This Privacy Policy explains how Diadem Strategies Incorporated, operating as Diadem (“we”, “us”, “our”), collects, uses, and protects your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta’s Personal Information Protection Act (PIPA). Diadem operates as a client access, coordination, and referral platform connecting individuals and corporations with independent licensed professionals. This policy governs all information collected through our platform, website, and communications.
1. Who We Are
Diadem Strategies Incorporated (operating as Diadem) is a client access, coordination, and administrative platform incorporated in Alberta, Canada. Diadem does not directly provide financial planning, accounting, insurance brokering, or legal services. Rather, we operate as an intake, coordination, and referral platform that connects individuals and corporations with independent, licensed professionals across those regulated disciplines.
All financial planning, tax strategy, accounting, corporate insurance, and legal services accessed through the Diadem platform are delivered by independent, appropriately licensed third-party professionals. Diadem Strategies Incorporated is responsible solely for client intake, coordination, administration, and facilitation of those professional relationships.
Registered Name: Diadem Strategies Incorporated
Operating As: Diadem
Location: Calgary, Alberta, Canada
Website: www.thediadem.ca
Email: contactus@diadem.co
Phone: +1 587-316-1691
2. Information We Collect
We may collect the following types of personal information:
Information You Provide Directly
- Full name
- Email address
- Phone number
- Business name and corporate details
- Financial information relevant to your inquiry
- Any other information you choose to share with us
Information Collected Automatically
- IP address and browser type
- Pages visited and time spent on our website
- Referring website or search terms
- Device type and operating system
Information Collected During Calls
- Call recordings (you will be notified before any recording begins)
- Information provided verbally during consultations
- Notes and summaries generated from AI-assisted call handling
3. How We Use Your Information
We use your personal information to:
- Respond to your inquiries and provide the services you request
- Schedule and conduct consultations and meetings
- Send you relevant information about our services
- Process payments and maintain financial records
- Comply with legal and regulatory obligations
- Improve our website, services, and client experience
- Send you marketing communications (with your consent)
- Maintain our CRM and business operations
4. Legal Basis for Processing
We collect and process your personal information on the following grounds:
- Consent: where you have given us explicit permission
- Contract: where processing is necessary to provide our services
- Legal obligation: where we are required by law
- Legitimate interests: where we have a valid business reason that does not override your rights
5. How We Share Your Information
We do not sell your personal information. We may share your information with:
- Independent licensed professionals: where you have requested or consented to a referral, we may share your contact information and intake details with independent, licensed accountants, financial advisors, insurance agents, or lawyers for the sole purpose of evaluating service compatibility and coordinating the requested professional referral. This sharing occurs only to the extent necessary to facilitate your requested service connection and in accordance with your consent under PIPEDA and Alberta’s PIPA.
- Technology providers: including CRM, email, and communication platforms (such as GoHighLevel, Google Workspace) under strict data processing agreements that prohibit secondary use of your data
- Regulatory bodies: where required by law or professional obligation
- Legal authorities: where required by court order or applicable law
All third parties with whom we share data are contractually required to handle your information securely and in accordance with applicable Canadian privacy laws. We do not share your information with independent professionals for any purpose beyond evaluating and coordinating your requested service referral without your explicit consent.
6. Call Recording Notice
Calls to and from Diadem may be recorded for quality assurance, training, and compliance purposes. You will be informed at the start of any recorded call. Call recordings are stored securely and accessed only by authorised personnel. Recordings are retained for a maximum of 12 months unless required longer for legal or regulatory purposes.
7. AI-Assisted Communication
We use AI-assisted tools to handle initial call and chat inquiries on our behalf. These tools operate under our supervision and instruction. Any information collected by our AI assistant (Diana) is stored in our secure CRM system and handled in accordance with this Privacy Policy. Our AI will always identify itself as a virtual assistant and will not misrepresent itself as a human.
8. Data Retention
We retain your personal information for as long as necessary to:
- Provide you with ongoing services
- Comply with legal and regulatory requirements
- Resolve disputes and enforce our agreements
When your information is no longer needed, we securely delete or anonymise it.
9. Your Rights
Under PIPEDA and PIPA, you have the right to:
- Access: request a copy of the personal information we hold about you
- Correction: request correction of inaccurate or incomplete information
- Withdrawal of consent: withdraw consent to processing at any time
- Complaint: file a complaint with the Office of the Privacy Commissioner of Canada
To exercise any of these rights, please contact us at contactus@diadem.co.
10. Marketing Communications
In compliance with Canada’s Anti-Spam Legislation (CASL), we will only send you commercial electronic messages with your express or implied consent. Every marketing email we send includes an unsubscribe option. You may withdraw your consent at any time by contacting us or clicking unsubscribe.
11. Text Messaging
If you provide your mobile number and consent to receive text messages, we use it only to contact you about your enquiry and appointments. We do not sell or share mobile numbers or text-message consent with third parties or affiliates for marketing purposes. Reply STOP to opt out or HELP for help at any time.
12. Cookies and Website Tracking
Our website uses cookies and similar tracking technologies to improve your browsing experience and analyse website traffic. You may adjust your browser settings to refuse cookies, although this may affect certain functionality of our website.
13. Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted data storage, secure communication protocols, and restricted access controls.
14. Children’s Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately.
15. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on our website with a new effective date. We encourage you to review this policy periodically.
16. Contact Us
Privacy Officer, Diadem
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Diadem Strategies Incorporated
Operating as Diadem
Calgary, Alberta, Canada