Last updated: July 30, 2026
Code Nine Systems (“Code Nine Systems,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit codeninesystems.com or communicate with us through the website.
This policy applies to the Code Nine Systems corporate website. Our products, including Code Nine Practice and C9 AI, may have separate privacy notices that apply when you use those services.
Information We Collect
Information You Provide
When you submit our contact form or otherwise communicate with us, we may collect:
- Your name
- Email address
- Company or organization
- The product or service you are interested in
- Your preferred project timeline
- Information included in your message
- Other information you voluntarily provide
Please do not submit passwords, financial information, government identification numbers, health information, confidential client records, or other sensitive information through the general contact form.
Information Collected Automatically
When you visit the website, our hosting, security, or website-service providers may automatically collect limited technical information, such as:
- IP address
- Browser and device type
- Operating system
- Referring website
- Pages visited
- Date and time of access
- Diagnostic, security, and server-log information
We use this information to operate, secure, troubleshoot, and improve the website. We do not share any data with third party.
How We Use Personal Information
We may use personal information to:
- Respond to enquiries and requests
- Discuss potential products, services, or projects
- Schedule conversations or demonstrations
- Prepare proposals and maintain business communications
- Operate, maintain, and secure the website
- Detect spam, fraud, abuse, or security incidents
- Improve our website, products, and services
- Maintain records for administrative, legal, or regulatory purposes
- Comply with applicable laws and enforce our rights
We will not use personal information for a materially different purpose without obtaining consent when required.
Contact Form Submissions
Information submitted through our contact form is delivered to Code Nine Systems so that we can respond to your enquiry.
Submitting the form does not create a customer account or subscribe you to marketing communications. If we introduce optional marketing communications, we will provide an appropriate consent and unsubscribe mechanism.
Cookies and Similar Technologies
The website may use cookies or similar technologies necessary for website operation, security, form protection, session management, or WordPress functionality.
Our service providers may also use limited technical storage when providing hosting, security, or performance services.
If we introduce non-essential analytics, advertising, or behavioural-tracking technologies, we will update this policy and provide consent controls where required.
You can control cookies through your browser settings. Disabling essential cookies may affect certain website features.
How We Share Personal Information
We may share personal information with service providers that help us operate our business, including providers of:
- Website hosting and infrastructure
- Email delivery and business communications
- Security, spam prevention, and technical support
- Professional, legal, accounting, or compliance services
These providers may only receive information reasonably necessary to perform services on our behalf.
We may also disclose information:
- With your consent
- When required or permitted by law
- To respond to lawful requests from courts, regulators, or government authorities
- To protect our rights, users, systems, or the public
- In connection with a merger, acquisition, financing, reorganization, or sale of business assets
We do not sell or rent personal information.
International Processing
Some service providers may process or store information outside Canada. Information processed in another country may be subject to that country’s laws and may be accessible to its courts, law-enforcement agencies, or government authorities.
We remain responsible for personal information under our control and use reasonable measures when engaging service providers.
External Websites and Services
The website contains links to Code Nine products, client projects, social-media platforms, portfolio websites, and other third-party services.
When you follow an external link, that organization’s privacy policy and terms apply. Code Nine Systems is not responsible for the privacy practices or content of third-party websites.
Data Retention
We retain personal information only for as long as reasonably necessary to:
- Respond to and manage an enquiry
- Maintain appropriate business records
- Provide requested products or services
- Resolve disputes
- Meet legal, accounting, security, or regulatory obligations
When information is no longer required, we will delete, anonymize, or securely dispose of it, subject to technical and legal limitations.
Information Security
We use reasonable administrative, technical, and organizational safeguards appropriate to the nature and sensitivity of the information we handle.
However, no website, email system, or method of electronic transmission is completely secure. You should avoid sending sensitive or confidential information through an unsecured contact form or ordinary email.
Your Privacy Rights
Subject to applicable law, you may request:
- Access to personal information we hold about you
- Correction of inaccurate or incomplete information
- Information about how your information has been used or disclosed
- Withdrawal of consent, subject to legal or contractual restrictions
- Deletion of information that we are not required to retain
- Additional information about our privacy practices
We may need to verify your identity before completing a request. Privacy requests may be submitted through the contact page on this website.
Changes to This Policy
We may update this Privacy Policy when our website, products, service providers, or legal obligations change.
The “Last updated” date at the beginning of this policy identifies the latest revision. Material changes may also be communicated through an appropriate notice on the website.