment, they are never used to train anyone's models, and they sit behind the same encryption and access controls as everything else described here.

To provide the portal and the consulting work it supports: giving you access to your organization's materials, running assessments and producing their summaries, preparing and signing contracts, tracking projects, showing billing information, and keeping the service secure. We do not sell information, and we do not use it for advertising.

Access follows your role. People at a client organization see their own organization's materials. Our consultants see the organizations assigned to them. Our administrators can see the portal as a whole in order to run it. Assessment responses are visible to the consultants and administrators responsible for that assessment.

A group assessment summary can be exported as a file or shared through a link generated in the portal. Anyone holding that link can read that report, so share it deliberately.

We rely on a small number of service providers to run the portal — for hosting and file storage, for sending portal email such as invitations and password resets, for the automated systems described below, and for the QuickBooks connection. They may use information only to provide their service to us, never for their own purposes.

• Where information is stored — portal data, including uploaded files, is held on servers located in Canada.
• Automated summaries and the voice assistant — some features send content to an automated system to produce a result, such as a summary of assessment responses. That content is processed to generate the result and is not used to train anyone's models.
• The QuickBooks connection — active only when an administrator has connected our QuickBooks Online account, and used only to read invoice data into the portal.

Storage is in Canada, but some processing crosses the border: the providers behind email delivery, the automated summaries and voice features, and content delivery may process information outside Canada, most commonly in the United States. While information is in another country it is subject to that country's laws, and courts and authorities there may be able to require access to it. We choose providers that commit to using information only to provide their service to us.

We have deliberately kept the specific vendors out of this page. If you need the current list — for a security review, a vendor questionnaire, or your own records — ask us and we will provide it. Contact details are on theminery.com and at the end of this page.

The portal does not use advertising or tracking cookies. It keeps your sign-in token and some interface preferences in your browser's local storage, and uses one functional cookie to remember view preferences between tabs. Clearing your browser storage signs you out.

While a client relationship is active, we keep the information the work needs. When a relationship ends, the client organization has 90 days to retrieve its materials; after that window we delete the organization's information from our active systems, keeping only what law, accounting or an ongoing dispute requires us to keep, for as long as it requires it. Client organizations can also ask us to remove specific records earlier; where we are able to, we will.

Traffic to the portal is encrypted in transit. Files are stored in access-controlled storage and served only through the portal after an access check. Integration credentials, such as the QuickBooks tokens, are encrypted before they are stored and are never sent to the browser. Access to the portal requires a password, repeated failed sign-ins lock an account temporarily, and administrative actions are recorded.

No service can promise perfect security. If a breach affects your information, we will act on it and notify affected individuals, and — where the breach creates a real risk of significant harm — we will also report it to the Office of the Privacy Commissioner of Canada and keep the records of the incident that the law requires.

You can ask us what information we hold about you, ask us to correct it, or ask us to delete it. Where the information belongs to a client organization's account, we will work with that organization to answer you. Write to info@theminery.com.

If you are not satisfied with how we have handled a privacy question or request, you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

If we change how the portal handles information, we will update this page and the date at the top. Continuing to use the portal after a change means the updated policy applies.

The Minery Ltd.
200 Queens Ave, Suite 110
London, ON N6A 1J3
Canada
info@theminery.com