Effective date: October 1, 2026
1. Who we are and what this covers
1585099 B.C. Ltd., doing business as Cadence (“Cadence”, “we”, “us”), provides a field sales and marketing platform for the beverage alcohol industry. This policy explains what personal information we collect, why, who we share it with, and the choices you have.
It covers:
Our website at withcadence.co
The Cadence web app at app.withcadence.co, including when installed or used on a phone
The Cadence marketplace, where licensed buyers browse and order from suppliers
The Cadence Agent API, which lets a member connect an outside AI assistant to their own account
Emails and messages we send on behalf of our customers or ourselves
We are based in British Columbia, Canada. We follow the Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia’s Personal Information Protection Act, Alberta’s Personal Information Protection Act, and Canada’s Anti-Spam Legislation (CASL).
2. Information we collect
We collect only what we need to run the service. The table shows what we collect and where it comes from.
Account details: Name, email, password (stored hashed), role, home province, time zone, the organization you belong to. Source: You, your organization’s admin, or Google if you sign in with Google.
Organization data: Sales, depletion, inventory and price list files; product catalogues; account and territory lists; orders. Source: Your organization, by upload or by a connected source.
Business contacts: Names, job titles, work emails, phone numbers and notes about buyers and managers at licensed accounts. Source: Members of your organization, connected CRMs, and public or commercial business sources.
Field activity: Visits, calls, meetings, tastings, tasks, reminders, placements, planned routes and follow-up messages. Source: You, as you use the app.
Voice recordings and transcripts: Audio you record for a recap and the text made from it. Source: You, when you choose “Talk to recap”.
Photos: Pictures you attach to an activity. Source: You.
Location: Your device location when you log a visit or plan a route, if you allow it in your browser or device. Source: Your device.
Connected mailbox: Email content from a mailbox your organization connects, such as order replies. Source: Your organization, by connecting the mailbox.
Marketplace buyer details: Name, email, the business you buy for, liquor licence number, orders, questions and messages. Source: You, as a buyer.
Billing details: Billing contact, plan and payment status. Card numbers go straight to our payment processor and never reach our servers. Source: Your organization’s admin.
Support conversations: Messages you send through in-app chat or email. Source: You.
Technical data: IP address, browser and device type, pages and features used, error reports, timestamps, sign-in and API access logs. Source: Collected automatically.
Public licensing data. We hold public information about licensed establishments from provincial regulators and liquor boards, such as business names, addresses and licence numbers. This is business information. Where a licensee is an individual, it may include their name.
Information we do not want. Do not enter government ID numbers, health details or other sensitive personal information about anyone into notes, recaps or messages.
3. How we use information
We use personal information to:
Create and secure your account and keep organizations separate from each other
Provide the service: sales reporting, account records, activity capture, route planning, ordering and the marketplace
Send messages you or your organization ask us to send, such as follow-ups to buyers, order emails and invitations
Send service notices, digests and reports to members
Process subscriptions and payments
Provide support and respond to requests
Find and fix errors, monitor performance and prevent abuse or unauthorized access
Verify that marketplace buyers hold a liquor licence where the law requires it
Tell businesses in the beverage alcohol industry about Cadence, within CASL’s rules
Meet legal obligations
We do not sell personal information. We do not use it for third-party advertising. We do not use one organization’s confidential data to serve another organization.
4. AI features
Some Cadence features use artificial intelligence. When you use them, the content involved is sent to an AI provider to produce the result.
Voice recaps. Audio you record is sent to Deepgram to be turned into text. The text is sent to Anthropic’s Claude to tidy and structure it.
Chat and digests. Questions you ask in the app, and the account and sales data needed to answer them, are sent to Anthropic’s Claude. The same applies to weekly digests and insights.
Account research. We use AI to gather public business information about licensed accounts and brands.
Agent API. If you connect an outside AI assistant to your account, it can read and change the same records you can. That assistant’s provider handles the data under its own terms. You can revoke the connection at any time.
We do not use your data to train AI models, and our agreements with AI providers do not permit them to train on it. AI output can be wrong. Check it before you rely on it. We do not use AI to make decisions about individuals that have legal or similarly significant effects.
5. Our role and your organization’s role
Most data in Cadence belongs to the organization that uses it. That organization decides what goes in, who can see it and how long it stays. We process it on the organization’s behalf and under our agreement with them.
If your information is in Cadence because an organization put it there, for example as a rep on their team or a buyer in their account list, contact that organization first. We will help them respond to your request.
We are directly responsible for information we collect for our own purposes: website visitors, account sign-up, billing, support, marketplace buyer accounts, our own business development contacts and the public licensing data we maintain.
