Back to websitePrivacy Policy
Effective date: 21 September 2026.
Who is responsible
This Privacy Policy describes how 14660781 Canada Inc., trading as Halyard Group (“Halyard”, “we”, “us” or “our”) handles personal information associated with halyardcorp.com, enquiries, introductory calls and related business communications. Our address is 1261 Henry Street, Unit 2, Halifax, Nova Scotia, B3H 3J6, Canada. Max Bates is responsible for privacy requests. Our privacy contact is info@halyardcorp.com. We remain responsible for personal information under our control when service providers process it for us. Client engagement data is also subject to the applicable written agreement; this policy does not authorize access to a client’s systems or records.
Information we collect
We collect contact details, company and role information, booking answers, business needs and other information you provide in forms, messages and meetings. Our booking form asks for your phone number, first name, last name and email address. iClosed can capture the primary contact fields before you complete the remaining booking steps. We also hold correspondence, appointment details and communication preferences. Recorded meetings may include your voice, image, screen content and statements, together with transcripts and generated notes. Technical services may collect IP addresses, device and browser information, timestamps, interactions and diagnostic information. Do not submit identification documents, financial account details, confidential client records or other sensitive third-party information through public forms.
Why we use information
We use information to respond to enquiries, prepare for and arrange meetings, understand business needs, assess potential fit, manage relationships and provide requested follow-up. We also use information for consented marketing, appointment reminders, security, troubleshooting, administration and compliance with applicable obligations. We identify the purposes of collection and obtain consent where required. If we propose a materially different use, we provide appropriate notice and obtain fresh consent where required rather than treating an earlier opt-in as unlimited permission.
AI-assisted enrichment and communications
We may use information from enquiries, booking answers and business communications with OpenAI’s ChatGPT or Anthropic’s Claude, through business accounts or APIs, to interpret answers, prepare for meetings and draft personalized outreach or follow-up. This does not mean every booking is automatically sent to either provider. AI-generated interpretations can be inaccurate. Contact info@halyardcorp.com to request a correction or discuss your concerns about AI-assisted handling. Vendor retention, processing locations and use of information depend on the particular product, agreement and settings; we do not promise zero retention or Canada-only processing.
Calls, recordings and transcription
We use Zoom and Fathom for meetings, recording, transcription and AI-assisted notes. Fathom is configured to record meetings automatically; automatic advance consent-request emails are switched off. Recordings and notes support meeting preparation, business records and follow-up. We have also enabled Fathom’s option to use data it describes as anonymized to improve its own AI. Fathom’s privacy policy describes how, depending on account settings, it uses de-identified meeting content for its in-house models. This is distinct from our use of meeting notes for your enquiry. New recording links default to access for explicitly added people, and automatic sharing of summaries and recordings with attendees is off. If you prefer not to be recorded or included in that processing, contact info@halyardcorp.com before the meeting so we can arrange an unrecorded conversation or communicate by email. This policy is not, by itself, permission to record a meeting.
Email, text messages and your choices
People who opt in may receive email marketing sequences. Email and text reminders may also be used to manage bookings. Providing contact details or booking a meeting is not blanket permission for promotional messages. You can contact info@halyardcorp.com to withdraw marketing permission or change communication preferences, and use the unsubscribe method included in a marketing email. Necessary responses to your enquiry and appointment administration are separate from optional marketing. We may retain a limited record of your preference to help prevent unwanted recontact.
Providers and other disclosures
Depending on the activity, service providers may include Framer for the website; iClosed for scheduling; Kit for email marketing; Close CRM for relationship management; Slack, Google Workspace and Airtable for communications and operational records; OpenAI and Anthropic for AI assistance; and Zoom and Fathom for meetings and meeting records. Zapier may be used where an integration is configured; its inclusion here does not mean a booking automation is active. Not every provider receives every record. Providers may use subprocessors under their own service arrangements. Information may also be disclosed to professional advisers, where legally required, or to establish, exercise or defend legal rights. Applicable confidentiality and legal requirements also govern a business transfer involving personal information.
International access and processing
Personnel may access our systems from Canada, The Bahamas, the United States and the Philippines. These are access locations, not a complete list of storage locations. Providers may store or process information in these and other countries under their service arrangements. Information processed abroad may be accessible to courts, law enforcement or other authorities under local law. We do not promise that information remains exclusively in Canada. Contact info@halyardcorp.com with questions about a particular workflow or transfer.
Cookies, analytics and embedded services
The website and embedded booking services can use technical storage and third-party requests for delivery, security, analytics and related functions. An embedded service can have different practices from the main website. Where applicable law requires permission for optional tracking, it must be obtained before that tracking is activated, with a way to withdraw it. You can control browser storage through your browser, although blocking it may affect some functions. You may contact us by email instead of using the embedded scheduler. This policy does not itself switch tracking off or constitute consent to optional tracking.
How long we keep information
We have not yet implemented a routine deletion schedule across our systems. Records have historically been retained without a fixed expiry, and our Fathom Free account retains recordings until they are manually deleted. We do not currently operate automatic 90-day recording deletion or a 12-month enquiry-deletion rule. You can contact info@halyardcorp.com to request deletion or ask about particular records. Applicable legal or contractual requirements, disputes and legal holds can affect whether information may be deleted. Provider copies and backups may have different deletion processes. Any future retention schedule will be reflected here once implemented.
Security and access
The default link-access setting for new Fathom recordings is restricted to people explicitly added. Other systems have their own access and security settings. We do not guarantee absolute security or that every service has identical protections. Please avoid sending sensitive information through public forms. Report suspected privacy or security incidents to info@halyardcorp.com. Applicable law governs incident assessment and any required notifications.
Requests, corrections and complaints
Contact info@halyardcorp.com to request access or correction, ask about use or sharing, withdraw consent, request deletion where applicable, or raise a complaint. Rights and exceptions depend on the law applying to your information; deletion is not absolute where records must lawfully be retained. We may request proportionate identity verification, explain any permitted refusal or extension, and respond within applicable deadlines. Do not send identification documents unless we arrange a suitable method. You may complain to the Office of the Privacy Commissioner of Canada or another authority with jurisdiction; contacting us does not prevent you from doing so.
Business audience and updates
Our services are directed to business representatives, not children. Contact us if you believe a child has submitted personal information. We may revise this policy when practices or legal requirements change, displaying the effective date and providing additional notice or obtaining consent when required. Merely updating this page does not retroactively authorize an incompatible use of information.