Last updated: August 21, 2026. International version intended to govern access from Canada, the United States, and other countries. Mandatory local laws remain applicable.
1. Scope and accountability
This policy applies to the Cadanza website, Web and mobile applications, support, communications, and integrations, regardless of the country from which the service is accessed. Cadanza is established in Quebec, Canada, is accountable for personal information under its control, and designates a privacy officer. When a business uses Cadanza to manage staff, it generally determines the purposes and access relating to employee information; Cadanza then processes that information on its behalf and under its instructions to provide the service. Cadanza may act directly as controller or business for account administration, security, billing, and its own obligations.
2. Information we may collect
Depending on the features used, we may process identity and contact details; business, role, and permissions; schedules, availability, leave, and exchanges; hours, breaks, approvals, tips, and payroll-export data; kiosk or location data when enabled by the business; kiosk station identifier, platform, application version, and connection status; support documents and messages; billing information, customer or subscription identifiers, payment status, and invoices; and login, device, security, error, and administrative-action logs. Full card numbers are processed by the payment provider and are not stored by Cadanza.
3. Sources of information
Information comes directly from you, the business that invites you or administers your employment, authorized users, devices used to access the service, and third-party services the business chooses to connect. We do not seek information unrelated to requested features.
4. Why we use it
We use information to create and administer accounts; schedule work; manage requests and timesheets; produce authorized reports and exports; provide integrations; handle implementation, support, and billing requests; authenticate users; prevent fraud and incidents; maintain, diagnose, and improve Cadanza; meet our obligations; and produce aggregated statistics not intended to identify a person. Where the EU GDPR or UK GDPR applies, processing relies, as appropriate, on performing a contract, complying with a legal obligation, the legitimate interests of Cadanza or the client business in providing and securing the service, or consent where required.
5. Employers and authorized users
The client business controls access to its workspace and may view, correct, export, or delete certain data according to assigned roles. It must limit permissions to genuine needs, maintain user lists, inform staff about processing, and respond to requests arising from the employment relationship. Cadanza may help the business address a request when data is held in the service.
6. QuickBooks Online and other integrations
A business may authorize Cadanza through OAuth to access specific data from a connected service. For QuickBooks Online, this may include viewing employees and service or compensation items, storing mappings, and sending approved time activities. Cadanza does not receive the QuickBooks password. Access tokens are encrypted at rest. An administrator may disconnect the integration; Cadanza then attempts to revoke access and stops new calls, subject to information already required for records, security, or legal obligations. The third party’s terms and policies also apply.
7. Disclosure and service providers
Cadanza does not sell or rent personal information or use it for third-party behavioural advertising. We may disclose it to providers that help us host, secure, communicate, process payments, or support the service; to an integration selected by the business; to professional advisers bound by confidentiality; or to authorities where required by law. Access is limited to need and governed by contractual and security safeguards.
8. International processing and transfers
Cadanza is operated from Quebec, Canada. Some providers or connected services may process information in Canada, the United States, or another jurisdiction. A person outside Canada should therefore expect an international transfer to Canada and, depending on the features used, to countries where relevant providers operate. Information may then be subject to local laws and lawful access by authorities. Where required by law, Cadanza assesses the transfer and uses a recognized mechanism and appropriate contractual, technical, and organizational safeguards, including contractual clauses or equivalent protections.
9. Consent and choices
We seek valid consent where required and limit collection to stated purposes. A person may withdraw consent for optional processing, disable an integration, or change certain settings, subject to reasonable notice and legal or contractual obligations. Withdrawal may prevent use of a feature that depends on the information.
10. Retention and deletion
We retain information only as long as needed for the described purposes, support, security, contractual requirements, and applicable legal periods. Duration varies by record type, business settings, and account status. At the end of the period, information is deleted, anonymized, or made inaccessible through a controlled process. Audience totals aggregated by country are retained for no more than 12 months.
11. Security and incidents
Cadanza applies safeguards proportionate to sensitivity, including encrypted communications, encryption of integration tokens at rest, role-based access, logs, backups, and secure-development practices. No system eliminates every risk. If an incident creates a risk of serious harm, Cadanza takes required measures, keeps applicable records, and notifies people and authorities where required by law.
12. Your rights and recourse
Rights vary by place of residence and relationship with the client business. Subject to law, you may request access, correction, deletion, or a copy of your information, explanations about its use and disclosure, and withdrawal of consent. In the European Economic Area and the United Kingdom, applicable rights may also include restriction, portability, objection, and a complaint to the competent supervisory authority. Where a U.S. state privacy law applies, rights may include knowing, correcting, or deleting information, obtaining a copy, limiting certain uses of sensitive information, opting out of sale, sharing, or targeted advertising, appealing a decision, and freedom from discrimination. Cadanza does not sell personal information or share it for third-party behavioral advertising. We may verify your identity and protect other people’s information. For employer-managed data, we may refer the request to the relevant business or work with it. A reasoned decision and available remedies will be communicated within applicable time limits.
13. Cookies and audience measurement
Cadanza uses mechanisms needed for login, security, and essential preferences. Language and display currency may be stored locally on the device; the selected currency is used only to present an estimated conversion and does not change the contractual billing currency. For audience measurement, the server may briefly process an IP address only to estimate the country; it is not recorded in geographic statistics or sent to an external geolocation service. Only daily totals aggregated by country are retained, without city, region, coordinates, or Internet provider. The estimate remains approximate, especially with mobile networks or virtual private networks (VPNs).
14. Minors and changes
Cadanza is a professional service not directed to children. If a business employs a minor, it must comply with the special requirements of the relevant jurisdiction and limit the information provided. This policy is Cadanza’s general international framework; local law or a regional notice may grant additional rights or impose specific rules. We may update this policy to reflect our practices or the law. Material changes will be reasonably announced and the date above will be revised.
Contact us
Privacy Officer — Cadanza Granby, Quebec, Canada Contact us to exercise a right, ask a question, or submit a privacy complaint:
contact@cadanza.co