1. Who We Are & Scope
Noviya Consulting Corporation ("Noviya", "we", "us", "our") is a consulting company based in Vancouver, British Columbia, Canada, operating under the brand "Noviya" at noviya.io. We provide Workflow Discovery — the AI operational workflow audit: a fixed-fee diagnostic that identifies where time, money, and capacity are leaking out of a business's operations and tells the owner exactly what to do about it.
This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, submit a form, book a call through our booking widget, or contact us by phone, text message, or email. It applies to everyone who interacts with Noviya through these channels.
If you become a Workflow Discovery client, the business information we review during the engagement is additionally governed by the mutual non-disclosure agreement (NDA) we sign before the discovery begins and by your Client Service Agreement. Where those documents address how engagement information is handled, retained, or deleted, they apply alongside this policy, and they govern in the event of any conflict. If Noviya later operates a managed workflow or pilot for a client business, Noviya acts as a service provider/processor for that client. End-customer data used in that pilot is governed by the client's own privacy policy and the applicable Data Processing Annex or pilot agreement, not by Noviya using that data for its own purposes.
We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia's Personal Information Protection Act (BC PIPA), and Canada's Anti-Spam Legislation (CASL).
2. Information We Collect
We collect the following categories of personal information:
| Category | Examples |
|---|---|
| Contact information | Your name, email address, and phone number |
| Business information | Company name, your role, industry, team size, the tools you use, and details about your operations or challenges |
| Information you submit | Anything you provide through our website forms, the booking widget, phone calls, text messages, or email — including the substance of your inquiry |
| Booking details | The date, time, and details of any call or appointment you schedule with us |
| Technical & usage data | IP address, browser type, device information, pages visited, referring URLs, and similar analytics data, including data collected through cookies |
Through our website forms and messaging channels, we do not require sensitive personal information, and we ask that you not submit it. During a Workflow Discovery engagement, we may review real business records you choose to share with us — which can include limited personal information about your team or customers. That engagement information is handled under our mutual NDA and your Client Service Agreement, used only to perform the discovery, and deleted as described in Section 8.2.
3. How We Collect It
We collect personal information directly from you and automatically through standard web technologies:
- Website forms — When you fill out a contact or inquiry form on our site.
- Booking widget — When you schedule a call or appointment through our online booking calendar (powered by a third-party scheduling provider; see Section 7).
- Phone calls — When you call or are called on our business line. We may keep notes of our calls, and call details and any call records are stored in our CRM (see Section 7).
- SMS / text messages — When you text us or receive texts from our business number. The content of these messages is stored in our CRM.
- Email — When you email us or we correspond with you.
- Cookies & analytics — Automatically, as you browse our website (see Section 10).
4. Why We Use Your Information
We use the personal information we collect for the following purposes:
- Responding to inquiries — To answer your questions and respond to requests you send us.
- Scheduling & delivering Workflow Discovery — To book, confirm, and conduct discovery calls and to deliver Workflow Discovery.
- Follow-up — To follow up about your inquiry, your booking, or a proposed or active engagement.
- Service & marketing communications — To send you information about Noviya's services, offers, and relevant updates.
- Improving our website — To understand how visitors use our site and to improve its content and performance.
- Legal & security — To protect our business, prevent fraud or misuse, and meet our legal and regulatory obligations.
Consent to be contacted: When you submit your information or book a call, you are asking us to respond, so you consent to Noviya contacting you by phone, email, and/or text message about your inquiry, your booking, and the engagement you are exploring. Where you have inquired about or used our services, we may also send you commercial and marketing messages on the basis of that business relationship, as permitted by CASL. Every such message includes an easy way to opt out, and you can withdraw your consent or unsubscribe at any time (see Sections 5 and 6).
5. Consent
We rely on your consent to collect, use, and disclose your personal information, consistent with PIPEDA, BC PIPA, and CASL.
- Express consent — When you submit a form, book a call, or otherwise give us your contact details and ask us to respond, you are giving express consent for us to contact you and to use your information for the purposes described in Section 4.
- Implied consent — In some cases we may rely on implied consent or an existing business relationship, as permitted by CASL — for example, where you have recently inquired about or purchased our services.
You may withdraw your consent at any time. To withdraw consent, stop receiving communications, or have your contact details removed from our outreach lists, email us at [email protected] or use the unsubscribe option in any commercial message. Withdrawing consent may mean we can no longer provide certain services or respond to your inquiry, but it will not affect the lawfulness of any processing done before you withdrew.
6. CASL Compliance (Anti-Spam)
Noviya complies with Canada's Anti-Spam Legislation. Every commercial electronic message we send — whether by email or text — includes:
- Clear identification of Noviya as the sender, with our contact information;
- A working, easy-to-use unsubscribe mechanism (for example, replying STOP to a text, or using the unsubscribe link in an email).
We honour unsubscribe and opt-out requests promptly. Once you opt out, we will stop sending you commercial messages and will maintain a record of your request as required by law.
