A. About Aureole and This Notice

This Data Privacy Notice explains how Aureole Medical Communications Inc. (“Aureole,” “we,” “our,” or “us”) collects, uses, stores, and protects personal information obtained through our website and professional activities. 

Aureole Medical Communications Inc. is a federally incorporated company in Canada (Corporation No. 16653723) and operates as a medical writing and medical communications organization. For applicable data protection laws, Aureole acts as the data controller for the personal information described in this Notice. 

We process personal information in accordance with applicable privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), the General Data Protection Regulation (EU) 2016/679 (GDPR), where applicable, and other relevant data protection legislation.

Contact details
Email: info@aureolemedcomms.com
Website: https://www.aureolemedcomms.com
Address: 468 E 45th ave Vancouver Canada V5W 1X4

B. Meaning of Personal Data Handling

“Personal information” means any information relating to an identifiable individual.

“Handling” or “processing” includes any operation performed on personal information, whether automated or manual, such as collection, recording, organization, storage, review, use, disclosure, or deletion.

This Notice outlines what personal information we handle, why we handle it, and how it is protected.

C. Types of Information We Handle

The categories of personal information we handle depend on how you interact with Aureole.

C.1 Professional Identification and Contact Details

• Name and professional designation
  
  

• Company, institution, or organizational affiliation
  
  

• Business email address and phone number
  
  

• Postal address, where relevant
  
  

C.2 Engagement and Correspondence Records

• Information shared during inquiries or onboarding
  
  

• Contractual, invoicing, and payment-related details
  
  

• Communications related to projects or professional interactions
  
  

C.3 Website Interaction Data

When you visit our website, we may collect:

• IP address and device/browser metadata
  
  

• Website usage and navigation data
  
  

• Information submitted via contact forms (e.g., name, email, message content)
  
  

C.4 Scientific and Content-Related Materials

course of providing medical writing services, we may process:

• Scientific, clinical, or regulatory source materials supplied by clients
  
  

• Information that is typically anonymized, aggregated, or non-identifiable
  
  

Aureole does not intentionally collect identifiable patient health information unless explicitly required under a client agreement, and it is subject to strict confidentiality and data-protection safeguards.

D. Why We Use Personal Information

We handle personal information only for legitimate and necessary purposes, including:

• Responding to professional inquiries
  
  

• Managing client relationships and writing projects
  
  

• Contract administration and billing
  
  

• Legal, regulatory, and record-keeping obligations
  
  

• Website operation, security, and performance monitoring
  
  

We do not process personal information for unrelated or excessive purposes.

E. Lawful Grounds for Use

Where required by law, Aureole relies on one or more of the following lawful bases: 

E.1 Contractual Necessity

Processing required to establish, manage, or complete a professional engagement.

E.2 Statutory or Regulatory Requirements

Processing required to comply with legal, accounting, or regulatory obligations.

E.3 Legitimate Operational Interests

Processing necessary for routine business operations, service improvement, documentation, security, and dispute management, without overriding individual rights.

E.4 Voluntary Authorization

Processing based on your explicit consent, which may be withdrawn at any time.

F. Where the Information Comes From

Most personal information is collected directly from you.
In limited circumstances, information may be obtained from:

• Contractual partners
  
  

• Professional referrals
  
  

• Publicly available professional sources
  
  

G. Disclosure to External Parties: 

Aureole does not sell, rent, or trade personal information. 

Personal information may be shared only where necessary and proportionate, including with:

• IT infrastructure and hosting providers
  
  

• Accounting, legal, or compliance professionals
  
  

• Government or regulatory authorities, where legally required
  
  

All third parties are bound by confidentiality and data-protection obligations and may process personal information only on our instructions.

H. Retention Periods: 

Personal information is retained only for as long as necessary to:

• Fulfill the purpose for which it was collected
  
  

• Meet contractual, legal, or regulatory obligations
  
  

Once retention is no longer required, personal information is securely deleted or irreversibly anonymized.

I. Storage Location and Safeguards. 

We apply appropriate technical and organizational security measures to protect personal information against unauthorized access, loss, misuse, or disclosure. 

Where personal information is stored or accessed outside Canada or the European Economic Area, appropriate legal safeguards are implemented to ensure an adequate level of protection.

J. Individual Privacy Rights

Subject to applicable laws, you may have the right to:

• Access your personal information
  
  

• Request correction of inaccurate or incomplete data
  
  

• Request deletion where legally permissible
  
  

• Restrict or object to certain processing activities
  
  

• Withdraw consent at any time
  
  

• Request portability of data provided under consent or contract
  
  

K. Raising Concerns or Complaints. 

If you believe your personal information has been handled unlawfully, you may contact us directly or complain to the relevant data protection authority in your jurisdiction.

L. Submitting Requests 

Privacy-related requests may be submitted using the contact details provided in Section A.
We may request reasonable proof of identity to protect personal information.

M. Revisions to This Notice: 

This Data Privacy Notice may be updated periodically.
The most current version will always be available on our website, with the date of the latest revision clearly indicated.

Aureole Medical Communications Inc. is committed to responsible, ethical, and compliant handling of personal and scientific information.