Privacy Policy

1. Accountability

SkillsMap is responsible for personal information under its control and has designated a Privacy Officer responsible for compliance with applicable privacy laws.

Contact: privacy@skillsmap.ca

2. Scope

This Privacy Policy applies to:

• website visitors
• platform users
• individuals whose information is provided by organizational customers
• consulting or service engagements

Where SkillsMap processes information on behalf of an organization, that organization is responsible for obtaining appropriate consent and authority.

3. Definition of Personal Information

"Personal information" means information about an identifiable individual, excluding business contact information where permitted by law.

4. Information We Collect

4.1 Information You Provide

• name
• email address
• organization name
• account credentials
• role/title
• communications and support requests
• content submitted to the Services (e.g., frameworks, competencies, documents)

4.2 Information Collected Automatically

• IP address
• device/browser data
• usage logs and interaction data
• timestamps
• cookies and similar technologies

4.3 Information from Organizations

• roles and permissions
• account status
• access configuration

5. Limiting Collection

We collect only the personal information necessary to fulfill the purposes identified in this Privacy Policy.

6. Purposes for Use

We use personal information to:

• provide and operate the Services
• authenticate users and manage access
• store and display framework and competency data
• enable publishing, sharing, and collaboration
• process billing and subscriptions
• provide support
• improve performance and functionality
• ensure security and prevent misuse
• communicate service updates
• comply with legal obligations

We do not use personal information for purposes other than those identified, except with consent or as required by law.

7. Consent

By using the Services or providing information, you consent to its collection, use, and disclosure as described.

Consent may be express or implied depending on context.

You may withdraw consent at any time, subject to legal or contractual limitations. Withdrawal may impact your ability to use the Services.

8. AI and Machine Learning Processing

SkillsMap uses internally managed machine learning systems to support certain product features, including:

• generating summaries of submitted content
• creating embeddings for search, retrieval, and contextual relevance
• improving system performance and functionality
• generating and improving job families

8.1 User-Controlled Processing

• AI-assisted features are user-initiated
• no content is processed for AI purposes unless the user explicitly triggers such functionality

8.2 Purpose Limitation

Customer content processed by machine learning systems is used solely to:

• provide requested functionality
• improve relevance, retrieval, and system performance

8.3 No Model Training on Customer Data

SkillsMap does not use Customer Data to train generalized or shared machine learning models.

Customer data is not used to:

• train models for other customers
• improve models outside the context of the customer's own usage

8.4 Data Handling

Content processed by machine learning systems:

• may be temporarily processed and stored to generate outputs
• may be transformed into derived representations (such as embeddings)
• remains subject to the same safeguards and retention policies described in this Privacy Policy

8.5 User Responsibility

You are responsible for determining whether content submitted to AI-enabled features is appropriate for processing.

9. Disclosure of Information

We may disclose personal information:

• to service providers (hosting, analytics, payments, support)
• to professional advisors
• as required by law
• in connection with business transactions
• within organizations based on configured permissions

SkillsMap remains responsible for personal information processed by service providers.

We do not sell personal information.

10. Cross-Border Transfers

Information may be processed outside Canada and subject to foreign laws, including lawful access by authorities.

11. Safeguards

We use reasonable safeguards, including:

• role-based access controls
• authentication systems
• encryption in transit and at rest where appropriate
• monitoring and logging
• contractual protections with vendors

No system is completely secure.

12. Retention

We retain information only as long as necessary for:

• service delivery
• legal compliance
• dispute resolution

Data may be anonymized or deleted when no longer required.

13. Accuracy

We take reasonable steps to ensure information is accurate. Users are responsible for keeping information current.

14. Access and Correction

You may request access to or correction of your personal information.

Requests: privacy@skillsmap.ca

Response time: typically within 30 days

15. Challenging Compliance

Concerns may be directed to the Privacy Officer.

If unresolved, you may contact the Office of the Privacy Commissioner of Canada.

16. Cookies

We use cookies to:

• maintain sessions
• improve performance
• analyze usage

Disabling cookies may affect functionality.

17. Third-Party Services

We are not responsible for third-party services linked or integrated with the platform.

18. Children

The Services are not intended for individuals under 13.

19. Changes

We may update this policy. Continued use constitutes acceptance.

20. Contact

privacy@skillsmap.ca