Privacy Policy

1. Who we are

TheChairPlug Ltd ("TheChairPlug", "we", "us") is an information technology services company registered in Ontario, Canada, Business Registration No. 1000620122. We build mobile applications, web platforms and AI systems, and provide related cloud, data and design services.

We are responsible for the personal information under our control. This policy explains how we handle it, and it is written to meet our obligations under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

2. The short version

3. Information we collect

3.1 When you visit this website

Our web server keeps standard access logs, created automatically by the hosting software. These records may include your IP address, the date and time of the request, the page requested, the referring page, and your browser and operating system version. We do not use these logs to build a profile of you, and we do not combine them with other information to identify you.

3.2 When you contact us

When you submit the enquiry form on our contact page, the information you entered is transmitted to our web server and emailed to us. That is the name, company, email address, phone number, project type, indicative budget and message you provided. Our server also records the time of submission and the IP address it came from, which we use only to detect and limit automated abuse of the form, and it keeps a copy of the submission so that an enquiry is not lost if email delivery fails. If you would rather not use the form, you can email, phone or write to us instead, using the details in section 16.

3.3 When you become a client

To deliver a project and meet our legal and accounting obligations, we collect and hold business contact details for the people we work with, contract and scope documents, correspondence, invoices and payment records, and any access credentials you provide so that we can work on your systems.

4. Why we collect it

We use personal information only for the purposes it was given to us for:

• To respond to your enquiry and prepare a proposal
• To deliver, support and maintain the work you have engaged us for
• To administer contracts, invoicing and payment
• To keep our website secure, available and working correctly
• To meet legal, tax and regulatory record-keeping requirements

We rely on your consent, which you give by contacting us or by entering into an agreement with us. Where the law permits or requires us to handle information without consent — for example to investigate a breach of an agreement, or to comply with a court order — we may do so. We do not sell personal information, and we do not trade or rent it to anyone.

5. Cookies and tracking

This website sets no cookies. It runs no analytics package, no advertising or social media pixels, and no session tracking. Every file the site loads — stylesheet, script, images and icons — is served from our own domain, so visiting the site does not disclose your visit to any third party.

If we add analytics in future we will update this policy before doing so and, where the law requires it, ask for your consent first.

6. Who we share it with

We do not sell your personal information. We disclose it only:

• To service providers who work on our behalf — our web hosting provider, email provider, and accounting and payment processors. They may use the information only to provide their service to us.
• Where you ask us to — for example, when a project requires us to work with another supplier of yours.
• Where the law requires it — in response to a valid court order, subpoena, or lawful request from a government authority.
• In a business transfer — if our business is sold or reorganised, information may transfer as part of that transaction, subject to this policy.

7. Where your information is stored

Our website and its email are hosted on servers located in the United States. This means personal information you send us, and the server logs described above, are stored and processed outside Canada.

While information is in another country it is subject to the laws of that country, and may be accessible to its courts, law enforcement and national security authorities under those laws. By using this website or contacting us, you acknowledge this transfer. We remain accountable for information we transfer to a service provider, and we use contractual means to require a comparable level of protection.

8. How long we keep it

We keep personal information only as long as we need it for the purpose it was collected, or as long as the law requires:

• Enquiries that do not become projects — up to 24 months, then deleted
• Client records, contracts and correspondence — for the life of the engagement and 7 years afterwards, to meet Canadian tax and record-keeping requirements
• Invoices and financial records — 7 years, as required by the Canada Revenue Agency
• Web server access logs — retained by our hosting provider on a short rolling cycle, typically weeks rather than months
• Client system credentials — destroyed or handed back at the end of the engagement

9. How we protect it

We apply safeguards appropriate to the sensitivity of the information, including access controls and authentication on the systems that hold it, encryption for stored credentials, limiting access to the people who need it to do their work, and secure disposal when information is no longer required.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach of our security safeguards creates a real risk of significant harm to you, we will report it to the Office of the Privacy Commissioner of Canada and notify you, as PIPEDA requires.

10. Your rights

Under PIPEDA you may:

• Ask what we hold. Request access to the personal information we have about you, and information about how it has been used and to whom it has been disclosed.
• Correct it. Ask us to amend information that is inaccurate or incomplete.
• Withdraw consent. Withdraw your consent to our use of your information, subject to legal and contractual restrictions and reasonable notice. This may mean we can no longer provide a service to you.
• Ask us to delete it. Request deletion, where we are not required to keep it by law.
• Complain. Challenge our handling of your information.

Write to us at support@thechairplug.com and we will respond within 30 days. We may need to verify your identity before acting. Access is provided free of charge in most cases; if a request would involve significant cost we will tell you the estimate first and get your agreement.

11. Marketing email and CASL

We do not send bulk marketing email. If that changes, any commercial electronic message we send will comply with Canada's Anti-Spam Legislation (CASL): it will identify us, give our contact details, and include a working unsubscribe link that we action within 10 business days. Replying to your enquiry, or corresponding with you about a project, is not marketing and does not require consent under CASL.

12. Client data we handle on your behalf

As part of our services we often work inside systems that hold your own customers' or employees' personal information — for example when we build, migrate or support an application or database.

In that situation you remain accountable for that information and we act on your instructions. We access only what is necessary to perform the agreed work, we do not use it for any other purpose, we do not retain copies beyond the engagement unless you ask us to, and we return or securely destroy it when the work ends. Where a project requires it, we will sign a data processing agreement, a confidentiality agreement, or both.

13. Children

Our services are directed at businesses, not children. We do not knowingly collect personal information from anyone under the age of majority in their province or territory. If you believe a child has given us personal information, contact us and we will delete it.

14. Visitors outside Canada

This website is operated from Canada. If you contact us from the European Union or United Kingdom, we handle your information in line with this policy and will honour requests for access, correction, deletion, restriction and portability where the GDPR or UK GDPR applies to that processing. If you are in Quebec, we will also meet the additional requirements of Quebec's Law 25 where it applies.

15. Changes to this policy

We may update this policy as our services or the law change. The version published on this page is always the current one. Where a change materially affects how we handle information we already hold, we will take reasonable steps to tell you directly.

16. Contact and complaints

Our Privacy Officer is accountable for our compliance with this policy. Contact us about anything on this page, including a request to access or correct your information:

• Email: support@thechairplug.com
• Phone: 416-881-0575
• Post: Privacy Officer, TheChairPlug Ltd, Richmond Hill, Ontario, Canada

We will acknowledge your complaint, investigate it, and tell you the outcome. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.