DecisionHub

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Privacy Policy

Effective October 22, 2026

DecisionHub Limited, based in Calgary, Alberta, Canada (“DecisionHub”, “we”, “us”), provides grant and funding-program management software. This policy explains how we handle personal information in connection with our website, business communications, customer administration and online payments.

1. Our role

We determine how personal information is used for our own website, business relationships, support and billing activities. We handle this information in accordance with applicable Canadian privacy requirements, including applicable federal and provincial private-sector privacy laws.

When an organization uses DecisionHub to run a funding program, that organization determines the purposes for which applicant, reviewer and program information is collected. We process that information on its instructions under our customer agreement and Data Processing Addendum. The organization’s privacy notice and those agreements govern that program information; this policy does not replace them.

2. Information we collect

  • Contact and organization details: your name, work email, telephone number, job title, organization and information you provide in a demo, support or other inquiry.
  • Account and service administration: account identifiers, authorized-user information, correspondence, preferences, support history and records needed to administer a customer relationship.
  • Billing and transactions: billing name, email, address, organization, tax information where provided, selected plan, amounts, currency, payment status, subscription dates and invoice or transaction identifiers.
  • Technical and usage information: IP address, browser or device information, page or service interactions, timestamps, security logs and cookie or similar identifiers where used.

We receive information directly from you, from your organization or authorized contacts, from your use of our services, and from service providers supporting customer administration and billing.

3. Why we use personal information

We use personal information to respond to inquiries; provide, administer and support services; authenticate authorized access; create and manage subscriptions; process payments, renewals and refunds; issue and maintain billing records; send operational notices; prevent fraud and abuse; investigate incidents; improve service usability; and meet legal, accounting and contractual obligations.

We send marketing communications only where permitted by law. You may unsubscribe from marketing without losing essential service, security or billing notices. We do not sell personal information or share it for third-party targeted advertising.

4. Billing information

DecisionHub invoices customers according to their agreements. This website does not collect card details or process online payments.

We maintain invoice, subscription and payment records needed to administer your agreement, confirm payments, resolve billing issues and meet recordkeeping obligations.

Do not email us a full card number, security code or banking password. Follow the payment instructions on your invoice and contact support if you need assistance.

5. When we share information

We disclose personal information only as reasonably needed:

  • To service providers supporting hosting, storage, communications, security, customer administration and payment processing, with protections appropriate to their role.
  • To authorized people within your organization for customer or billing administration.
  • To professional advisers and authorities where necessary to comply with law, respond to lawful requests, protect rights or investigate fraud and security incidents.
  • In connection with a proposed business reorganization, merger or transfer, subject to appropriate confidentiality safeguards and any legally required notice.

We do not provide one customer’s private program information to another customer. Additional restrictions and subprocessor requirements for customer-controlled program data are set out in the applicable customer agreement and Data Processing Addendum.

6. Processing locations

Our service providers may process website, business-contact, communications and payment information in Canada and other countries, including the United States. Information processed abroad may be accessible to courts, law enforcement or other authorities under that country’s laws.

Separately agreed data-location commitments for customer program data remain governed by the customer agreement and Data Processing Addendum. Contact us for information about providers relevant to your relationship.

7. Cookies and similar technologies

We use cookies or similar technologies where needed for sign-in, session preferences, security and reliable operation. Where analytics or other optional technologies are used, we provide any consent or choice required by applicable law.

You can manage cookies through your browser settings. Blocking necessary cookies may prevent sign-in or session preferences from functioning correctly.

8. Retention and security

We retain personal information for as long as reasonably necessary for the purposes above, including the customer relationship, billing support, dispute resolution and applicable legal or tax recordkeeping requirements. Different types of records may have different retention periods. We delete or de-identify information when no longer needed, subject to legal retention and normal backup processes.

Retention, export and deletion of customer program data follow the applicable customer agreement and Data Processing Addendum. A privacy request does not necessarily permit us to delete records we must lawfully retain.

We use reasonable administrative and technical safeguards appropriate to the information, including access restrictions and encrypted connections. No online service is completely risk-free. We investigate suspected incidents and provide notices as required by law and applicable customer agreements.

9. Your choices and requests

Subject to applicable law, you may request access to your personal information, correction of inaccurate information, information about its use or disclosure, withdrawal of consent for optional processing, or deletion where we no longer need to retain it. We may verify your identity and authority before responding.

Contact support@decisionhub.org with your request. We will respond within the time required by applicable law and explain any lawful restriction. If your request concerns information submitted to a funder’s program or portal, contact that organization first; we assist it under our agreement rather than independently altering its records.

You may unsubscribe from marketing using the message’s unsubscribe option or by contacting us. Cancelling a subscription, stopping marketing and requesting deletion are separate actions.

10. Children and third-party sites

Our business website and subscription services are intended for organizations and adults authorized to act for them, not for children making independent purchases. Where a customer’s program involves minors, that organization is responsible for the appropriate notices and permissions, with processing governed by our agreement.

Links to third-party websites are subject to those organizations’ privacy practices. Review their policies before providing information.

11. Updates and contact

We will post policy updates with a revised effective date and provide additional notice or obtain consent where required for a material change. Changes do not override a signed customer agreement or mandatory privacy rights.

DecisionHub Limited — Calgary, Alberta, Canada