Home About Telecom Metric Legal Documents Privacy Policy Privacy Policy Effective Date: January 1, 2023 Telecom Metric Inc (“TMI”) takes steps to ensure it meets privacy principles and requirements with respect to personal information under applicable Canadian privacy legislation. The purpose of this statement is to inform our customers and other individuals we deal with (“you” or “your”) how we collect, use, disclose and protect your personal information. Personal information is information about an identifiable individual, as more particularly described under applicable privacy legislation. This statement applies to our collection, use and disclosure of personal information in Canada. Personal Information We Collect TMI and its agents and representatives collect personal information in several circumstances in the course of providing hosting services to customers. Personal information we collect may include: Contact Information: Name, address, telephone number, email address and other contact information. Financial Information: Credit card numbers, bank name, billing address, transaction, and purchase history with TMI. Usage Information and History: TMI usernames and passwords, IP address, support ticket history, visit history to www.telecommetric.com and related websites. Such other information we may collect with consent or as permitted or required by law. Use of Personal Information TMI generally uses personal information for the following purposes: for billing purposes, including managing, administering, collecting or otherwise enforcing accounts; for general administrative purposes and to ensure compliance with legal, regulatory, insurance, security and processing requirements; for customer relations purposes, we may contact customers to ensure their satisfaction with our services; and otherwise with consent or as permitted or required by law. Disclosure of Your Personal Information TMI discloses personal information only as necessary to meet legal, regulatory, insurance, audit, processing, and security requirements, with your consent, or as permitted or required by law. In addition to the above, personal information may be disclosed to our affiliates for internal audit, management, billing, or administrative purposes. TMI has taken security measures to ensure customer information is protected against loss, alteration, or misuse. These measures include strong database encryption and secure protocols, such as SSL, when transmitting private information over the Internet. Service Providers: Personal information, NOT including financial information, may also be transferred to third party agents or service providers we engage to provide technical support on our behalf, some of which may be located outside of Canada. We take reasonable measures to ensure that your personal information that may be collected, used, disclosed, or otherwise processed by these service providers on our behalf is protected and not used or disclosed for purposes other than as directed by TMI, subject to legal requirements in foreign jurisdictions applicable to those organizations, for example lawful requirements to disclose personal information to government authorities in those countries. Business Transactions: Personal information may be used by TMI and disclosed to parties connected with the contemplated or actual financing, securitization, insuring, sale, assignment or other disposal of all or part of TMI or our business or assets, for the purposes of evaluating and/or performing the proposed transaction. These purposes may include: permitting those parties to determine whether to proceed or continue with the transaction. fulfilling reporting, inspection or audit requirements or obligations to those parties. permitting the use and disclosure of your personal information by those parties (for example, assignees) for substantially the same purposes as described in this privacy statement. Retention The purpose of this retention policy is to establish guidelines for the retention and disposal of client records and information in compliance with applicable laws and regulations. This policy aims to ensure the efficient and secure management of records while safeguarding sensitive and confidential information. Record Categories and Retention Periods: Financial Records: includes financial statements, invoices, receipts, tax records and related documents. Retention Period: Retain for a minimum of 7 years following the end of the service agreement. Legal and contracts: includes contracts, agreements, licenses, litigation files, and legal correspondence. Retention Period: Retain for a minimum of 7 years after the expiration or termination of the contract or resolution of litigation. Customer Information: includes customer data, purchase records, contact information and transaction details. Retention Period: Retain for as long as the customer relationship exists, and for a minimum of 2 years following its termination. Record Disposal upon reaching the end of their respective periods. Records will be disposed of in a secure and confidential manner to prevent unauthorized access or disclosure. Disposal methods may include shredding physical documents or secure deletion of electronic records. Legal holds and Exceptions. In the event of ongoing litigation, investigation, or government requests, records relevant to such matters should be retained and preserved until the matter is resolved. Any legal holds or exceptions to the retention period specified in this policy must be communicated to the designated compliance officer or legal department. Acceptable Use Policy Breach A breach of the Acceptable Use Policy refers to any act or omissions that violate the terms and conditions specified in the AUP. Examples of violations may include, but are not limited to, unauthorized access to systems or data, distribution of malicious software, copyright infringement, and any activity that disrupts the network or compromises its security. Upon receiving a report of a breach, Telecom Metric Inc. will conduct a thorough investigation to determine the validity and severity. This may involve gathering additional information, reviewing logs and records, and engaging with the involved parties. Based on the findings, appropriate actions will be taken. The disciplinary measures