Privacy Policy

DataExpert Technology (Canada) Inc., operating as DataExpert Canada (“DataExpert,” “we,” “us” or “our”), respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, disclose, retain and protect personal information when you:

• Visit www.data-expert.co;

• Submit a contact or inquiry form;

• Subscribe to our mailing list;

• Communicate with us by email, telephone, messaging application or social media;

• Request a quotation;

• Purchase or inquire about a product;

• Apply for employment;

• Visit our facility;

• Engage us for digital forensic, data recovery, IT asset disposition, data destruction, consulting, training or related services; or

• Otherwise interact with DataExpert.

This Privacy Policy is intended to reflect applicable Canadian privacy requirements, including the Personal Information Protection and Electronic Documents Act, where applicable.

1. Accountability

DataExpert is responsible for personal information under its control.

We designate a Privacy Officer to oversee our privacy practices, respond to access and correction requests, investigate privacy concerns and support compliance with applicable privacy laws.

Privacy questions and requests may be directed to the contact information listed at the end of this Policy.

2. What Is Personal Information?

“Personal information” generally means information about an identifiable individual.

It may include contact details, identification information, employment information, online identifiers, financial or transaction information, communications and information stored on electronic devices.

Personal information does not generally include information that has been properly anonymized or information relating solely to a business or organization, although information identifying an individual in a professional capacity may still be protected in certain circumstances.

3. Information We Collect

Depending on your relationship with DataExpert, we may collect the following categories of information.

Contact and business information

This may include:

• Name;

• Email address;

• Telephone number;

• Company or organization;

• Job title or department;

• Business address;

• Country and city; and

• Preferred communication method.

Inquiry and communication information

When you contact us, we may collect:

• The content of your message;

• Information about the product or service you are requesting;

• Records of emails and other communications;

• Technical questions and support information;

• Meeting notes; and

• Your marketing and communication preferences.

Transaction and service information

When you request or purchase products or services, we may collect:

• Quotation, order and contract information;

• Billing and invoicing information;

• Shipping, collection and delivery details;

• Payment and transaction records;

• Asset inventories and serial numbers;

• Chain-of-custody records;

• Service instructions;

• Records of consent and authorization;

• Customer-support records;

• Certificates of destruction or sanitization;

• Recovery reports and forensic reports; and

• Information required for warranties, repairs and technical support.

Information contained on devices or media

Digital forensic, data recovery, ITAD and data-destruction services may involve devices or storage media that contain personal information belonging to customers, employees, clients, patients, account holders or other individuals.

This information may include:

• Files, documents, photographs and videos;

• Email and message history;

• User profiles and system records;

• Device identifiers;

• Internet and application activity;

• Location information;

• Credentials or encrypted information;

• Deleted, damaged or hidden information;

• Business and financial records; and

• Other potentially sensitive or confidential data.

We access and process this information only as reasonably necessary to provide the authorized service, comply with documented instructions, preserve evidence, meet legal obligations or protect legitimate legal and security interests.

Website and technical information

When you visit our website, we or our service providers may automatically receive:

• Internet Protocol address;

• Browser and device type;

• Operating system;

• Language and approximate location;

• Referring webpage;

• Pages viewed;

• Date, time and duration of visits;

• Website interaction and diagnostic information;

• Cookie identifiers; and

• Security and fraud-prevention information.

Employment information

When applying for a position, you may provide:

• Resume and employment history;

• Education and qualifications;

• Professional references;

• Contact information; and

• Other information included in your application.

Please do not provide highly sensitive information unless it is specifically requested and necessary.

4. How We Collect Information

We may collect personal information:

• Directly from you;

• From your employer or organization;

• From an authorized representative;

• From a customer engaging us to process a device or asset;

• From a device, storage medium or system submitted for an authorized service;

• Through cookies and similar technologies;

• From manufacturers, distributors, logistics providers and service partners;

• From publicly available business sources; and

• Where permitted by law, from government, regulatory, investigative or legal sources.

