Privacy Policy
We know privacy matters when you're talking about your finances. Here's how we handle your information at Cognivor Reamix—written in plain English, because legal jargon helps nobody.
Who We Are
Cognivor Reamix provides personal financial planning consultation services to clients across Canada. Our office is located at 1207 3 Ave S, Lethbridge, AB T1J 0J7. When we say "we," "us," or "our" in this policy, we're talking about Cognivor Reamix and the team that works here.
You can reach our privacy officer at contact@cognivorreamix.com or call us at +1 705-675-0225 if you have questions about how we handle your data.
What Information We Collect
Financial planning requires trust, and trust starts with clarity. We collect different types of information depending on how you interact with us.
Contact Information
Your name, email address, phone number, and mailing address. Basic stuff we need to communicate with you and send documents.
Financial Details
Income, assets, debts, investment accounts, tax information, and retirement savings. The numbers we need to create a meaningful financial plan.
Personal Background
Age, family status, employment situation, and financial goals. Context that helps us understand what matters to you.
Website Activity
IP address, browser type, pages visited, and how long you stay. Technical data that helps us improve our website experience.
We only collect what we actually need. If we're asking for information, there's a specific reason—and we'll tell you what that reason is.
How We Use Your Information
Everything we collect serves a purpose. We're not in the business of gathering data just to have it sitting around.
Financial Planning Services
This is the core of what we do. We analyze your financial information to create personalized recommendations, track progress toward your goals, and adjust strategies as your life changes. Your financial data stays within the context of our professional relationship.
Communication and Updates
We use your contact information to send appointment reminders, share planning documents, answer your questions, and occasionally send relevant updates about tax law changes or financial planning strategies. You won't get marketing emails disguised as financial advice—if we send something, it's because we think it matters to you.
Legal and Regulatory Compliance
Canadian financial regulations require us to maintain certain records and verify client identities. We keep what's required by law, nothing more. This includes anti-money laundering requirements and professional licensing obligations.
Service Improvement
Website analytics help us understand which resources clients find useful and where people get stuck. We use this to make our site more helpful—but we're looking at patterns, not tracking individual behavior in creepy ways.
How We Share Information
Your financial information is private. Period. We don't sell data to advertisers, share client lists with partners, or do anything that treats your information like a commodity.
Service Providers We Work With
We use cloud storage for secure document management, email services for communication, and scheduling software for appointments. These companies have access to limited information needed to provide their specific service. They're bound by contracts that prohibit them from using your data for anything else.
Professional Advisors
Sometimes good financial planning means coordinating with your accountant, lawyer, or other professionals. We only share information with other advisors when you explicitly ask us to, and only the specific information relevant to that collaboration.
Legal Requirements
We'll disclose information if required by Canadian law, court order, or regulatory investigation. We're not looking for reasons to share your data, but we follow the law when we must.
We will never share your personal financial information for marketing purposes. Your email won't end up on some list being sold to financial product companies.
Your Rights Over Your Information
This is your data. Canadian privacy law gives you specific rights, and we make it straightforward to exercise them.
- Access your information and receive copies of what we have on file
- Correct inaccuracies or update outdated information
- Request deletion of your data when there's no legal reason to keep it
- Withdraw consent for specific uses of your information
- Object to certain types of data processing
- Receive your data in a portable format to transfer to another advisor
- Lodge a complaint with the Office of the Privacy Commissioner of Canada
To exercise any of these rights, send an email to contact@cognivorreamix.com with your request. We'll respond within 30 days. Some requests might take longer if they're complex, but we'll let you know if that's the case.
Limits on Data Deletion
Professional regulations require us to maintain certain financial planning records for seven years after our last interaction. If you request deletion, we can remove marketing data and contact preferences immediately, but we'll need to keep core planning documents for the legally required period.
How We Protect Your Information
Security isn't just about technology—though we use plenty of that. It's about processes, training, and constant attention to protecting what you've trusted us with.
Technical Safeguards
We use encryption for data transmission and storage. Our website runs on HTTPS, emails containing sensitive information go through encrypted channels, and cloud storage meets Canadian data security standards. Access to client information requires multi-factor authentication, and we limit who on our team can see what data.
Physical Security
Physical files stay locked when not in use. Our office has controlled access, and documents containing financial information get shredded when they're no longer needed.
Human Practices
Our team receives regular privacy training. We use secure password practices, lock computers when stepping away, and never discuss client information in public spaces. Common sense matters as much as encryption.
Regular Reviews
We review our security measures quarterly and update them when new risks emerge. Technology changes fast—our security practices need to keep pace.
If a data breach ever occurs, we'll notify affected clients within 72 hours and report it to the Privacy Commissioner as required by Canadian law. Hopefully we never need to use these procedures, but they're ready if we do.
Data Retention
We keep information as long as there's a legitimate reason to have it—not longer.
Active Client Records
While working together, we maintain your complete financial planning file. This includes historical data that helps us track progress and make better recommendations over time.
After Our Relationship Ends
Professional regulations require us to keep planning documents for seven years after the last service date. After that period, we securely delete or destroy all information unless you've asked us to keep it longer for your own records.
Website Analytics
Website usage data gets automatically deleted after 26 months. We don't need years of analytics data sitting around.
Marketing Communications
If you unsubscribe from our occasional newsletters or updates, we delete your contact information from those lists immediately. We might keep a record that you unsubscribed to make sure we don't accidentally re-add you later.
Cookies and Website Tracking
Our website uses some cookies—small text files stored on your device—but we keep this minimal.
Essential Cookies
These make the website function properly. Things like remembering you're logged into a secure client portal or keeping items in a form as you fill it out. These are necessary for basic functionality.
Analytics Cookies
We use privacy-focused analytics to understand how people use our website. This helps us see which resources are helpful and where improvements are needed. These cookies don't identify you personally—we see patterns, not individual visitors.
What We Don't Use
No advertising cookies. No social media tracking pixels. No third-party marketing tools watching your every move. We're a financial planning firm, not an ad tech company.
You can disable cookies in your browser settings, though some website features might not work properly if you do.
International Data Transfers
We're a Canadian business serving Canadian clients. Your information stays in Canada whenever possible.
Some of our service providers—like cloud storage and email platforms—operate servers in multiple countries. When data temporarily passes through servers in the United States or elsewhere for technical reasons, those providers are bound by contracts requiring Canadian-level privacy protections.
We don't deliberately store client information outside Canada, and we choose service providers who prioritize Canadian data residency when available.
Children's Privacy
Our services are designed for adults managing their own finances. We don't knowingly collect information from anyone under 18 without parental consent.
If you're a parent working on financial planning that involves minor children—like RESP accounts or estate planning—we collect only the information needed for those specific purposes.
Changes to This Policy
Privacy regulations evolve, and our practices improve over time. When we update this policy, we'll change the date at the top and notify current clients by email if the changes significantly affect how we handle information.
You can always find the current version at cognivorreamix.com/data-policy.html. Previous versions are available upon request if you want to see what changed.
Questions About Privacy?
If something in this policy is unclear, you have concerns about how we're handling your information, or you want to exercise any of your privacy rights, reach out directly.