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xSquare Technologies

Privacy Policy

This policy explains how xSquare Technologies Inc. handles personal information when you visit xsquare.ca or work with us.

Last updated: February 11, 2025

1. Who we are

xSquare Technologies Inc. ("xSquare", "we", "us" or "our") is a software engineering and cloud consulting company headquartered in Waterloo, Ontario, Canada. We are responsible for personal information under our control and comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

2. Information we collect

Information you provide

  • Contact details such as your name, work email, phone number and company when you complete our contact form or email us.
  • The content of your messages and any project information you choose to share.
  • Résumés and application details when you apply for a role with us.
  • Business contact and billing information when you become a client.

Information collected automatically

  • Technical data such as IP address, browser type, device information and pages visited, collected through server logs.
  • Cookie and similar technology data, as described in our Cookie Policy. Non-essential cookies are only used with your consent.

3. How we use personal information

  • To respond to inquiries and provide the services you request.
  • To manage client relationships, contracts, invoicing and support.
  • To evaluate job applications.
  • To operate, secure, maintain and improve our website.
  • To send business communications you have agreed to receive, in line with Canada's Anti-Spam Legislation (CASL). You can unsubscribe at any time.
  • To comply with legal obligations and protect our rights.

We do not sell personal information.

We collect, use and disclose personal information with your consent, except where otherwise permitted or required by law. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us at the address below. Withdrawing consent may limit our ability to provide some services.

5. Sharing and disclosure

We share personal information only as needed with:

  • Service providers who host our website, deliver email or support our business operations, under contracts that require them to protect your information.
  • Professional advisers such as lawyers and accountants.
  • Authorities, where required by law or to protect rights, property or safety.
  • A successor organization in the event of a merger, acquisition or sale of assets, subject to equivalent protections.

6. Storage and cross-border transfers

We store information primarily in Canada. Some service providers may process information in other countries, including the United States, where it may be accessible to authorities under local law. We use contractual and technical safeguards to protect information wherever it is processed.

7. Client data we process on your behalf

When we deliver services such as cloud or data migrations or AI solutions, we may access data that belongs to our clients. In those cases we act as a service provider, process that data only on the client's documented instructions, and handle it according to the applicable services agreement and data processing terms.

8. Retention

We keep personal information only as long as necessary for the purposes described in this policy or as required by law. Contact form inquiries that do not lead to an engagement are typically deleted within 24 months.

9. Security

We protect personal information with administrative, technical and physical safeguards appropriate to its sensitivity, including encryption in transit and at rest, access controls and monitoring. No method of transmission or storage is completely secure, but we work to protect your information and will notify you and the Office of the Privacy Commissioner of Canada of breaches that create a real risk of significant harm, as required by law.

10. Your rights

You may request access to the personal information we hold about you, ask us to correct it, or withdraw your consent. We will respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

11. Children

Our website and services are intended for businesses and are not directed to children under 16.

12. Changes to this policy

We may update this policy from time to time. The "Last updated" date above shows when it last changed.

13. Contact our Privacy Officer

Questions or requests about this policy can be sent to our Privacy Officer at [email protected], or by mail to xSquare Technologies Inc., Waterloo, Ontario, Canada.