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AIMGRADING LAB
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LEGAL

Privacy policy

[[Draft: replace with lawyer-approved text before launch]]

01POLICY

  1. 01Who is responsible. AIM Grading Lab Ltd. is responsible for personal information under its control. Contact our privacy officer at info@aimgrading.com with “Privacy request” in the subject. Business mailing address for privacy requests: AIM Grading Lab Ltd., PO BOX 12, Kelowna STN Main, Kelowna, BC V1Y 1Z9. Effective date: [[LEGAL EFFECTIVE DATE]]. This draft describes the intended service; we use your email, return address and order details to verify your email sign-in code, process payment through Stripe and return your cards.
  2. 02What we collect. When you contact us, we collect the name, email, optional order or certificate reference, topic, and message you provide. When submission services launch, we will collect contact and shipping details, order and card details, declared values, service communications, and payment references. Service operation may also involve IP addresses, security logs, and essential session information. Avoid including unnecessary sensitive information in messages.
  3. 03Why we use it. We use information to respond to enquiries, process and return cards, administer payments and reviews, maintain security, investigate disputes, comply with legal duties, and provide requested services. Declared values are used for eligibility and shipping arrangements. We only accept cards valued at $1,000 CAD or less per card; declared values are not published in certificate records.
  4. 04Consent and choices. We obtain consent where required and explain material new purposes before using information for them. You may withdraw consent, subject to lawful or contractual restrictions and reasonable notice; we will explain if this prevents us from completing a requested service. Marketing requires a separate opt-in and an unsubscribe option. Essential order and security notices are not marketing.
  5. 05Service providers. We use hosting and storage providers to operate the service and Resend for email. Stripe will process payments when checkout is enabled; full payment-card details are handled by the payment provider, not stored by AIM. Shipping carriers receive details needed to deliver parcels. Providers may process information outside Canada, where local laws may permit government access. [[Confirm processor locations and contractual safeguards before launch]].
  6. 06Public certificates. Card identity, grades, image fingerprints, certificate history and an internal grader code may be public. Certificate images are viewable and downloadable. Never include names, addresses, emails, order numbers or declared values in a public ledger record. Public ledger entries are designed to be permanent and cannot simply be erased; corrections are appended. We must check images and metadata for personal information before publication.
  7. 07Cookies and analytics. Essential browser storage or cookies may support security and session continuity, including a short-lived signed slab-check cookie. We do not use advertising trackers. [[Confirm analytics choice and cookie inventory before launch]]. We will update this policy and obtain any consent required before introducing non-essential tracking.
  8. 08Retention and security. We restrict access to those who need it and use reasonable technical and organisational safeguards. No system can promise absolute security. Personal information is retained only as necessary for stated purposes and legal duties, then securely deleted or anonymised. Original card images remain downloadable for as long as AIM Grading Lab Ltd. is in operation; downloads are not guaranteed after closure. [[Approve retention periods for enquiries, orders, payment references and security logs]]. Public ledger records follow the separate permanence rule above.
  9. 09Your rights. Subject to applicable exceptions, you may request access to and correction of your personal information and information about its use and disclosure. We may verify your identity without collecting unnecessary information. Requests will be addressed within applicable legal timeframes under BC’s Personal Information Protection Act and, where applicable, PIPEDA. We will explain any lawful refusal and available complaint routes.
  10. 10Complaints and incidents. Contact our privacy officer first so we can investigate. You may also contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada, as applicable. We assess security incidents and provide regulator and individual notifications when required by applicable law.