Privacy Policy

Last updated: 2 November 2026

Adapting Services ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use, disclose, and safeguard your personal information when you visit adapting-services.ca or engage our services. We handle personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

1. Information we collect

Information you provide, such as your name, email address, company name, and any details you include when you complete our contact form or book a discovery call.
Information collected automatically, such as your IP address, browser type, device information, and pages visited, gathered through cookies and similar technologies.

2. How we use your information

To respond to your enquiries and provide the services you request.
To schedule and conduct discovery calls and engagements.
To improve our website and understand how visitors use it.
To send you relevant communications, where you have consented to receive them.

3. Consent

By providing your personal information to us, you consent to its collection, use, and disclosure as described in this policy. You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting us at the address below.

4. Process Scan emails: your report and two follow-ups

The free Process Scan works without giving us any personal information. If you use the optional "Email me my report and two follow-up emails" box and tick the consent checkbox, we collect your email address, your name (if you give it), a record of your consent (the exact wording you agreed to, its version, the date and time, and the page you were on) and the general category of your scan result, such as "quotes and follow-up". We use these to email you your PDF report now and to send you two short follow-up emails over the following week about practical next steps. We do not send anything else from this sign-up. If you later hear from us about anything more, it will be because you asked or because you separately agreed to it.

Who handles it. The consent record is stored by our website host's form service (Netlify). Your email address, the report and the follow-up emails are handled by our email delivery provider (Resend). Both may store data outside Canada. Resend stores data in the United States.

Who is sending. Sean Martin, Adapting Services, Niagara Falls, Ontario. Our mailing address is included in every one of these emails. Contact: smartin@adapting-services.ca.

Stopping. Each follow-up email has an unsubscribe link and our mailing address. You can also reply STOP to any of these emails or write to smartin@adapting-services.ca. When you unsubscribe we stop sending you these emails and keep only your email address on a do-not-email list so we do not email you again. You can ask us to delete the rest of your information at any time.

Problem Finder. The Problem Finder on the same page works the same way. If you use its optional "Email me this report" box and tick the consent checkbox, we collect your email address, your name (if you give it), the same consent record, and the business areas and problems you ticked. We use these to email you your report now and two follow-up emails over the following week, built from the problems you ticked. Anything you typed in your own words is not put into these emails. The same providers, sender details and ways of stopping apply. If you instead use "Send my report to Sean", your name, email, company and report are stored by Netlify Forms so Sean can reply to you; that does not sign you up to any emails.

Report links. A Problem Finder report link (the address ending in ?r=...) holds your answers inside the link itself, including anything you typed, so anyone you share it with can open the same report. We do not store reports on our servers. Links in our emails leave out what you typed.

PDF report. If you click "Download my PDF report" on the Process Scan result page, the answers you gave in the scan (and the business name, if you type one) are sent once to a server function that builds the PDF for you. We do not store them or log them, and the free-text process notes you type in the scan are not sent. Downloading does not involve your email address.

Emailing the report. If you choose "Email me the report", tick the consent box and enter your email address, we use that address once to send you one email with your PDF report attached, and a copy of that email (including the report) is sent to Adapting Services. We do not add you to a mailing list and we do not store your email address or scan answers on our website; the address and the message are held only in the send log of our email delivery provider (Resend, which stores data in the United States) and in our own mailbox. Every such email includes our name and mailing address and says: reply STOP and we won’t email you again. You can also contact us at smartin@adapting-services.ca to ask us to delete your information or stop contacting you.

If you sign up for the "AI Tools for Real Business Processes" newsletter on our website and tick the consent checkbox, we keep your email address, your name (if you give it), the source that brought you to the sign-up (for example, a link on LinkedIn), and a record of your consent (the wording you agreed to, its version, the date and time, and the page you were on). This lets us send you the newsletter, which may mention Adapting Services' services, and prove that you asked for it. The sign-up is stored by our website host's form service (Netlify) and then held in our email delivery provider (Resend), which may store data in the United States or elsewhere outside Canada.

Every newsletter includes our name, our mailing address and an unsubscribe link. You can also reply STOP or email smartin@adapting-services.ca at any time. When you unsubscribe, we stop sending you the newsletter and remove you from our active list.

Some links in the newsletter and on our website are labelled as affiliate or referral links. If you sign up with that company through one of those links, we may receive a reward, and that company may tell us that you signed up. What you give that company is covered by its own privacy policy, not ours.

5. Process Playbook: saving your processes

The Process Playbook keeps the processes you add, and the time each step takes, in your own browser. Nothing you type there is sent to us unless you choose "Save across devices".

Saving across devices. If you enter your email address to sign in, we email you a single-use sign-in link (no password). We then store your email address and the processes you save (their names, steps, notes and step timings) so they appear on any device where you sign in. They are stored with our website host (Netlify), which may store data outside Canada. We store only scrambled (hashed) copies of sign-in links and sessions. We use this information only to run Process Playbook for you and, if you ask for it, to send the check-in email below. Please leave customer details, passwords and other confidential information out of your processes.

The check-in email. If you tick "Email me once, about a week from now, to see how my processes are going", we record that consent (its wording, version and date) and send you one email about a week later summarising your saved processes. It is sent through our email delivery provider (Resend, which stores data in the United States), includes our name and mailing address, and has an unsubscribe link. We do not send anything else from this sign-up.

Deleting it. While signed in, "Delete my saved data" in the Process Playbook removes your email address and saved processes from our storage straight away. You can also sign out at any time, or ask us at smartin@adapting-services.ca. The copies kept in your own browser stay until you delete them there.

6. Cookies

We use cookies to improve your browsing experience and to analyse site traffic. We use Google Analytics to understand how visitors use the site; it does not collect your name or contact details, and we do not use it for advertising. We also use Gojiberry website visitor identification, which may recognise the company or public business profile behind a visit so we can follow up with relevant businesses. If you click Decline, analytics cookies are turned off. You can choose to accept or decline cookies through the banner shown on your first visit, and you can adjust your browser settings to refuse cookies at any time. Declining cookies may affect some site functionality.

7. Disclosure to third parties

We do not sell your personal information. We may share it with trusted service providers who help us operate our website and deliver our services (for example, form-handling and scheduling tools), and only to the extent necessary for them to perform those functions. We may also disclose information where required by law.

8. Data storage and security

We take reasonable administrative, technical, and physical measures to protect your personal information against loss, theft, and unauthorised access. Some service providers may store data outside Canada; where this occurs, your information may be subject to the laws of that jurisdiction.

9. Your rights

Under PIPEDA, you have the right to access the personal information we hold about you and to request corrections. To make such a request, contact us using the details below.

10. Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.

11. Changes to this policy

We may update this policy from time to time. The "last updated" date above reflects the most recent revision.

12. Contact us

If you have questions about this policy or our handling of your personal information, contact our Privacy Officer at smartin@adapting-services.ca.