for a breach of policy with be determined on a case-by-case basis, considering severity, frequency, and impact of the violation. Disciplinary actions may include, but are not limited to, verbal or written warnings, temporary or permanent suspension of access, termination of contract and legal action as deemed necessary. Company Breach A breach occurs when an employee or contractor fails to fulfill their obligations as outlined in the agreement. Breaches may include failure to deliver services as specified, unprofessional conduct, unauthorized disclosure of client information, or any violations of the terms and conditions set forth in the agreement. In the event of a breach, Telecom Metric Inc. will conduct a thorough investigation to ascertain the nature and extent of the breach. This may involve collecting additional information, reviewing relevant documents, and interviewing involved parties. Based on the findings, appropriate action with be taken, which may include, but is not limited to, disciplinary measures, remedial actions, or termination of the service agreement, depending on the severity and impact of the breach. Disciplinary action will be determined on a case-by-case basis, taking into consideration factors such as the nature of the breach, previous disciplinary history, and the potential impact on the client and the company. Discipline may include but is not limited to verbal or written warning, performance improvement plans, temporary suspension of duties or termination of the service agreement. Our Website / The Internet Customer IDs and Passwords: Customer identification numbers and passwords issued by TMI are the responsibility of the customer to keep safe and confidential. Customers must ensure that only authorized personnel access their accounts. If for any reason you are concerned about this, please contact us at [email protected]. Site Visitors: TMI collects information about visitors to its websites such as: length of visit, the pages visited and the referrer. TMI may also use “cookies” to help track sessions or for other administrative purposes. This information is for internal use only and helps TMI to improve its customer service and marketing strategies. Your Consent Consent to the collection, use and disclosure of personal information may be given in various ways. Consent can be expressed (for example, orally, electronically or on a form you may sign describing the intended uses and disclosures of personal information) or implied (for example, when you provide information necessary for a service you have requested). You may provide your consent in some circumstances where notice has been provided to you about our intentions with respect to your personal information and you have not withdrawn your consent for an identified purpose, such as by using an “opt out” option provided, if any. Consent may be given by your authorized representative (such as a legal guardian or a person having power of attorney). Generally, by providing us with personal information, we will assume that you consent to our collection, use and disclosure of such information for the purposes identified or described in this privacy statement, if applicable, or otherwise at the time of collection. You may withdraw your consent to our collection, use and disclosure of personal information at any time, subject to contractual and legal restrictions and reasonable notice. Note that if you withdraw your consent to certain uses of your personal information, we may no longer be able to provide certain of our products or services. TMI collects, uses, and discloses your personal information with your consent, except as permitted or required by law. We may be required or permitted under statute or regulation to collect, use, or disclose personal information without your consent, for example to comply with a court order, to comply with local or federal regulations or a legally permitted inquiry by a government agency, or to collect a debt owed to us. Cookies This policy outlines how we use cookies and similar technologies on our website to enhance user experience, improve website functionality, and analyze site usage. We use both session and persistent cookies to remember your preferences, track usage patterns, and deliver personalized content. We may also allow third-party cookies for advertising and analytics purposes. You have the option to manage and control cookie preferences through your browser settings. However, disabling certain cookies may impact the functionality and performance of our website. By continuing to use our website you acknowledge and accept our use of cookies as outlined in this policy. Security We protect your personal information using physical, electronic, or procedural security measures appropriate to the sensitivity of the information in our custody or control, which may include safeguards to protect against loss or theft, as well as unauthorized access, disclosure, copying, use or modification. Authorized employees and agents of TMI who require access to your personal information to fulfill their job requirements will have access to your personal information. Access, Correction and Contacting Us TMI may establish and maintain a file of your personal information for the purposes described above, which will be accessible at 2 Gore Street Kingston, ON K7L 2L1. If you wish to request access or correction of your personal information in our custody or control, you may write to the above address, attention Customer Service. Your right to access or correct your personal information is subject to applicable legal restrictions. If you wish to make inquiries or complaints or have other concerns about our personal information practices, you may write to us as described above, e-mail us at [email protected] or telephone us at 1-888-643-8395. Privacy Statement Changes This privacy statement may be revised from time to time. If we intend to use or disclose personal information for purposes materially different than those described in this statement, we will make reasonable efforts to notify affected individuals in advance, if necessary. If you are concerned about how your personal information is used, you should contact us as described above or check back at our website periodically to obtain a current copy of this statement.
