Privacy Policy

Effective Date: July 28, 2026
Last Updated: July 28, 2026

1. Introduction

Dyvonix IT Solutions ("Dyvonix", "we", "us", or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at www.dyvonix.com, engage with our services, or otherwise interact with our business.

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy laws, including the principles set out in Schedule 1 of PIPEDA.

2. Information We Collect

We collect personal information that you voluntarily provide to us, as well as information collected automatically when you interact with our website or services.

2.1 Information You Provide

• Contact information: Name, email address, phone number, business name, and mailing address when you complete our contact form, request a quote, or correspond with us.
• Service-related information: Details about your IT environment, technical requirements, business operations, and any other information you choose to share when engaging our services.
• Account and billing information: Billing address, payment method details (processed securely via third-party payment processors — Dyvonix does not store full payment card numbers).
• Communications: Records of correspondence, support tickets, meeting notes, and any feedback you provide.

2.2 Information Collected Automatically

• Technical data: IP address, browser type and version, device type, operating system, referring URL, and pages visited.
• Usage data: Date and time of visit, time spent on pages, links clicked, and general browsing patterns.
• Cookies and similar technologies: See Section 7 below.

3. How We Use Your Information

We use your personal information for the following purposes:

• Responding to enquiries, requests for information, and quote requests
• Providing, maintaining, and improving our IT services
• Processing payments and managing billing
• Communicating with you about service updates, support matters, and account changes
• Sending marketing communications (only with your express consent, and you may withdraw consent at any time)
• Complying with legal obligations, regulatory requirements, and law enforcement requests
• Protecting our rights, property, and the safety of our clients and the public
• Analysing website usage to improve user experience

4. Legal Basis for Processing

Under PIPEDA, we only collect, use, or disclose your personal information with your knowledge and consent, except where the law allows otherwise. Consent may be express (for example, completing a contact form) or implied (for example, providing your business card during a meeting). You may withdraw consent at any time, subject to legal or contractual restrictions — contact us using the details at the end of this policy.

5. Disclosure of Your Information

We do not sell, rent, or trade your personal information. We may disclose your information to:

• Service providers: Trusted third parties who assist us in operating our business (such as cloud hosting providers, payment processors, email delivery services, and analytics platforms). These providers are bound by confidentiality and data protection obligations.
• Professional advisors: Lawyers, accountants, auditors, and insurance providers as necessary.
• Legal authorities: When required by law, court order, subpoena, or to protect our legal rights.
• Business transfers: In connection with a merger, acquisition, financing, or sale of all or part of our business — in which case the recipient will be bound by this Privacy Policy.

Where information is transferred to service providers outside Canada (for example, U.S.-based cloud platforms), it may be subject to the laws of those jurisdictions, which may differ from Canadian privacy laws. We take reasonable steps to ensure equivalent protection.

6. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this policy, comply with our legal and regulatory obligations, resolve disputes, and enforce our agreements. Typical retention periods include:

• Active client records: Duration of the engagement plus seven (7) years for financial and tax compliance
• Prospect/contact form enquiries: Up to two (2) years if no engagement results
• Website analytics: Up to 26 months

When personal information is no longer required, we securely delete or anonymise it.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Enable essential website functionality
• Remember your preferences
• Analyse website traffic and performance (e.g. Google Analytics)

You can control cookies through your browser settings. Disabling cookies may affect some website features. We do not use cookies for behavioural advertising.

8. Data Security

We implement reasonable physical, administrative, and technical safeguards to protect your personal information against loss, theft, unauthorised access, disclosure, copying, use, or modification. Measures include:

• Encryption of data in transit (TLS/HTTPS) and at rest where appropriate
• Restricted access on a need-to-know basis
• Regular security assessments and software updates
• Employee confidentiality agreements and privacy training
• Secure disposal of records when no longer needed

While we take all reasonable precautions, no method of electronic transmission or storage is 100% secure. If we become aware of a privacy breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA.

9. Your Privacy Rights

Under PIPEDA, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correct: Request correction of inaccurate or incomplete information
• Withdraw consent: Withdraw consent to certain uses or disclosures (subject to legal or contractual restrictions)
• Complain: File a complaint about how we handle your information

To exercise any of these rights, contact our Privacy Officer using the details below. We will respond to verified requests within 30 days. There is generally no charge for access requests, though we may charge a reasonable fee for extensive requests and will inform you of any cost in advance.

10. Children's Privacy

Our services are intended for businesses and adults. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected such information, we will delete it promptly.

11. Third-Party Links

Our website may contain links to third-party websites, plugins, and services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any external site you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Material changes will be posted on this page with a revised "Last Updated" date. Continued use of our website or services after such changes constitutes acceptance of the updated policy.

13. Contact Us — Privacy Officer

For privacy-related questions, access requests, complaints, or to withdraw consent, please contact our Privacy Officer:

14. Complaints to the Privacy Commissioner

If you are not satisfied with our response to a privacy concern, you may file a complaint with the Office of the Privacy Commissioner of Canada:

This Privacy Policy is provided for informational purposes and does not constitute legal advice. Dyvonix IT Solutions recommends consulting a qualified legal professional for specific privacy compliance matters.