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Privacy Policy

Effective date: September 24, 2026

A LEGAL DISCLAIMER

HighNote Performance Coaching ("HighNote", "we", "us" or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose and protect personal information through highnotescale.ai (the "Site") and in delivering our programs, in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.

Accountability

HighNote is responsible for the personal information under its control. Our Privacy Officer oversees our compliance with this policy and can be reached at sabrina@highnotescale.ai or at 102 Bloor St W, Toronto, ON M5S 1M8.

Information We Collect

  • Information you give us. When you complete a contact, demo or consultation form, we collect your name, work email, phone number, job title, organization name, type, size and industry, and details about the engagement you are considering, such as leadership goals, participants, preferred format, timing, budget range and any message you send. When you subscribe to updates, we collect your email address.

  • Program information. When you take part in a HighNote program, we collect registration and intake details (such as your role, experience and focus areas), any accommodations you request, session notes, diagnostic and assessment results, feedback and progress reports.

  • Recordings and AI analysis data. With your express consent, we record audio and video of you speaking during coaching sessions, masterclasses and simulated meetings. Our AI platform analyzes these recordings for patterns in voice, pacing, emotion, facial expression and other non-verbal communication. We treat recordings and the data derived from them as sensitive personal information.

  • Information collected automatically. When you visit the Site, our website platform (Wix) automatically collects technical information such as your IP address, browser type, device information, pages visited and referring website, using cookies and similar technologies.

How We Use Your Information

  • To respond to inquiries, provide demos and prepare proposals.

  • To deliver, personalize and measure our programs, including coaching insights and progress reporting.

  • To arrange accommodations so every participant can take part fully.

  • To send updates and insights you have asked to receive.

  • To operate, secure and improve the Site and our services.

  • To meet legal, regulatory and contractual obligations.

 

We use recordings and AI analysis data only to provide coaching insights and measure your development within your program. We do not sell personal information, and we do not use recordings or AI analysis data for advertising.

Consent

We collect, use and disclose personal information with your consent, except where the law permits otherwise. We obtain express consent before any recording or AI analysis begins. You may withdraw consent at any time, subject to legal or contractual limits, and you can take part in a program without being recorded; some AI-based feedback will not be available in that case. We send commercial electronic messages only with your consent, in line with Canada's Anti-Spam Legislation (CASL), and every message includes a way to unsubscribe.

Programs Sponsored by Your Organization

When your employer or institution enrolls you in a HighNote program, what your organization receives is set out in its Client Agreement and explained to you before any recording begins. By default, we share cohort-level insights and program outcomes with the sponsoring organization. We do not share your individual recordings with your organization without your consent.

How We Share Information

We share personal information only as needed to deliver our services, with:

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  • Service providers who help us operate, such as our website, forms and customer relationship platform (Wix), our AI analytics technology partner, and video conferencing, email and scheduling tools. They may use personal information only to provide services to us and must protect it.

  • Coaches and program partners involved in delivering your program, who are bound by confidentiality obligations.

  • Authorities or other parties where required or permitted by law.

  • A successor organization in connection with a merger, acquisition or sale of all or part of our business, subject to this policy.

Where Information Is Stored

Some of our service providers store or process information outside Canada, including in the United States. While information is outside Canada, it is subject to the laws of that jurisdiction and may be accessible to its courts and authorities. We take reasonable contractual and technical steps to protect information wherever it is processed.

Retention

We keep personal information only as long as needed for the purposes described in this policy or as required by law. Recordings and AI analysis data are kept for the duration of your program and a limited period afterward to complete final reporting, then securely deleted, unless you or your sponsoring organization request earlier deletion.

Security

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, including access controls, encrypted transmission and limiting access to people who need it. No method of transmission or storage is completely secure, but we work to protect your information and will notify you and the relevant authorities of any breach as required by law.

Your Rights

You may ask to access the personal information we hold about you, correct it, withdraw your consent or request deletion. Residents of Quebec and other jurisdictions may have additional rights under local law. To make a request, email sabrina@highnotescale.ai. We will respond within 30 days, or tell you if we need more time as the law allows. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Cookies

The Site uses cookies set by Wix that are needed for the Site to function, along with cookies for basic analytics and performance. You can control or delete cookies through your browser settings. Blocking some cookies may affect how the Site works.

Children

The Site and our programs are intended for adults. We do not knowingly collect personal information from children under 16 through the Site.

Changes to This Policy

We may update this Privacy Policy from time to time. Updates take effect when posted, as shown by the effective date above. If we make material changes, we will take reasonable steps to let you know.

Contact Us

Privacy Officer, HighNote Performance Coaching
102 Bloor St W, Toronto, ON M5S 1M8
sabrina@highnotescale.ai

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