BIRCHPOINT — APPLICANT PRIVACY NOTICE
Operated by Axxon Labs Inc. · Last updated: September 16, 2026 · Version: 1.0
1. Roles. The organization that invited you (the "Organization") decides what information is collected and why, and is primarily responsible for it. Axxon Labs Inc. provides the software and processes your information on the Organization's behalf, as its service provider. In some cases you may be a “Contributor” - someone who is not the applicant but who has been asked to supply specific items on a file (for example, an accountant, a spouse, or a title officer). If you are a Contributor, you are given access only to the particular requirement(s) assigned to you, not to the wider application, and you accept this notice and the applicant terms when you claim your link.
2. Information we process. Information you submit through forms and uploaded documents — which may include identification documents, financial and business information, and contact details — together with activity logs of your use of the Service.
3. Why we process it. Solely to provide, secure, and support the Service for the Organization's process (collecting and organizing your submissions and running completeness checks against the Organization's criteria), and in accordance with the Organization's instructions. We do not sell your information, we do not use your documents or personal information for our own purposes, and we do not use them to train or improve machine-learning models. The one exception is that we may use configuration and other information in aggregated, de-identified form containing no documents and no personal information - such as requirement definitions, validation criteria, and process metrics - to operate and improve the Service and to produce benchmarking insights.
4. Automated processing. The Service uses AI to check whether submissions appear present and complete and to assist you with questions and reminders. It does not make decisions about you — the Organization does. Automated output may be incomplete or incorrect.
5. Where your information is stored. Your information may be stored and processed outside Canada by our service providers (for example, cloud hosting, database and storage, AI processing, and email), and may therefore be subject to access by foreign authorities. We describe our providers by category and maintain a current list that is available on request.
6. Retention. Your information is retained for as long as needed for the Organization's process and is then deleted or returned in accordance with our agreement with the Organization (within 30 days of termination or the Organization's request), except where retention is required by law.
7. Your choices and rights. To access or correct your information, or to ask how it is used, please contact the Organization.
8. California residents. If you are a California resident, the Organization is the "business" that determines the purposes of processing and Axxon acts as its "service provider." We process your personal information only for the Organization's business purposes and do not sell or share it, retain, use, or disclose it outside our relationship with the Organization, or combine it with other data, except as permitted by the CCPA. Please direct CCPA requests to the Organization; we will assist it as required.
9. Contact. For requests about your information, please contact the organization that invited you; the app always shows who that is. For questions about the Service: legal@axxon.app.