Privacy Policy

Our Commitment to Your Privacy

At Helios Path, we understand that trust forms the foundation of every successful professional relationship. When you choose our project documentation management services, you're entrusting us with sensitive business information that deserves the highest level of protection. This privacy policy outlines exactly how we collect, use, store, and safeguard your personal and business data.

We believe transparency isn't just good practice—it's essential for building lasting partnerships. That's why we've made this policy comprehensive yet accessible, ensuring you understand every aspect of how your information is handled throughout our professional engagement.

Information We Collect

Our data collection practices are designed around the specific needs of project documentation management. We only gather information that directly supports our ability to deliver exceptional service to your organization.

We collect this information through direct communication, file sharing platforms, project management systems, and secure client portals. Every piece of data we gather serves a specific purpose in enhancing our ability to manage your project documentation effectively.

How We Use Your Information

Your information powers every aspect of our service delivery. We use collected data to organize project documentation, coordinate with team members, track project progress, and ensure deliverables meet your specifications. Communication data helps us maintain consistent contact throughout project lifecycles and provide timely updates on critical milestones.

• Service Delivery: Processing project requirements, managing documentation workflows, and ensuring accurate deliverable completion.
• Communication: Sending project updates, scheduling meetings, and responding to service inquiries through your preferred channels.
• Quality Assurance: Analyzing project outcomes to improve our documentation processes and service standards.
• Security Monitoring: Protecting your data through access monitoring and threat detection systems.
• Legal Compliance: Meeting regulatory requirements and maintaining proper business records as required by law.

Data Sharing and Third Parties

We maintain strict control over your information and never sell personal data to third parties. However, effective project documentation management sometimes requires carefully managed data sharing with trusted partners who help us deliver superior service.

Cloud storage providers help us maintain secure, accessible project files. Communication platforms enable seamless collaboration with your team members. Professional service providers, such as legal and accounting firms, may access specific information when required for business operations or compliance purposes.

Every third-party relationship includes comprehensive data protection agreements that mirror our own privacy standards. These partners can only use your information for explicitly defined purposes and must implement security measures that meet our rigorous requirements.

Your Privacy Rights

To exercise any of these rights, simply contact us using the information provided below. We respond to all requests within 30 days and work diligently to accommodate your preferences while maintaining our ability to provide quality service.

Data Security and Protection

Security isn't an afterthought in our operations—it's built into every system and process we use. We employ industry-standard encryption for data transmission and storage, ensuring your information remains protected whether it's moving between systems or stored in our secure databases.

Access controls limit information availability to team members who need specific data to complete their work. Regular security audits identify potential vulnerabilities before they become problems. Backup systems ensure your project documentation remains available even during unexpected technical issues.

Our team receives ongoing security training to recognize and prevent common threats like phishing attempts and social engineering. Physical security measures protect our office environment and any printed materials containing sensitive information.

Data Retention and Deletion

We retain your information only as long as necessary to fulfill our service obligations and meet legal requirements. Project documentation is typically maintained for seven years following project completion, allowing us to provide ongoing support and meet standard business record retention requirements.

Personal contact information is retained while you remain an active client and for three years following your last project completion. This allows us to reconnect easily for potential future projects while respecting your privacy preferences.

When retention periods expire, we securely delete digital information and properly dispose of any physical documents. You can request earlier deletion of specific information, though we may need to retain certain records to meet legal obligations or resolve potential disputes.

International Data Transfers

As a Canadian-based company serving clients across North America, we may transfer your information between our systems and trusted partners located in different jurisdictions. All international transfers comply with applicable privacy laws and include appropriate safeguards to protect your information.

Cloud storage providers may maintain servers in multiple countries to ensure reliability and performance. We carefully evaluate the privacy laws and data protection standards in any jurisdiction where your information might be processed, ensuring adequate protection regardless of location.

Changes to This Policy

Business needs and legal requirements evolve over time, and our privacy policy may need updates to reflect these changes. We review this policy regularly and will notify you of any significant modifications that affect how we handle your information.

Minor updates, such as clarifications or additional contact information, may be made without individual notification. However, any changes that expand our data collection or alter our sharing practices will be communicated directly to active clients at least 30 days before implementation.