Privacy Policy

Last updated: December 17, 2025

Sphere (“we,” “our,” or “us”) is committed to protecting the privacy and personal information of our members, visitors, and partners. This Privacy Policy explains how we collect, use, disclose, store, and protect personal information in accordance with Quebec’s Act respecting the protection of personal information in the private sector (Law 25).

1. Personal Information We Collect

We may collect the following personal information when you interact with Sphere:

  • First and last name

  • Email address

  • Job title and organization

  • Professional background or HR role

  • Information shared during discovery calls, membership applications, sessions, or community discussions

  • Payment-related information (processed through secure third-party providers)

  • Any other information you voluntarily provide

We only collect personal information that is necessary for the purposes described below.

2. How We Use Your Personal Information

Your personal information is used to:

  • Assess fit and eligibility for Sphere membership

  • Communicate with you about Sphere, its activities, and your membership

  • Deliver learning experiences, community sessions, and events

  • Facilitate connections and community interactions

  • Provide coaching, office hours, and development support

  • Manage billing and membership administration

  • Improve our offerings and member experience

  • Meet legal and regulatory obligations

Your information is never sold and is only used for the purposes for which it was collected.

3. Consent

By providing your personal information, you consent to its collection, use, and disclosure as described in this Privacy Policy.

You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting us (see Section 10).

4. Confidentiality and Community Spaces

Sphere places a high value on confidentiality and psychological safety.

  • All members are required to sign a confidentiality agreement

  • Information shared during sessions, co-development activities, office hours, or within the community is expected to remain confidential

  • Sphere does not record or share personal disclosures without explicit consent

5. Sharing of Personal Information

We may share personal information only in the following limited circumstances:

  • With trusted service providers (e.g., payment processors, platform providers) who require the information to perform their services and who are bound by confidentiality obligations

  • When required by law or regulatory authorities

  • With your explicit consent

Service providers may be located outside Quebec. In such cases, we take reasonable steps to ensure that your personal information is adequately protected.

6. Data Storage and Security

We take reasonable administrative, technical, and physical measures to protect your personal information against loss, theft, unauthorized access, disclosure, or use.

Personal information is retained only for as long as necessary to fulfill the purposes for which it was collected or as required by law.

7. Photos and Videos at Events

Sphere may collect photographs or video recordings during in-person or virtual events, gatherings, or community activities.

Images are collected for communication, promotional, and archival purposes, including use on Sphere’s website, social media platforms, newsletters, and other communication materials.

The collection and use of images are based on consent. Consent is obtained through participation in Sphere activities and through acknowledgement of Sphere’s Code of Conduct.

You may withdraw your consent at any time by contacting the Privacy Officer. Upon request, Sphere will take reasonable steps to stop the use of identifiable images where feasible.

8. Your Rights

Under Quebec law, you have the right to:

  • Access your personal information

  • Request corrections to inaccurate or incomplete information

  • Withdraw your consent (subject to certain limitations)

  • Request information about how your personal data is used and shared

To exercise these rights, please contact us using the information below.

9. Cookies and Website Analytics

Our website may use cookies or similar technologies to improve user experience and analyze website traffic.

You may modify your browser settings to refuse cookies or to notify you when cookies are being used. Some website features may not function properly without cookies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

The most current version will always be available on our website, with the effective date clearly indicated.

11. Privacy Officer and Contact Information

In accordance with Quebec law, Sphere has designated a person responsible for the protection of personal information.

Christina Simanella
Founder, Sphere

Email: christina@hrsphere.ca