7. Disclosure & Sharing
We do not sell, rent, or trade your personal information. We share it only in the limited circumstances described below.
7.1 Service Providers / Processors
We use a small number of trusted third-party service providers ("processors") to operate our website and run our business. These providers process personal information on our behalf, under confidentiality obligations and only as needed to provide their services to us. They include:
- CRM, booking & messaging — Our customer relationship management and scheduling provider (GoHighLevel / LeadConnector), which stores contact records and powers our website forms, booking widget, and email/text messaging.
- Website hosting & security — Our hosting, content-delivery, and security provider (Cloudflare).
- Analytics — Standard web analytics that help us understand website traffic and usage.
- AI provider — During a Workflow Discovery or managed workflow engagement, we may use a commercial artificial-intelligence service (Anthropic or a comparable provider) to help analyze operational information. These providers process information under commercial API terms and do not use it to train their models.
We do not add new categories of processors that handle your personal information without updating this policy.
We do NOT sell, rent, or trade your personal information, and we do NOT use your information — and our AI provider does not use it — to train artificial-intelligence models.
7.2 Legal Disclosures
We may disclose personal information where required to do so by law, by a court order, or by a regulatory or governmental authority, or where necessary to protect our legal rights, our business, or the safety of others.
8. Data Storage, Cross-Border Transfers & Security
8.1 Storage & Cross-Border Transfers
Some of our service providers — including our CRM/booking provider, our hosting and security provider, and our AI provider (see Section 7.1) — store and process data on servers located outside Canada, including in the United States. When personal information is transferred outside Canada, it may be subject to the laws of those jurisdictions, including lawful access by foreign courts, law enforcement, and government authorities. We use providers that offer comparable protection through contractual and security measures. By providing your information, you acknowledge that it may be stored and processed outside Canada. If you have questions about our cross-border practices, you can contact our Privacy Officer (see Section 14).
8.2 Retention
We retain personal information only as long as reasonably necessary to fulfil the purposes described in this policy, to maintain our business records, and to meet legal, accounting, or regulatory requirements. When information is no longer needed, we take reasonable steps to securely delete or anonymize it. Records related to unsubscribe requests are kept as required by CASL.
Discovery-engagement data. If you engage Noviya for Workflow Discovery, the business information, working files, and any customer or call records we review to run the discovery are held only for the engagement. On completion or cancellation, on request we provide copies of what we documented for you, and we then permanently delete the working files and business data we held to run the discovery — normally within 14 days — and confirm the deletion in writing. The full terms are set out in your signed service agreement, which governs in the event of any conflict with this section.
Managed workflow / pilot data. If Noviya operates a managed workflow or pilot on behalf of a client business, Noviya processes end-customer or operational data only for the purposes instructed by that client and under the signed pilot agreement and Data Processing Annex. Return, deletion, breach notice, sub-processor, audit-log, and offboarding terms are governed by those client documents.
8.3 Security
We use reasonable physical, technical, and administrative safeguards to protect personal information against loss, theft, and unauthorized access, use, or disclosure. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. You provide your information at your own risk and are responsible for keeping your own account and device credentials secure.
9. Your Privacy Rights
Under PIPEDA and BC PIPA, you have the right to:
- Access — Request access to the personal information we hold about you.
- Correction — Request that we correct inaccurate or incomplete information.
- Withdraw consent — Withdraw your consent to our use of your information, subject to legal and contractual limits (see Section 5).
To exercise any of these rights, contact our Privacy Officer at [email protected]. We will respond within the timeframes required by law (generally within 30 days). We may need to verify your identity before fulfilling a request.
If you are not satisfied with how we have handled your personal information, you may file a complaint with:
- The Office of the Privacy Commissioner of Canada (www.priv.gc.ca); or
- The Office of the Information and Privacy Commissioner for British Columbia (www.oipc.bc.ca).
10. Cookies & Analytics
Our website uses cookies and similar technologies to function properly, remember your preferences, and understand how visitors use the site. We may use:
- Essential cookies — Required for the website and booking widget to work.
- Analytics cookies/technologies — To measure traffic and improve the site.
Our analytics may be provided by a third-party analytics service (see Section 7.1). You can control or disable cookies through your browser settings, although some features of the site may not function properly if you do. We do not sell your website-browsing data to anyone.
11. Third-Party Links
Our website and communications may contain links to third-party websites, tools, or services that we do not control. This Privacy Policy does not apply to those third parties, and we are not responsible for their content, privacy practices, or how they handle your information. We encourage you to review the privacy policies of any third-party sites you visit.
12. Children
Our website and services are intended for businesses and for individuals who are at least the age of majority in British Columbia (19 years of age). They are not directed to, and we do not knowingly collect personal information from, anyone under 19. If we learn that we have collected information from someone under 19, we will delete it.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page and post the updated version on our website. Your continued use of our website or services after an update takes effect constitutes acceptance of the revised policy.
Last updated: June 25, 2026.
14. Contact Us
For any questions, concerns, access requests, or complaints about this Privacy Policy or how we handle your personal info