Last Update: March 15 2025
Privacy Policy for Monocle IT Solutions
1. Introduction
Monocle IT Solutions ("we", "our", or "us") is committed to protecting your privacy and safeguarding the personal information you provide to us. This privacy policy explains how we collect, use, store, and disclose your personal information in accordance with the Personal Information Protection and Electronic Documents Act ("PIPEDA") and other applicable privacy laws in Canada.
2. Types of Personal Information We Collect
In the course of providing managed IT services to our clients, we collect various types of personal information, including but not limited to:
- Client Information: Name, business name, contact details (email, phone numbers), billing information, and service-related data.
- Technical Data: Data related to the use of our services, such as system logs, IP addresses, device information, and troubleshooting records.
- Employee and Contractor Data: Personal information of employees and contractors who interact with our clients or assist in service delivery.
We only collect the information necessary for the provision of our services and related business operations.
3. Purpose of Data Collection
We collect personal information for the following purposes:
- To provide IT services and solutions to our clients.
- To facilitate billing, invoicing, and payment processes.
- To troubleshoot technical issues and offer customer support.
- To improve the quality of our services and maintain system performance.
- To comply with legal obligations and regulatory requirements under Canadian law.
4. Consent
By using our services, you consent to the collection, use, and disclosure of your personal information as described in this privacy policy. Where required by law, we will seek explicit consent for specific uses of your personal data. You may withdraw your consent at any time by contacting us as detailed in the "Contact Us" section.
5. Use of Personal Information
We use the personal information we collect for the following purposes:
- Delivering and managing the services we provide.
- Communicating with clients about their service requests and billing inquiries.
- Responding to support inquiries and troubleshooting issues.
- Conducting internal business analysis and performance reviews.
- Complying with applicable laws and regulations.
6. Sharing and Disclosure of Personal Information
We may share your personal information with third-party vendors or subcontractors who assist us in delivering our services, such as cloud storage providers, security services, and other IT service providers. However, we ensure that any third-party vendor we work with complies with privacy laws and safeguards your personal data.
We will not sell or rent your personal information to any third party.
We may also disclose personal information where required by law or in response to lawful requests by public authorities (e.g., a subpoena or government request).
7. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting obligations. Once personal information is no longer needed, we will securely delete or anonymize it.
8. Security Measures
We implement reasonable physical, technical, and administrative security measures to protect the personal information we hold. These measures include:
- Encryption of sensitive data.
- Secure storage solutions and firewalls to prevent unauthorized access.
- Regular audits and security updates to safeguard systems and data.
Despite these precautions, no method of data transmission or storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.
9. Client Rights
Under PIPEDA and other applicable privacy laws, you have the following rights regarding your personal information:
- Access: You have the right to access the personal information we hold about you.
- Correction: You may request that we correct any inaccuracies in your personal information.
- Deletion: You may request that we delete your personal information, subject to certain legal or contractual limitations.
- Withdrawal of Consent: You may withdraw consent to our collection and use of your personal information, although this may affect our ability to provide certain services.
To exercise any of these rights, please contact us using the details provided below.
10. Cross-Border Data Transfers
Some of the third-party service providers we work with may be located outside Canada. In such cases, personal data may be transferred to and stored in countries with different data protection laws. By using our services, you consent to the transfer of your personal data to these countries, where it may be subject to foreign laws.
11. Use of Cookies and Tracking Technologies
We may use cookies or similar technologies on our website to improve the user experience, track usage patterns, and deliver relevant content. These cookies may collect information such as IP addresses, browser types, and browsing activities.
You can manage or disable cookies through your browser settings. However, please note that disabling cookies may impact your experience on our website.
12. Policy Updates
We reserve the right to update this privacy policy at any time to reflect changes in our practices, services, or legal requirements. When we make changes, we will post the updated policy on our website and update the "Effective Date" at the top of the document. Please review this policy periodically to stay informed of any updates.
13. Contact Us
If you have any questions or concerns about this privacy policy or how we handle your personal information, please contact us at:
Monocle IT Solutions
Email: compliance@monocleitsolutions.com
Phone: (877) 773-1183
Address: 22 King Street S, Suite 300, Waterloo Ontario N2J1N8
You may also contact the Privacy Commissioner of Canada for any concerns regarding your privacy rights under PIPEDA.
