Legal & Policies

Privacy Policy

This policy explains what we collect, why we collect it, and what you can ask us to do about it. It applies to gwizweb.com and to the client and tenant portals we host.

What we collect

• Details you give us. Name, email address, company, role and anything you write in a form when you request an audit, a scope consultation, or support.
• Account information. Email address, name and role for people signed in to a portal.
• Payment information. Handled by Stripe. We receive a confirmation and the plan purchased. We never see or store your full card number.
• Technical information. IP address, browser type and pages requested, kept in server logs for security and troubleshooting.

Why we use it

• To answer your enquiry and prepare a quote.
• To provide, host and support the services you buy.
• To take payment and meet accounting and tax obligations.
• To keep the service secure and investigate misuse.

Where the law requires a legal basis, we rely on performing our contract with you, our legitimate interest in running and securing the service, your consent for optional cookies, and compliance with legal obligations.

Who we share it with

We use a small number of processors, each handling only what their function requires:

• Google Cloud — hosting, storage and databases.
• Stripe — payment processing.
• SendGrid — sending notification and transactional email.

We do not sell or share your personal information for behavioural advertising.

Cookies

Essential cookies keep you signed in and protect checkout; these cannot be switched off. Analytics and marketing cookies are optional and off until you turn them on. If your browser sends a Do Not Track or Global Privacy Control signal, we treat that as declining the optional categories and record that decision.

Change your cookie settings

How long we keep it

• Enquiries and consultation requests: 24 months from last contact.
• Customer and billing records: 7 years, to meet tax and accounting rules.
• Server logs: 90 days.

Your rights

Depending on where you live, you may have the right to see the information we hold, correct it, delete it, take a copy elsewhere, object to certain uses, or withdraw consent. Residents of the EU and UK have these rights under the GDPR, residents of Canada under PIPEDA, and residents of California under the CCPA as amended by the CPRA, including the right not to be discriminated against for exercising them.

Use the request form below, or email info@gwizweb.com. We respond within 30 days.

Where your data is stored

Most of our infrastructure runs in Google Cloud's us-central1 region. The assessment and claim intake paths — the ones carrying claimant-identifying and clinical material, and the ones PIPEDA and SABS workflows touch — are stored in northamerica-northeast2 (Toronto). The platform as a whole is not Canadian-resident, and we do not claim it is: two of eleven stores are in Canada and the rest are in United States regions.

The store-by-store table, and what it would take to move a store to a Canadian region, are set out in Data residency & tenant isolation in our Governance & Architecture statement. That page is the authority on this and is re-checked against the live infrastructure rather than carried forward. Where a residency obligation applies to you, raise it before signing so it is scoped as part of the engagement.

If you are outside the region your data is stored in, it is transferred there and protected by the standard contractual clauses our providers operate under.

Terms of Service

The agreement

These terms apply when you buy or use our services. A written proposal or statement of work, where one exists, takes precedence over anything here that conflicts with it.

Fees and billing

• Engagement setup fees are one-time and payable before work begins.
• Hosting and user seats are billed monthly in advance and renew until cancelled.
• Prices shown in currencies other than US dollars are indicative; the final conversion is applied by Stripe at checkout.
• Taxes are added where applicable.

Cancellation

You may cancel a recurring subscription at any time, effective at the end of the paid period. One-time setup fees are not refundable once the work has started.

Your responsibilities

• Keep your account credentials secure and tell us promptly if they are compromised.
• Make sure you have the right to any content or data you give us to host.
• Do not use the service unlawfully or to harm others.

Intellectual property

You keep ownership of your content and data. We keep ownership of our platform, tooling and anything we built before or outside your engagement. On full payment you receive a licence to use the deliverables we built for you.

That licence is non-exclusive and is granted per tier. What each tier includes, and what the recurring component covers, is set out in Licensing & the Estimator.

One boundary is worth stating here rather than only there, because it is the one most often assumed the other way. The output of our APIs is yours — the records, documents and responses a service returns to you are your data and you may use, export and retain them. The orchestration engines that produce it are not licensed to you: the intake, validation and sequencing engines are protected trade secrets, run only in our infrastructure, and are not distributed or licensed for self-hosting. Nothing in these terms grants a right to the implementation behind an endpoint you are entitled to call. The full position, including what we do not claim, is in What integrators see, and what stays internal.

Liability

Nothing here limits liability that cannot lawfully be limited. Otherwise, our total liability is capped at the fees you paid us in the twelve months before the claim, and neither party is liable for indirect or consequential loss.

Enterprise Service Level Agreement

This SLA applies to customers on an enterprise agreement.

Availability

We target 99.9% monthly availability for hosted services, measured excluding scheduled maintenance announced at least 48 hours ahead. If we miss it, you may request a service credit within 30 days of the affected month.

Backups

Databases are backed up daily and retained for 7 days.

Accessibility Statement

We want this site to be usable by everyone, including people who use a screen reader, navigate by keyboard, or need larger text or stronger contrast.

Our commitment

We aim to meet WCAG 2.1 Level AA, and we apply Level AAA contrast on body text where it does not compromise legibility elsewhere.

What we have done

• A toolbar on every page for text size (100–150%) and high-contrast or monochrome viewing. Open it with the button at the bottom right, or press Alt + A.
• A "skip to main content" link as the first item for keyboard users.
• Visible focus outlines on every interactive control.
• Text alternatives for images, icons and status badges.
• Layouts that reflow to 320px and respect reduced-motion preferences.

Known limitations

Some longer video material does not yet have captions. We are working on it, and we will provide a transcript on request in the meantime.

Tell us if something does not work

Email info@gwizweb.com with the page and what happened. We aim to reply within 5 business days and will offer the information in another format if that is quicker for you.

Data Subject Rights (DSAR)

You can ask for a copy of your information, ask us to correct or delete it, or opt out of sale and sharing. We verify who you are before acting, and we reply within 30 days. Requests go to info@gwizweb.com.