Privacy Policy
This policy explains how Horizon Omega (“HΩ”) collects and uses personal information, including through AI Safety Montréal (aisafetymontreal.org), which HΩ runs, in accordance with Quebec’s Act respecting the protection of personal information in the private sector.
Privacy officer
Orpheus Lummis, President is responsible for the protection of personal information at HΩ.
- Email: team@horizonomega.org
- Mail: 3813 Rue Saint-Denis, Montréal, QC H2W 2M4
What we collect and why
We collect personal information (name, email, and related details) when you:
- Register for events — to manage logistics and send reminders
- Subscribe to our newsletter — to send updates on AI safety events and initiatives
- Join the AI Safety Montréal community — to welcome you, send your Slack invite, and invite you to community events
- Book a call — to coordinate meetings
- Make a donation — to process contributions and provide acknowledgment (HΩ is not a registered charity and does not issue charitable donation receipts)
- Contact us or volunteer — to respond and coordinate
Service providers
We use third-party services that may process your information outside Quebec:
Google Workspace, Luma, Substack, Cal.com, Stripe, Airtable, Slack.
Our newsletter, forms and e-signature tools run on servers HΩ operates, rented from OVHcloud in Québec. The email they send is delivered by Amazon Web Services from Canada. Encrypted backups are kept in Canada with Amazon Web Services, OVHcloud and Microsoft Azure.
Before transferring information outside Quebec, we assess sensitivity, purposes, safeguards, and apply appropriate contractual measures.
Governance
Access to personal information is limited to HΩ directors, volunteers, and contractors who need it to operate programs (event logistics, communications, fundraising). Access is managed by the privacy officer. Service providers listed above may also process information on our behalf.
We retain and destroy information according to the schedule below, using deletion or anonymization where feasible. Complaints and requests are handled by the privacy officer via team@horizonomega.org.
Cookies and analytics
This website does not use tracking cookies, advertising, or cross-site tracking, and we run no third-party analytics.
The site is served from infrastructure HΩ operates. Our web server keeps access logs, which can include IP addresses, for security and performance. We do not use them for profiling, and we do not sell or share them.
Retention
- Event and contact records: up to 3 years after last interaction
- Scheduling records: up to 1 year after the meeting
- Donation records: 7 years (legal requirements)
- Newsletter: until you unsubscribe
We delete or anonymize data when retention ends, where feasible.
Your rights
You may request access to, rectification, or deletion of your personal information, withdraw consent, or receive your data in a portable format.
To make a request: email team@horizonomega.org with your name and request details. We respond within 30 days. Access is free except in cases provided by law.
Incidents
We maintain an incident register as required by law, with entries retained for at least five years. If an incident presents a risk of serious harm, we will notify you and the Commission d’accès à l’information du Québec.
Complaints
Contact us at team@horizonomega.org, or file a complaint with the Commission d’accès à l’information du Québec.
Changes
When we materially amend this policy, we will post the updated version and update the “Last updated” date above.