This policy explains how Cybercana Consulting Inc. handles personal information collected through this website, and how we treat information we encounter while providing services to our clients.

1. Scope of this policy

This policy covers cybercana.com and our consulting relationships. Cybercana Consulting Inc. operates separate software products, each with its own privacy policy governing that product and the data it handles. If you are a user of one of those products, the policy published within that product applies to your data, not this one.

We handle personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

2. Information we collect

Information you give us

When you submit our contact form, we collect your name, email address, phone number, company name, the service you selected, and whatever you write in the message field. We collect this only because you chose to send it.

Information collected automatically

Our hosting provider records standard technical information such as IP address, browser type, and pages requested, for security and reliability purposes. This site does not use advertising cookies or third-party behavioural tracking.

Spam protection on our contact form

To stop automated abuse, our contact form may use Cloudflare Turnstile. When it runs, Cloudflare receives your IP address and limited technical signals about your browser in order to judge whether the submission is automated, and may set a short-lived token in your browser for that purpose. It is used only for security and is not used to profile you or to serve advertising. Cloudflare processes this on our behalf under contract; see Cloudflare's own privacy documentation for details of their handling.

Information from client engagements

In the course of consulting work we may be given access to systems containing personal information belonging to our clients' customers. We act as a service provider for that information and process it only on our client's instructions. See section 10.

3. How we use your information

• To respond to your enquiry and carry on a conversation you started
• To prepare proposals and deliver services you have engaged us for
• To meet legal, tax, and professional record-keeping obligations
• To keep the website secure and functioning

We do not sell personal information. We do not share it with advertisers. We do not add enquiries to marketing lists without asking you first.

4. Consent

We ask for your consent at the point you submit the contact form, with a link to this policy so you know what you are agreeing to. Consent is limited to what we describe here.

You may withdraw consent at any time by emailing contact@cybercana.com. Withdrawal applies going forward, and may mean we can no longer provide a service you asked for. Where we are legally required to keep certain records, withdrawal does not override that obligation.

5. When we share information

We share personal information only in these circumstances:

• Service providers: infrastructure suppliers who process data on our behalf under contract — our website host, our email provider, and our spam-protection provider. They may only use the information to deliver their service to us, not for their own purposes.
• Legal requirements: where we are required by law, regulation, or valid legal process to disclose it.
• Business transfer: if the business is sold or reorganised, information may transfer as part of that transaction, subject to this policy.

Some suppliers may process or store data outside Canada. Where that happens, the information may be subject to the laws of that jurisdiction. We choose suppliers that offer appropriate contractual protection.

6. Retention and deletion

We keep personal information only as long as it serves the purpose it was collected for, or as long as the law requires.

• Enquiries that do not become engagements: retained up to 24 months, then deleted.
• Client engagement records: retained for the life of the relationship and then up to 7 years, to meet tax, accounting, and professional obligations.
• Website technical logs: retained on our host's standard schedule, generally under 12 months.

This schedule is reviewed at least annually. When a retention period ends, records are deleted or irreversibly anonymised. You may ask us to delete your information sooner, and we will do so unless we are legally required to keep it.

7. Cookies and similar technologies

We do not use advertising or analytics cookies on this site, and we do not track you across other websites. The only browser storage we may rely on is strictly functional: a short-lived token set by our spam-protection provider when you use the contact form. Because it is necessary to deliver a service you asked for, it does not require a consent banner under Canadian rules. If we ever add analytics, we will update this policy first.

8. How we protect information

We apply safeguards appropriate to the sensitivity of the information, including encryption in transit using TLS across the whole site, multi-factor authentication on the accounts and systems we control, access limited to those who need it, credentials held in dedicated secret storage rather than in code or repositories, and patching of the systems we operate.

No system is perfectly secure. If a breach occurs 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 law.

9. Your rights

Subject to legal limits, you may ask us to:

• Confirm whether we hold personal information about you, and get a copy of it
• Correct information that is inaccurate or incomplete
• Delete information we no longer have a legitimate reason to keep
• Withdraw consent for a use you previously agreed to
• Explain how we handled your information

Email contact@cybercana.com and we will respond within 30 days. We may need to verify your identity before acting. If you are unsatisfied with our response you may contact the Office of the Privacy Commissioner of Canada.

10. Information we handle for clients

When we build or maintain systems for a client, we may have access to personal information that belongs to that client's customers. In that role we act as a service provider, not the owner of the data. We use it only to deliver the agreed services, we do not use it for our own purposes, and we return or delete it when the engagement ends or when the client asks. If you believe a business we work with holds your information, contact that business directly, since they control it.

11. How to reach us

Questions, requests, or complaints about privacy can be sent to:

Cybercana Consulting Inc.
Email: contact@cybercana.com
Phone: 416-320-2122
Ontario, Canada

12. Changes to this policy

We may update this policy as our practices or the law change. The date at the top always reflects the current version. Material changes will be highlighted on this page.