Where a customer provides personal information relating to another individual, the customer is responsible for confirming that it has the lawful authority to provide that information and authorize DataExpert to process it.

5. How We Use Personal Information

We may use personal information to:

Respond to requests

• Respond to questions and inquiries;

• Schedule consultations, demonstrations and facility visits;

• Prepare quotations and proposals;

• Recommend appropriate products or services; and

• Communicate about requested services.

Provide products and services

• Verify customer identity and authority;

• Process orders and payments;

• Coordinate shipping, collection and delivery;

• Perform diagnostics and technical assessments;

• Conduct authorized forensic examinations;

• Recover, copy, preserve, analyze, erase, destroy or dispose of data and equipment;

• Maintain chain-of-custody and inventory records;

• Generate reports, certificates and service documentation;

• Provide installation, training, warranty and technical support; and

• Manage customer relationships.

Operate and improve our business

• Maintain business, financial and service records;

• Administer contracts and accounts;

• Improve website performance and user experience;

• Develop and improve products, services and internal processes;

• Conduct quality assurance and employee training;

• Protect our facilities, equipment, systems, employees and customers;

• Detect and prevent fraud, misuse, cybersecurity incidents and unlawful activity; and

• Establish, exercise or defend legal claims.

Communicate and market

With appropriate consent or where otherwise permitted by law, we may:

• Send company news and service updates;

• Provide invitations, product announcements and educational materials;

• Follow up on business inquiries; and

• Maintain records of communication preferences and consent.

You may unsubscribe from promotional emails at any time.

Meet legal obligations

We may use information to:

• Comply with tax, accounting and corporate-record requirements;

• Respond to lawful court orders, warrants, subpoenas or regulatory requests;

• Meet privacy, cybersecurity, environmental, recycling, export-control and other legal obligations;

• Investigate suspected misconduct; and

• Report or respond to security incidents where required by law.

6. Consent and Other Authorized Processing

We obtain consent where required by law. Consent may be express or implied depending on the sensitivity of the information, the purpose of the processing and the reasonable expectations of the individual.

By submitting an inquiry or requesting a service, you consent to our use of the information reasonably necessary to respond and provide the requested service.

Where DataExpert processes information on behalf of a business, government body, law firm, investigator or other organization, that organization may be responsible for obtaining the necessary authority or consent from affected individuals.

You may withdraw consent for optional activities, such as marketing communications, subject to legal and contractual restrictions. Withdrawing consent may prevent us from providing a product or service where the information is necessary to complete it.

7. When We Disclose Personal Information

We do not sell personal information.

We may disclose personal information in the following circumstances.

Service providers

We may use third-party organizations to support:

• Website hosting and content management;

• Cloud storage and information technology;

• Email and communications;

• Customer relationship management;

• Payment processing;

• Shipping and logistics;

• Data hosting and secure transfer;

• Security monitoring;

• Accounting, insurance and professional advice; and

• Product installation, repair and technical support.

Service providers are authorized to use personal information only for the services they perform for us, subject to applicable contractual and legal requirements.

Manufacturers, distributors and business partners

Where necessary to fulfill an order or support a product, we may disclose relevant contact, order, shipping, technical or warranty information to manufacturers, distributors, resellers or authorized service partners.

We will not disclose data recovered from customer devices to product partners unless authorized or reasonably necessary for the requested service.

Affiliates and international DataExpert entities

Where appropriate for a customer request, specialized technical service, product order or support requirement, we may coordinate with affiliated DataExpert entities or specialists located in other countries.

Before transferring sensitive customer data, we will consider the applicable agreement, customer instructions, security requirements and legal authority.

Legal and regulatory disclosure

We may disclose information where we reasonably believe it is necessary to:

• Comply with applicable law or legal process;

• Respond to a lawful request from a court, regulator, law-enforcement agency or government authority;

• Investigate fraud, security incidents or unlawful conduct;

• Protect the rights, safety or property of DataExpert, our customers or others; or

• Establish, exercise or defend legal claims.

