Privacy Policy

This Privacy Policy describes how OV Technology ("we," "us," or "our") collects, uses, discloses, and protects your personal information when you access or use our website at ovtechnology.ca (the "Site") or engage with our goods and services, including Managed IT, Web Hosting, Web Services, IT Management, Cloud Services, and Consulting. We are committed to protecting your privacy in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws in Canada.

As a private-sector organization engaged in commercial activities in Ontario, we adhere to PIPEDA's 10 fair information principles: Accountability, Identifying Purposes, Consent, Limiting Collection, Limiting Use, Disclosure and Retention, Accuracy, Safeguards, Openness, Individual Access, and Challenging Compliance. This Policy is designed to promote transparency and ensure your personal information is handled responsibly.

By using the Site or our services, you consent to the practices described in this Policy. If you do not agree, please do not provide us with your personal information or use the Site. We may update this Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated Policy on the Site and updating the effective date. Your continued use after such changes constitutes your acceptance.

Accountability

We are responsible for personal information under our control. We have designated a Privacy Officer to oversee compliance with PIPEDA and this Policy. The Privacy Officer can be contacted at the details provided in the "Contact Us" section below.

Personal Information We Collect

Personal information means any information about an identifiable individual, excluding business contact information used solely for communicating in relation to employment or business.

We collect the following types of personal information:

• Contact Information: Name, email address, phone number, mailing address, and other details you provide when creating an account, contacting us, or using our feedback form.
• Account and Profile Information: Username, password, preferences, and any other data you submit when registering or updating your account.
• Payment Information: Credit card details, bank account information for direct debit, billing address, and transaction history when purchasing goods or services (processed securely through third-party payment processors; we do not store full payment card details).
• Usage Information: IP address, browser type, device information, pages visited, time spent on the Site, and interactions with our services, collected automatically via cookies, log files, and similar technologies.
• Service-Related Information: Details related to your use of our IT management, web hosting, cloud services, or consulting, such as technical specifications, project details, or communications that may include personal information.
• Other Information: Any additional data you voluntarily provide, such as in inquiries, surveys, or communications.

We limit collection to what is necessary for the purposes identified below.

How We Collect Personal Information

• Directly from You: Through account creation, order forms, payments, subscriptions, feedback forms, or direct communications.
• Automatically: Via cookies, web beacons, and analytics tools (e.g., Google Analytics) to track Site usage. You can manage cookie preferences through your browser settings.
• From Third Parties: From payment processors, service providers, or partners involved in delivering our services, with your consent or as permitted by law.

We do not collect personal information from individuals under 13 years of age. If we discover such collection, we will delete it promptly.

Purposes for Collection, Use, and Disclosure

We identify the purposes for collecting personal information at or before the time of collection. We collect, use, and disclose your personal information for the following purposes:

• To provide, maintain, and improve the Site and our goods and services, including processing orders, managing accounts, and delivering IT solutions.
• To process payments, manage subscriptions, and handle billing.
• To communicate with you, including responding to inquiries, sending service updates, newsletters (with opt-out options), or notifications about changes to our Terms or this Policy.
• To ensure security, prevent fraud, and enforce our Acceptable Use policies.
• To comply with legal obligations, such as tax reporting or responding to lawful requests from authorities.
• For internal analytics, research, and business development to enhance our offerings.
• With your consent, for marketing or promotional purposes.

We limit use and disclosure to these purposes or as otherwise permitted or required by law. We do not sell your personal information to third parties.

Disclosure of Personal Information

We may disclose your personal information:

• To third-party service providers (e.g., payment processors, hosting providers, IT consultants) who assist us in operating the Site and delivering services, bound by confidentiality and PIPEDA-compliant agreements.
• In the event of a business transaction, such as a merger or acquisition, where personal information is transferred as a business asset.
• To comply with legal requirements, enforce our rights, or protect the safety of users or the public.
• With your explicit consent.

We ensure that any third parties handle your information in accordance with PIPEDA.

Consent

We obtain your consent for the collection, use, or disclosure of your personal information, except where inappropriate (e.g., legal compliance). Consent may be express (e.g., checkbox during account creation) or implied (e.g., providing information for a transaction).

You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us. Withdrawal may limit our ability to provide certain services. We will inform you of the implications of withdrawal.

Limiting Collection, Use, Disclosure, and Retention

We collect only the personal information necessary for the identified purposes. We retain it only as long as required to fulfill those purposes, comply with legal obligations, or resolve disputes. Typically up to 7 years for financial records, or as per industry standards for IT services. After retention periods, we securely destroy or anonymize the information.

Accuracy

We strive to keep your personal information accurate, complete, and up-to-date. You can update your account information at any time or contact us for corrections.

Safeguards

We implement appropriate physical, organizational, and technical safeguards to protect personal information against loss, theft, unauthorized access, disclosure, alteration, or destruction. This includes encryption for sensitive data (e.g., payment information), access controls, firewalls, and regular security audits. However, no method is 100% secure; we cannot guarantee absolute security.

In the event of a data breach involving personal information, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA.

Openness

We make information about our privacy practices readily available through this Policy. For more details, contact our Privacy Officer.

Individual Access

Upon written request, you have the right to access your personal information under our control, subject to limited exceptions (e.g., legal privilege). We will respond within 30 days, providing access or explaining any denial. There may be a reasonable fee for extensive requests.

You may also request corrections if information is inaccurate or incomplete. We will amend it or note the disagreement if we cannot verify the change.

Challenging Compliance

If you have concerns about our compliance with PIPEDA or this Policy, you may file a complaint with our Privacy Officer. We will investigate promptly and respond within 30 days. If unsatisfied, you may escalate to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

International Transfers

Your personal information may be stored or processed outside Canada (e.g., by cloud providers in the US), subject to the laws of those jurisdictions. We ensure appropriate safeguards through contracts aligned with PIPEDA.

Cookies and Tracking Technologies

We use cookies for functionality, analytics, and advertising. Essential cookies are necessary; others require consent. You can opt out via browser settings, but this may affect Site functionality. For details, see our Cookie Policy (if applicable) or contact us.

Third-Party Links

The Site may contain links to third-party sites. We are not responsible for their privacy practices; review their policies separately.

Contact Us

For questions, access requests, corrections, complaints, or to withdraw consent, contact our Privacy Officer: