Privacy Policy
Effective date: January 1, 2026. Last updated: March 15, 2026.
Themex (“we,” “us,” or “our”) is a Canadian company operating at themex.ca. This policy explains how we collect, use, disclose, and protect your personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the EU General Data Protection Regulation (GDPR).
1. Information we collect
Account information: When you create a paid account, we collect your name, email address, and billing information (processed by our payment provider — we do not store card numbers).
Usage data: We collect anonymised data about how the platform is used, including pages visited, instruments accessed, and session duration. This data cannot be used to identify you individually.
Newsletter: If you subscribe to Field Notes, we store your email address to send our newsletter. We use a reputable email service provider and never share your address with third parties for marketing.
Instrument state: The System Builder and other instruments store preferences in your browser's localStorage. This data never leaves your device and is not transmitted to our servers.
Cookies: We use a minimal set of cookies for session management and preference storage. We do not use third-party advertising cookies.
2. How we use your information
We use your information to: deliver the platform and its features; process payments; send transactional emails (receipts, password resets); send the Field Notes newsletter (if you have subscribed); and improve the platform through aggregate analytics.
3. Legal basis (GDPR)
For users in the EEA and UK, our legal bases are: performance of a contract (delivering the paid service); legitimate interests (analytics, security); and consent (newsletter subscriptions). You may withdraw consent at any time.
4. Data retention
Account data is retained for the duration of your account and for up to 90 days after deletion. Newsletter data is retained until you unsubscribe. Anonymised analytics data is retained indefinitely.
5. Your rights
Under PIPEDA, you have the right to access and correct personal information we hold about you. Under GDPR, you additionally have the right to erasure, portability, restriction of processing, and to lodge a complaint with a supervisory authority. To exercise any of these rights, email [email protected].
6. Third-party services
We use a small number of third-party services: a payment processor, an email delivery provider, and a hosting provider. Each is bound by a data processing agreement consistent with GDPR requirements.
7. International transfers
Themex is based in Canada, which the European Commission has recognised as providing adequate protection for personal data. Any transfers to other jurisdictions are governed by appropriate safeguards.
8. Changes to this policy
We will notify subscribers of material changes by email. Continued use of the platform after changes take effect constitutes acceptance of the updated policy.
9. Contact
Privacy enquiries: [email protected]. Mailing address available on request.