Business transactions

Personal information may be disclosed as part of a proposed or completed financing, merger, acquisition, reorganization, sale of assets or similar business transaction, subject to appropriate confidentiality and legal safeguards.

With consent or instructions

We may disclose information to other parties where you consent or direct us to do so.

8. Cross-Border Processing

Some website, cloud, communications, manufacturer or technical-support providers may process or store information outside Canada.

Information processed outside Canada may be subject to the laws of the jurisdiction where it is stored or processed and may be accessible to courts, law-enforcement agencies or government authorities in that jurisdiction.

DataExpert remains accountable for personal information under its control and uses contractual, organizational and security measures appropriate to the sensitivity of the information and the nature of the service provider.

Customers with specific data-residency or transfer restrictions must notify DataExpert before submitting devices, evidence or information.

9. Website Hosting and Cookies

Our website uses third-party hosting and website-management technology, including services provided by Wix.com.

Wix and other website technologies may place cookies or similar technologies on your browser. Cookies are small files used to support website functions and remember certain information about a visitor’s session.

Cookies used on our website may include:

Essential cookies

These support security, fraud prevention, website stability, network management, page delivery and other functions required for the website to operate.

Essential cookies generally cannot be disabled through our website without affecting functionality.

Functional cookies

These may remember language, region, form or display preferences and provide enhanced website functionality.

Analytics and performance cookies

These may help us understand:

• The number of website visitors;

• Which pages are visited;

• How visitors reach the website;

• How long visitors remain on a page;

• Whether errors occur; and

• How the website can be improved.

Marketing cookies

Where enabled, marketing technologies may help measure campaigns, limit repeated advertisements or understand interaction with marketing content.

Non-essential cookies will be used in accordance with applicable consent requirements. You may manage available preferences through our cookie banner or your browser settings.

Disabling cookies may affect certain website functions. Our use of individual cookies may change when website features or third-party integrations are added or removed.

10. Contact Forms and Mailing List

Our website allows visitors to submit inquiry information, including their name, email address, company, country or city and a message.

We use this information to respond to the request, prepare proposals, provide support and maintain appropriate business records.

Visitors may also voluntarily subscribe to receive updates. Where required, we will obtain valid consent before sending commercial electronic messages. Our marketing messages will identify the sender and provide an unsubscribe method.

Unsubscribe requests will be processed within the period required by applicable law. We may continue sending non-promotional communications that are necessary to respond to an active request, complete a transaction, provide a service or satisfy legal obligations.

11. Retention and Secure Disposal

We retain personal information only for as long as reasonably necessary to:

• Provide requested products and services;

• Complete forensic, recovery, ITAD or destruction work;

• Maintain chain-of-custody and service records;

• Address customer questions, warranties and disputes;

• Satisfy legal, regulatory, insurance, accounting and contractual obligations;

• Protect against fraud and security incidents; and

• Establish or defend legal claims.

Retention periods vary depending on the nature and sensitivity of the information.

Devices, forensic images, recovered data, working copies and service records may be retained according to the applicable service agreement, customer instructions, legal-hold requirements and internal retention schedules.

When information is no longer required, we take reasonable measures to securely delete, anonymize or destroy it. Backup copies may remain for a limited period until they are overwritten or securely removed through standard backup cycles.

12. Security Safeguards

DataExpert uses administrative, technical and physical safeguards appropriate to the sensitivity and volume of the information under its control.

These safeguards may include:

• Confidentiality and non-disclosure obligations;

• Employee privacy and security training;

• Access controls based on job responsibilities;

• Authentication and password controls;

• Encryption and secure-transfer methods where appropriate;

• Network, endpoint and malware protection;

• Logging and monitoring;

• Secure facilities and restricted work areas;

• Device and evidence-handling procedures;

• Chain-of-custody documentation;

• Secure storage and destruction procedures;

• Vendor and service-provider controls; and

• Incident-response and business-continuity procedures.

