Privacy Policy

Ben Codes inc. (“Ben Codes,” “we,” “us”) respects your privacy. This Privacy Policy explains what personal information we collect when you visit ben.codes(the “Site”) or interact with us, why we collect it, how we use it, who we share it with, and the rights you have over your information.

We are headquartered in Québec, Canada, and we comply with the Act respecting the protection of personal information in the private sector (Québec, Law 25) and the Personal Information Protection and Electronic Documents Act (PIPEDA). We also make commercially reasonable efforts to align with the EU GDPR and the California CCPA/CPRA for visitors covered by those laws.

1. Who is responsible for your information

The data controller (and, under Québec Law 25, the person in charge of the protection of personal information) is:

2. Information we collect

2.1 Information you give us

• Booking information— when you book a discovery call, you provide your name, email address, and any information you include in the booking form (such as the reason for the call or your company name).
• Communications— when you email us or reply to a message, we receive the contents of that communication and your contact details.
• Marketing opt-in— if you subscribe to a newsletter or download a resource, we receive your email address and any other information you choose to provide.

2.2 Information collected automatically

• Usage and device data— IP address (truncated where possible), browser type, operating system, referring URL, pages viewed, time spent, and approximate geographic location derived from your IP address.
• Cookies and similar technologies— see section 5.

3. Why we use your information

• To schedule, confirm, and follow up on calls and meetings.
• To respond to your inquiries and provide our services.
• To send you transactional messages (confirmations, reminders, invoices).
• To send marketing communications when you have opted in, and to measure their effectiveness. You can unsubscribe at any time using the link in any marketing email.
• To understand how the Site is used, improve content, fix bugs, and secure the Site against fraud and abuse.
• To comply with legal obligations and to establish, exercise, or defend legal claims.

Where required by law, we rely on the following legal bases: your consent, the performance of a contract you have entered into with us, our legitimate interests in operating and improving our business, and compliance with legal obligations.

We do not use your personal information to make decisions about you based solely on automated processing.

4. Third-party service providers

We rely on a small number of trusted service providers to operate the Site and our business. These providers act on our behalf and only process your data for the purposes described below. Their servers are located outside Québec (primarily in the United States and the European Union), which means your information may be stored or processed outside your province or country.

4.1 Cal.com (scheduling)

We use Cal.com, Inc. to let you book calls with us. When you open the scheduling embed and book a slot, Cal.com receives your name, email address, selected time, time zone, any answers to intake questions, and basic technical metadata about your device. Cal.com sends you a confirmation email and adds the event to our calendar. Cal.com is based in the United States and the European Union. See cal.com/privacy.

4.2 ActiveCampaign (email and CRM)

We use ActiveCampaign, LLC to send transactional and marketing emails, manage our contact list, and record interactions (such as which emails you opened and which links you clicked). ActiveCampaign stores your name, email address, subscription status, and engagement history. ActiveCampaign may set a first-party cookie to associate your activity on our Site with your contact record. The data is hosted in the United States. See activecampaign.com/privacy-policy.

4.3 Google Analytics (audience measurement)

We use Google Analytics 4 (Google Ireland Limited / Google LLC) to understand how visitors find and use the Site. Google Analytics sets cookies (such as _ga) and collects your IP address (truncated before storage), device and browser information, the pages you view, and how you interact with them. Google processes this data on our behalf as an aggregated statistic and may transfer it to servers in the United States. See policies.google.com/privacy and Google’s GA data practices. You can opt out of Google Analytics by installing the browser opt-out add-on.

4.4 Hosting and infrastructure

The Site is hosted on standard cloud infrastructure (Vercel and related sub-processors) that processes server logs (IP address, request URL, timestamp) to deliver the Site and protect it from abuse.

We do not sell or rent your personal information to anyone. We may disclose information when required by law, to comply with a valid legal request, to enforce our agreements, or to protect the rights, safety, or property of Ben Codes, our clients, or others.

5. Cookies and similar technologies

A cookie is a small text file stored on your device. We use:

• Strictly necessary cookies— required for the Site to function (e.g. remembering your selected language).
• Analytics cookies— set by Google Analytics to count visits and measure usage patterns.
• Marketing/CRM cookies— set by ActiveCampaign to recognize you across visits and tie your activity to your contact record.

You can refuse or delete cookies at any time through your browser settings. Blocking analytics or marketing cookies will not break the Site.

6. How long we keep your information

We keep personal information only as long as needed for the purposes described above:

• Discovery-call and client records: for the duration of the relationship and up to seven (7) years afterward, to meet accounting and tax obligations.
• Marketing list: until you unsubscribe or ask to be removed.
• Analytics data: up to fourteen (14) months in Google Analytics.
• Server logs: up to thirty (30) days, unless retained longer for security investigations.

7. International transfers

Some of our service providers store and process personal information outside Québec, including in the United States and the European Union. Those jurisdictions may not offer the same level of protection as Québec or Canada. When we transfer personal information across borders, we rely on contractual protections (such as Standard Contractual Clauses or equivalent safeguards) with our service providers and we conduct a privacy impact assessment when required by Québec Law 25.

8. Your rights

Subject to applicable law, you have the right to:

• Access the personal information we hold about you;
• Correct information that is inaccurate, incomplete, or out of date;
• Delete your information or ask us to stop using it, subject to legal retention requirements;
• Withdraw your consent at any time, including by unsubscribing from marketing emails;
• Receive a copy of your personal information in a structured, commonly used format (data portability);
• Lodge a complaintwith the Commission d’accès à l’information du Québec (cai.gouv.qc.ca), the Office of the Privacy Commissioner of Canada (priv.gc.ca), or any other supervisory authority that applies to you.

To exercise any of these rights, email me@ben.codes. We will respond within thirty (30) days. We may need to verify your identity before acting on your request.

9. Security

We use reasonable technical and organizational measures to protect your personal information against loss, unauthorized access, alteration, or disclosure. No system is perfectly secure, but if we ever learn of a confidentiality incident that creates a real risk of serious injury, we will notify you and the Commission d’accès à l’information du Québec as required by law.

10. Children

The Site is not directed at children under the age of 14, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, please contact us so we can delete it.

11. Changes to this Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Effective date” above. Material changes will be communicated through the Site or, where appropriate, by email.

12. Contact us

For any question or request about this Privacy Policy or your personal information, contact our Privacy Officer at me@ben.codesor by mail at the address listed in section 1.