1. Scope & Application

This Privacy Policy applies to:

• Clients and their authorized personnel

• Users of our websites, support portals, and managed platforms

• Individuals whose personal information may be processed as part of our services

This policy does not apply to information about corporate entities unless such information identifies an individual.

2. What Personal Information We Collect

2.1 Client & User Information

• Names, job titles, and business contact details

• Login credentials (e.g., usernames, authentication details)

• Support tickets, communication history, and service interactions

2.2 Technical Information

Collected automatically from systems we manage or monitor:

• Device identifiers, hardware details, and configuration data

• IP addresses, network activity logs, and usage data

• Security logs (intrusion alerts, failed login attempts, threat indicators)

• System performance metrics

2.3 Billing & Administrative Information

• Payment and invoicing information (processed through secure third-party payment providers)

• Contract details and account management information

2.4 Sensitive Information

We do not intentionally collect sensitive information unless it is required to deliver our services and the client has expressly authorized such collection.

3. How We Use Personal Information

We use personal information only for purposes related to delivering, supporting, and improving our Managed IT Services, including:

• Providing IT support and technical troubleshooting

• Monitoring, protecting, and optimizing client systems and networks

• Configuring and maintaining user accounts and access controls

• Detecting, preventing, and responding to security threats

• Managing service tickets and client requests

• Conducting billing, invoicing, and administrative functions

• Enhancing system performance and cybersecurity capabilities

• Meeting legal, regulatory, or contractual obligations

We do not use personal information for marketing without explicit consent.

4. Legal Basis for Processing

We collect and process personal information based on:

• Consent

• Contractual necessity

• Legitimate business interests, such as system security and service delivery

• Legal and regulatory compliance

Clients may withdraw consent at any time, subject to contractual or technical limitations.

5. How We Share Personal Information

We do not sell personal information. We may share information only in the following circumstances:

5.1 Authorized Service Providers

Third-party vendors that support our services, including:

• Cloud hosting and infrastructure providers

• Cybersecurity and monitoring tools

• Professional services such as accounting or auditing

All vendors are required by contract to protect personal information in compliance with PIPEDA.

5.2 Client-Authorized Recipients

We may share information with individuals or organizations explicitly designated by the client.

5.3 Legal & Compliance Requirements

We may disclose personal information when necessary to:

• Comply with a court order, warrant, or other lawful request

• Respond to government or regulatory authorities

• Protect our legal rights or those of our clients

6. Cross-Border Data Transfers

Some information may be stored or processed outside Ontario or Canada. When cross-border transfers occur, we ensure that:

• Appropriate contractual and technical safeguards are in place, and

• Service providers adhere to privacy protections comparable to Canadian standards

Clients are notified whenever data is hosted or stored outside Canada.

7. Data Security Measures

We employ industry-standard security controls to protect personal information, including:

• Multi-factor authentication (MFA)

• Encryption in transit and, where applicable, at rest

• Network monitoring and intrusion detection

• Regular patching, updates, and vulnerability assessments

• Strict access controls and role-based permissions

• Secure backups and disaster recovery processes

While we maintain robust safeguards, no system is completely immune to cyber risks. If a privacy breach occurs, we will notify affected clients in accordance with PIPEDA’s breach reporting requirements.

8. Data Retention

We retain personal information only for as long as necessary to:

• Deliver our services

• Meet legal or contractual requirements

• Resolve disputes or support audit obligations

Information may be securely archived before being destroyed or anonymized.

9. Your Rights

Individuals may request:

• Access to their personal information

• Correction of inaccurate or incomplete information

• Withdrawal of consent

• Details regarding how their information is used or disclosed

Requests can be submitted to our Privacy Officer (see Section 12).

10. Cookies & Website Tracking

Our website may use cookies and analytics tools to:

• Enhance user experience

• Analyze traffic and performance

• Improve security

Users can adjust browser settings to manage or disable cookies.

11. Third-Party Links

Our websites and platforms may contain links to external sites.
We are not responsible for the privacy practices of third-party websites.

12. Contact Information

For questions, concerns, or requests regarding this Privacy Policy, please contact:

• Andrew David

• protector@dataguards.ca

13. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Updated versions will be posted on our website with the revised effective date. Continued use of our services constitutes acceptance of the updated policy.