No physical or electronic system can be guaranteed to be completely secure. Customers should use approved secure-transfer methods and should not send device passwords, highly sensitive records or confidential evidence through ordinary email unless instructed to do so.

13. Privacy and Security Incidents

DataExpert maintains procedures for assessing and responding to suspected losses, unauthorized access or other breaches involving personal information.

Where required by applicable law, we will notify affected individuals and report a breach to the appropriate privacy regulator when the breach creates a real risk of significant harm.

We may also notify customers, insurers, law-enforcement agencies, service providers or other organizations where notification is appropriate to reduce harm, investigate the incident or satisfy legal obligations.

14. Access and Correction Rights

Subject to applicable legal exceptions, you may request:

• Confirmation of whether DataExpert holds personal information about you;

• Access to your personal information;

• Information about how it has been used or disclosed;

• Correction of inaccurate or incomplete information; or

• Withdrawal of consent for optional processing.

We may need to verify your identity before responding.

Access may be limited where disclosure would reveal another person’s information, confidential commercial information, privileged material, investigative information, information subject to a legal restriction or other information that applicable law permits or requires us to withhold.

Where DataExpert processes information solely on behalf of an organizational customer, we may direct your request to that customer.

15. Deletion and Withdrawal Requests

You may ask us to delete personal information or withdraw consent. We will evaluate the request in accordance with applicable law.

We may need to retain certain information where it is required to:

• Complete an active service;

• Meet a contractual obligation;

• Maintain forensic integrity or chain of custody;

• Comply with a litigation hold, court order or legal requirement;

• Maintain financial or corporate records;

• Investigate security incidents; or

• Establish, exercise or defend legal claims.

Withdrawing consent does not affect processing that occurred lawfully before the withdrawal.

16. Information Relating to Other Individuals

Before providing DataExpert with a device, account, file, storage medium or record containing another person’s information, you must confirm that you have the legal authority to authorize the requested processing.

Customers should avoid providing information that is unrelated to the requested service.

DataExpert may require written authorization, proof of ownership, identification, consent documentation, a court order, warrant or other evidence of legal authority before accepting or continuing an engagement.

17. Third-Party Websites

Our website may contain links to manufacturers, partners, messaging services, social media platforms and other third-party websites.

Those organizations operate under their own privacy policies. DataExpert is not responsible for how third parties collect, use, disclose or secure personal information after you leave our website.

We encourage you to review the privacy policies of third-party websites before providing personal information.

18. Children’s Information

Our website, products and services are intended primarily for businesses, organizations, government bodies, investigators, professionals and adults.

We do not knowingly use the website to collect personal information directly from children under 13 without appropriate authorization.

Where information concerning a minor is contained on a device submitted for an authorized forensic, recovery or ITAD service, the customer must have the legal authority required to authorize that processing.

19. Privacy Policy Changes

We may update this Privacy Policy to reflect changes in our practices, technology, services or legal obligations.

The revised Policy will be posted on this page with an updated “Last Updated” date. Material changes may also be communicated through the website or another appropriate method.

We encourage visitors and customers to review this Policy periodically.

20. Questions and Complaints

Questions, privacy requests or complaints may be submitted to our Privacy Officer.

Please describe your concern or request in sufficient detail and include information that will help us verify your identity and locate the relevant records.

We will investigate privacy complaints fairly and respond within a reasonable period. If you are not satisfied with our response, you may have the right to contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.

21. Contact Information

Privacy Officer
DataExpert Technology (Canada) Inc.
22-290 Yorktech Drive
Markham, ON  L6G 0A7
Canada

Email: info@data-expert.co
Telephone: +1 (289) 207-3134
Website: www.data-expert.co