This document is a starting template written for Vancouver Island IT Solutions. Have it reviewed by a qualified lawyer for the jurisdictions you operate in before relying on it.
Who we are
Vancouver Island IT Solutions Ltd. ("Vancouver Island IT Solutions", "we", "us") provides IT service management, managed IT support, consulting, cloud and cybersecurity services. Our registered office is Victoria, British Columbia, Canada. We are the data controller for personal information collected through our website and in the course of marketing our services. Where we process data on behalf of a client under a services agreement, we act as a processor and that agreement governs.
Information we collect
We collect information in three ways.
Information you give us
- Contact details such as your name, company, job title, work email and phone number when you fill in a form, request a quote or contact us.
- The content of messages, tickets and support requests you send us.
- Account and billing details if you become a client.
Information collected automatically
- Device and usage data such as IP address, browser type, pages visited, referring site and approximate location, collected through server logs and cookies (see our Cookie Policy).
Information from other sources
- Business contact details from partners, public sources or professional networks where you have made them available.
How we use information
We use personal information to:
- Respond to your enquiries and provide quotes, demos and estimates.
- Deliver, support and improve our services and manage client accounts.
- Send service notices, security alerts and, where permitted, marketing about our services. You can opt out of marketing at any time.
- Operate, secure and analyse our website.
- Comply with legal obligations and enforce our agreements.
Our legal bases under laws such as the GDPR are performance of a contract, our legitimate interests in running and promoting our business, your consent where we ask for it, and compliance with legal obligations.
How we share information
We do not sell personal information. We share it only with:
- Service providers who help us run our business, such as hosting, email, CRM, ticketing and analytics providers, under contracts that restrict their use of the data.
- Technology partners and vendors where needed to deliver a service you have asked for (for example a software licence registered in your name).
- Professional advisers, regulators, law enforcement or courts where required by law or to protect our rights.
- A buyer or successor in the event of a merger, acquisition or sale of assets, subject to this policy.
International transfers
We are based in British Columbia, Canada and may process information in other countries where we or our providers operate. Where data is transferred out of Canada, the UK, EU or other regions with transfer restrictions, we use approved safeguards such as standard contractual clauses.
How long we keep information
We keep personal information only as long as needed for the purposes above. Enquiry data is normally kept for 24 months after our last contact; client account and billing records are kept for the life of the relationship plus the period required by tax and accounting law; support tickets are kept in line with the client agreement.
Security
We protect personal information with technical and organisational measures appropriate to the risk, including encryption in transit, access controls, multi-factor authentication, monitoring and staff training. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
Your rights
Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict certain processing, to withdraw consent, and to complain to a supervisory authority. In British Columbia you have rights of access and correction under the Personal Information Protection Act (PIPA), and you may complain to the Office of the Information and Privacy Commissioner for British Columbia; PIPEDA applies to our activities across provincial and national borders. We do not sell personal information.
To exercise any right, email hello@vancouverislandit.ca. We will verify your identity and respond within the time required by law.
Children
Our services and website are intended for businesses and are not directed at children under 16. We do not knowingly collect information from children.
Changes to this policy
We may update this policy from time to time. The "last updated" date at the top shows when it last changed. Significant changes will be announced on our website or by email to clients.
Contact us
Questions about privacy can be sent to hello@vancouverislandit.ca or by post to Vancouver Island IT Solutions Ltd., Victoria, British Columbia, Canada.