Privacy Policy
This policy explains how Horizon Omega (“HΩ”) collects and uses personal information, 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: 708-3601 Rue Sainte-Famille, Montréal, QC H2X 2L6
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
- Book a call — to coordinate meetings, and to keep a transcript of them (see below)
- 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
Meeting recordings and transcripts
When you meet with us, online or in person, we may keep a written record of the conversation.
- What we keep: a transcript of what is said, labelled by speaker, and an AI-generated summary with follow-up items. For public seminars we also keep a video recording of the talk and Q&A.
- Why: so we can follow up accurately on what was discussed without taking notes during the conversation. Seminar recordings are published on YouTube so that people who missed the talk can watch it.
- How: on Zoom calls, Zoom’s transcription (My Notes) and meeting summary (AI Companion) start automatically, and Zoom shows a transcription notice in the meeting window. Audio and video are not kept, except for seminars, which are recorded with Zoom’s recording notice. In person, we say so before we transcribe a conversation.
- Outside Québec: Zoom (Zoom Communications, Inc.) processes and stores transcripts, summaries and recordings in the United States. Its AI features use model providers, such as Anthropic and OpenAI, under terms that bar them from retaining the content or training on it. We file copies in our Google Workspace. Before relying on Zoom, we assessed these transfers as the law requires.
- Who can read them: the privacy officer and the HΩ team members who took part in the meeting or run the program it belongs to.
- Opting out: tell us at the start of the meeting, or write to team@horizonomega.org beforehand, and we will not transcribe it. You can also ask us afterwards to see, correct or delete the transcript or summary of a meeting you took part in. Seminar speakers can ask us to take a published video down.
Service providers
We use third-party services that may process your information outside Quebec:
Google Workspace, Luma, Substack, Cal.com, Stripe, Airtable, Zoom.
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
- Meeting recordings (video and audio): deleted within 1 year. Seminar talks published on YouTube stay online until the speaker or we take them down
- Meeting transcripts, notes and AI summaries: up to 5 years 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.