6. Who we share information with
Service providers. We use outside companies for hosting, data storage, AI processing, email delivery, maps, payments, error monitoring and support chat. Each receives only what it needs for its job and is bound by contract to protect it. Ask our privacy officer for the current list.
Within your organization. Other members and admins of your organization can see what you record, within the permissions your admin sets.
Marketplace. If your organization publishes a brand or agency page, its business name, products and buyer-facing people are visible to marketplace visitors. Prices are shown only to signed-in buyers. When a buyer orders or sends a question, the supplier receives the buyer’s name, business, licence number and message.
Distributors and liquor boards. When your organization places an order through Cadence, we send the order details to the liquor board or distributor that fills it.
Connected sources. When your organization connects a system such as a CRM, spreadsheet, mailbox or supplier portal, we exchange data with it as instructed.
Legal and safety. We disclose information when the law requires it, or to protect the rights, property or safety of Cadence, our customers or others.
Business changes. If Cadence is involved in a merger, financing or sale, information may be transferred as part of it, under the protections of this policy.
7. Where information is stored
Cadence’s servers and database are in the United States. Our service providers operate in the United States and other countries.
Information stored outside Canada is subject to the laws of that country. Courts, law enforcement and national security authorities there may be able to access it. We remain responsible for information we transfer and use contracts to require a comparable level of protection.
You can ask our privacy officer about our practices for using service providers outside Canada.
8. How long we keep information
We keep personal information only as long as we need it for the purposes in this policy, or as the law requires.
Organization data stays for as long as the organization’s account is active. When an organization closes its account, we delete or anonymize its data within 90 days, apart from backups, which expire on their normal schedule.
Member accounts are removed when your organization’s admin removes you or you ask us to close your account. Activity you logged stays with the organization as part of its business record.
Voice recordings are kept only as long as needed to produce the transcript, unless your organization chooses to keep them.
Billing records are kept for seven years to meet tax and accounting rules.
Security and access logs are kept for up to 12 months.
Marketing contacts are kept until you unsubscribe or ask us to delete them. We keep a record of the unsubscribe so we do not contact you again.
9. How we protect information
We use safeguards suited to the sensitivity of the information, including:
Encryption in transit between your device and our servers
Encrypted storage of credentials for connected sources
Hashed passwords and access tokens
Separation of each organization’s data, enforced in code and checked by automated tests
Role-based access inside each organization
Audit logs for staff access to customer accounts and for API access
Staff access limited to those who need it to support the service
No system is fully secure. If a breach creates a real risk of significant harm, we will notify affected individuals and the relevant privacy commissioner as the law requires. Keep your password private and tell us right away if you suspect unauthorized access.
10. Your rights and choices
You can:
Access the personal information we hold about you and learn how we use and share it
Correct information that is inaccurate or incomplete
Withdraw consent to our collection, use or sharing of your information, subject to legal or contractual limits. Withdrawing may mean we can no longer provide some features
Delete your account, or ask us to delete information we no longer need
Turn off location, microphone or camera access in your browser or device settings at any time
Unsubscribe from marketing email using the link in any message. We act on unsubscribe requests within 10 business days
Complain about how we handle your information
To make a request, email our privacy officer at the address in section 13. We may need to verify your identity. We respond within 30 days, or tell you if we need more time and why.
If an organization put your information into Cadence, we may refer your request to that organization.
If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner for British Columbia, or the Office of the Information and Privacy Commissioner of Alberta.
11. Cookies and browser storage
We use browser storage and similar technologies that are needed to run the app:
To keep you signed in
To remember settings such as your selected province and theme
To hold an unfinished activity on your device for up to twelve hours so you can pick it back up
To run the support chat
To report errors so we can fix them
We do not use advertising cookies or sell browsing data. You can clear or block browser storage in your browser settings, but the app will not work properly without it.
12. Who can use Cadence
Cadence is a business tool for people who work in the beverage alcohol industry. You must be of legal drinking age in your province to use it. We do not knowingly collect information from anyone under that age. If you believe we have, contact us and we will delete it.
13. Changes and contact
We may update this policy as the service changes. We will post the new version here with a new effective date. If a change is significant, we will tell account admins by email or in the app before it takes effect.
Questions, requests and complaints go to our privacy officer:
Privacy Officer: Jesse Bannister
Email: hi@withcadence.co
Mail: 1585099 B.C. Ltd. (doing business as Cadence), 1028 Lincoln Ave, Port Coquitlam, British Columbia V3B 4W5, Canada