Privacy Policy

Western Rockies IT

Privacy Policy

www.westernrockiesit.com

Effective Date: January 1, 2024 | Last Updated: January 1, 2025

1. Who We Are

Western Rockies IT ("WRIT", "we", "us", or "our") is a managed IT services provider incorporated in Alberta, Canada. We operate offices in Edmonton and Calgary and serve clients across Alberta, British Columbia, and Saskatchewan.

Business contact:

• Website: www.westernrockiesit.com

• Email: info@westernrockiesit.com

• Mailing: Western Rockies IT, Edmonton, AB, Canada

2. Scope of This Policy

This policy applies to personal information we collect through:

• Our website at www.westernrockiesit.com

• Our service delivery platforms and tools (including Datto RMM, Autotask PSA, IT Glue, and connected integrations)

• Email, phone, and other direct communications

• Third-party integrations used in client engagements (e.g., Garmin, HubSpot, and similar platforms)

This policy does not apply to data processed on behalf of our clients under a separate data processing agreement.

3. What Personal Information We Collect

3.1 Information You Provide

• Name, job title, and employer

• Email address and phone number

• Mailing or billing address

• Login credentials for managed systems (stored securely, never shared)

• Support requests, trouble tickets, and communications

3.2 Information We Collect Automatically

• IP address and browser type when you visit our website

• Pages visited, time on site, and referring URLs

• Device identifiers and operating system information

• Activity data collected through monitoring tools deployed on managed endpoints

3.3 Information from Third Parties

We may receive information from platforms used in service delivery, including device health data, alert logs, and performance metrics from tools such as Garmin connected services and other technology partners.

4. How We Use Your Information

We use personal information to:

• Deliver and manage IT services under our agreements with clients

• Respond to support requests and service inquiries

• Monitor and maintain the security of managed systems

• Send service updates, billing information, and account notices

• Improve our internal processes and service quality

• Comply with legal obligations

We do not sell your personal information to third parties.

5. Activity Data and Connected Platforms

When we integrate with third-party platforms as part of service delivery (including GPS fleet tools, IoT devices, or SaaS applications), we may collect and process activity data associated with those platforms.

This data is used solely for the purpose of delivering the services you or your organization have engaged us to provide. We follow the data handling requirements of each connected platform, including those of Garmin and similar providers.

You can request a list of the platforms and data types applicable to your engagement by contacting us directly.

6. Legal Basis for Processing

We process personal information on the following grounds:

• Contract: to deliver services you have engaged us to provide

• Legitimate interests: to operate, secure, and improve our business

• Legal obligation: to comply with applicable Canadian law

• Consent: where we have obtained your explicit agreement

7. Data Sharing and Disclosure

We share personal information only when necessary:

• With service vendors and subcontractors bound by confidentiality obligations

• With third-party platforms required to deliver contracted services

• With law enforcement or regulators when required by law

• In the event of a business transfer, merger, or acquisition

All third-party service providers are required to protect your data in a manner consistent with this policy.

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, or as required by law. Client data is retained for the duration of the service agreement plus a minimum of seven (7) years for accounting and legal purposes, unless a shorter period is required by applicable law.

9. Security

We use industry-standard technical and organizational measures to protect personal information from unauthorized access, disclosure, and loss. These include:

• Encrypted storage and transmission of credentials and sensitive data

• Role-based access controls across all platforms

• Regular security assessments and staff training

No system is completely secure. If you believe your information has been compromised, contact us immediately at info@westernrockiesit.com.

10. Your Privacy Rights

Subject to applicable law, you have the right to:

• Access the personal information we hold about you

• Request correction of inaccurate information

• Request deletion of your information, where legally permitted

• Withdraw consent where processing is based on consent

• Lodge a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, contact us at info@westernrockiesit.com. We will respond within 30 days.

11. Cookies and Website Tracking

Our website may use cookies and similar tracking technologies to improve your browsing experience and analyze site traffic. You can control cookie settings through your browser.

We do not use cookies to track you across third-party websites for advertising purposes.

12. Children's Privacy

Our services are directed to businesses and professionals. We do not knowingly collect personal information from individuals under the age of 18.

13. Changes to This Policy

We may update this policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. Material changes will be communicated by email or a notice on our website. Continued use of our services after changes take effect constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this policy or how we handle your personal information, contact:

Western Rockies IT