Effective date: September 30, 2026
1. Who we are and what this policy covers
CompHub collects only the minimal personal information needed to run accounts, bill for the Service, and support our customers. This policy explains what that information is and how we handle it.
CompHub Compensation Portal and Analysis Service Inc. (“CompHub,” “we,” “us”) operates the CompHub compensation benchmarking and job description platform (the “Service”). We comply with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
This policy covers personal information about the people who use or contact the Service: Authorized Users, billing contacts, trial users, people who submit survey responses or are listed as survey request contacts, and visitors to comphub.ca. It does not cover Customer Data (job descriptions, salary grids, and similar organizational data). Customer Data must not contain personal information and is governed by our Terms of Service. Because job descriptions you upload are shared with other members as the Terms describe, please remove any employee names before uploading.
2. Information we collect
| Category | Examples | Source |
|---|---|---|
| Account information | Name, business email, job title, organization, business phone, login credentials | You or your organization’s administrator |
| Billing information | Billing contact name and email, billing address, plan and payment history | You; card details go directly to our payment processor (Stripe) and are not stored by CompHub |
| Usage and device data | Login times, pages and features used, IP address, browser and device type, error logs | Collected automatically when you use the Service |
| Support and communications | Emails, support requests, advisory group responses, and the name and work email of anyone who submits a survey response | You |
| Cookies | Session and security cookies needed to keep you signed in; basic analytics | Your browser |
We do not knowingly collect sensitive personal information (such as health, financial account, or government ID information) and ask that you not submit it.
3. How we use it and your consent
We use personal information only to:
- create and manage accounts and verify who is signing in;
- provide, secure, maintain, and troubleshoot the Service;
- bill for subscriptions and manage renewals;
- respond to support requests and send service notices (such as security alerts and changes to our terms);
- send survey requests on behalf of participating organizations (see Section 5);
- understand how features are used so we can improve the Service, using de-identified or aggregated data where practical; and
- send marketing emails where permitted (see Section 8).
By creating an account or using the Service, you consent to these uses. We will ask for your consent again before using personal information for a new purpose not described here.
4. Who we share it with
We do not sell or rent personal information. We share it only with service providers that help us run the Service, under contracts that limit their use to our instructions and require appropriate safeguards:
| Provider type | Purpose |
|---|---|
| Cloud hosting and database (Amazon Web Services, Supabase) | Hosting the Service and storing account data in Canada |
| Payment processing (Stripe) | Processing subscription payments and invoices |
| Email and communications | Sending service notices and, where permitted, marketing emails |
| AI Processing Services | Only where needed to deliver a feature; we do not send account information to AI providers for training |
We may also disclose personal information where required by law, court order, or a regulator; to protect the security of the Service or others’ rights; or to a successor in a merger, reorganization, or sale of our business, which must continue to protect it as described here.
Within your organization, your administrator can see the names, emails, and activity of Authorized Users on your account.
5. Survey request contacts
The Service lets participating organizations send compensation survey requests to other organizations. To do this, we keep a directory of business contact information (name, job title, organization, and work email) for HR and compensation staff at Ontario municipalities and public bodies, including people who are not CompHub users.
Where it comes from. Contacts in our directory come from information that organizations publish, such as municipal staff directories and websites. A participating organization may also enter the business contact details of a counterpart it knows. We record where and when each contact was obtained and refresh the directory regularly.
How we use it. We use these contact details only to send survey requests and related reminders about your work. Each request identifies the requesting organization and CompHub. We do not use survey contacts to market CompHub, and contacts that a participating organization enters are used only for that organization’s requests and are not added to our directory.
Opting out. Every survey request includes a link to stop receiving survey requests. You can also email info@comphub.ca. We act on opt-out requests within 10 business days, and you can ask us to correct or remove your details at any time.
6. Where it is stored
Account information and Customer Data are stored in Canada on Amazon Web Services (AWS) infrastructure.
Some service providers, such as our payment processor, email provider, and third-party AI Processing Services, may process limited information in other countries, including the United States. Information processed outside Canada is subject to the laws of that country and may be accessible to its courts and authorities. We choose providers that offer protection comparable to what this policy describes.
7. Retention, safeguards, and breaches
Retention. We keep account information while your account is active. After an account closes, we delete or anonymize it within a reasonable period, except records we must keep for tax, accounting, or legal reasons (generally six years after the end of the tax year for billing records, as the Canada Revenue Agency requires) and standard backups, which expire on a rolling basis.
Safeguards. We protect personal information with access controls, encryption in transit and at rest where applicable, logging and monitoring, and staff access limited to those who need it.
Breaches. If a breach of security safeguards involving your personal information creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as PIPEDA requires, and keep a record of the breach.
8. Marketing emails and cookies
Marketing emails. We send marketing emails (such as product updates, advisory group invitations, and newsletters) only with consent as permitted by Canada’s Anti-Spam Legislation (CASL). Every marketing email includes an unsubscribe link, and we act on unsubscribe requests within 10 business days. Service notices about your account, billing, or security are not marketing and will still be sent.
Cookies. Essential cookies keep you signed in and protect the Service; the Service will not work properly without them. Analytics cookies help us understand usage, and you can block or delete them in your browser settings.
9. Your rights, contact, and changes
Access and correction. You may ask to see the personal information we hold about you and to correct it. We will respond within 30 days. Many account details can also be updated directly in your account settings.
Withdrawing consent. You may withdraw consent at any time, subject to legal or contractual limits. Withdrawing consent to account information generally means we can no longer provide you with access to the Service.
Privacy Officer. Questions, requests, and complaints go to our Privacy Officer, Brian DeWolfsmith, at info@comphub.ca. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
Changes. We may update this policy. For material changes, we will notify account administrators by email or in-app notice before they take effect and update the date at the top of this page.