ELM Privacy Policy

Last updated: December 2025

Ethical Language Management (“ELM”, “we”, “us”, or “our”) is committed to protecting the privacy, security, and integrity of your data. This Privacy Policy explains how we collect, use, store, and protect personal information when individuals or organizations use our website, platform, or services.

By accessing or using ELM, you agree to the terms of this Privacy Policy.

1. Our Commitment to Privacy

ELM is built on the principles of ethical AI, responsible data practices, and transparent communication. We prioritize:

  • Protecting organizational and personal information

  • Ensuring data is stored securely in Canada

  • Limiting data access to only what is necessary

  • Providing clarity around how your information is used

2. Information We Collect

a. Information You Provide

We may collect information you provide directly to us, including:

  • Account information (name, email, organization, login details)

  • Payment information (processed securely by third-party providers — ELM does not store credit card numbers)

  • Documents, URLs, or text you upload for analysis

  • Customer support inquiries or feedback

b. Information Collected Automatically

When you use ELM, we automatically collect:

  • Log data (browser type, IP address, device information)

  • Usage metrics (features accessed, scan frequency, error logs)

  • Cookies to enhance performance and user experience

We do not track users across third-party websites, nor do we use advertising cookies.

3. How We Use Your Information

We use collected information to:

  • Provide and improve the ELM platform and its features

  • Detect and prevent security threats or misuse

  • Train and refine our models only with aggregated, anonymized data

  • Communicate with you about updates, support, or billing

  • Comply with legal or regulatory obligations

We do not sell your data.
We do not use your uploaded content to train public AI models.
We do not grant third parties access to your data unless required by law or explicitly authorized by you.

4. Data Storage and Security

  • All data is stored on secure servers located in Canada.

  • We use industry-standard encryption both in transit and at rest.

  • Access to data is restricted to essential personnel under strict confidentiality and security controls.

  • Regular audits, monitoring, and testing are conducted to maintain strong security posture.

If a breach were to occur, we follow PIPEDA-compliant notification procedures.

5. How Long We Retain Data

We retain data only as long as necessary to:

  • Provide services to your organization

  • Meet legal or regulatory obligations

Uploaded text or documents used for analysis may be stored briefly for processing, but ELM does not permanently store uploaded files unless a customer specifically requests or enables that feature.

Aggregated, non-identifiable data may be retained to improve system performance and accuracy.

6. Sharing Your Information

We may share limited information with:

  • Service providers who help us operate the platform (e.g., cloud hosting, payment processors). These providers must comply with strict confidentiality and data protection standards.

  • Regulators or authorities, but only when required by law.

We will never share identifiable user content with third parties for marketing, training, advertising, or research without your explicit consent.

7. Cookies and Tracking Technologies

ELM uses cookies to:

  • Maintain secure login sessions

  • Improve navigation and user experience

  • Monitor platform performance

You may disable cookies through your browser, though some features may not function properly.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access information we hold about you

  • Request corrections or updates

  • Request deletion of your data

  • Withdraw consent for certain uses

  • Request information about our data-handling practices

To make a request, contact us at hello@ethicallanguage.com.

9. Children’s Privacy

ELM is not intended for use by individuals under 16 years of age. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in technology, regulation, or our practices. When we do, the “Last updated” date will change and substantive changes will be communicated to users.

11. Contact Us

If you have questions about this Privacy Policy or ELM’s data practices, contact:

Ethical Language Management (ELM)
Email: hello@ethicallanguage.com
Website: https://ethicallanguage.com