Privacy Notice

Who we are

JForge Labs operates RootsX. When a program (today, a Saskatchewan not-for-profit) uses the product, that organization decides why your information is collected and which of its staff may see it. JForge Labs runs the software and the Canadian hosting. We do not sell personal information.

Questions: [email protected].

What we collect

On behalf of the organization, the product may hold:

• Identity and contact details (name, phone, email, address, date of birth)
• Program, employment, education, and settlement information you or your worker enter
• Case notes, goals, appointments, and uploaded documents
• Consent choices, including optional AI assist and photo release
• Staff account data (name, email, role, login times)

Participants do not create their own logins. Staff accounts are created by the organization.

Why we use it

To deliver the program you enrolled in, to keep a file your worker can use, and to produce the reports the organization owes its funders. Optional AI tools draft summaries and suggestions for staff. They are off unless you agree, or unless the organization turns that gate off in its settings.

Where it is stored

Application data and files sit on DigitalOcean in Toronto (region tor1). Some email, optional AI, and SEA Microsoft sign-in processing happens in the United States. The current vendor list is on the subprocessor register.

• DigitalOcean (Canada): Application hosting, database, and file storage
• Cloudflare (United States): Hostname resolution and the HTTP edge in front of DigitalOcean for rootsx.org, app.rootsx.org, and staging.rootsx.org
• Resend (United States): Staff invites, password reset, and consent-link email
• Microsoft (United States): SEA staff sign-in via Microsoft 365, and optional consultant calendar sync
• Anthropic (United States): Optional AI drafting of summaries and suggestions

AI tools

If you agree, a limited, redacted subset of case text may go to Anthropic so a worker can get a draft summary or suggestion. Names and other identifiers are stripped first. Anthropic's connection is set to zero data retention. You can refuse AI assist and still receive core program services.

Sharing

Staff at your organization see what their role allows. Funders receive the reports the organization is required to file. We do not share participant files for advertising. We may disclose information if the law requires it, or to the organization if we detect a security incident that affects their files.

Your choices

Ask your worker to see or correct your file, to withdraw optional consents, or to request deletion where the organization can do that without breaking a funder or legal hold. You can also write [email protected]. We will route the request to the organization that holds the file.

Security and breaches

Access is role-based. Sessions use signed cookies. Files are stored in a private Toronto bucket. If personal information is accessed without authorization, we follow our breach plan: contain, tell the organization, and support notice to you and to the Privacy Commissioner of Canada when the law requires it. The customer terms are at /terms.

Retention

We keep a file for as long as the organization needs it for the program and its funder rules. Audit rows stay with the database backups. When an organization leaves the product, we will delete or return their data on a written schedule agreed with them.