Syspole Inc.

Privacy Policy

Syspole Inc.

Effective Date: February 26, 2025
Last Updated: February 26, 2025

Welcome to Syspole Inc., a Canadian-based cloud IT consulting service helping businesses in Canada, the United States, and beyond embrace the cloud era. At Syspole, we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website (https://syspole.com), engage with our services, or submit your contact details to us. Whether you’re browsing our cloud solutions, checking out use cases and testimonials, or reaching out to us, we’re committed to keeping your data safe and secure.

1. Who We Are

Syspole Inc. (“we,” “us,” or “our”) is a cloud IT consulting firm headquartered in Markham, Ontario, Canada. We specialize in cloud migration, infrastructure management, cost optimization, and technical support for small to medium-sized businesses. Our services are proudly offered to clients in Canada and the United States. You can reach us at:

  • Email: info@syspole.com
  • Website: https://syspole.com

For privacy-related questions, contact our Privacy Officer at security@syspole.com.

2. Information We Collect

We collect personal information to provide our services and improve your experience. Here’s what we might gather:

Information You Provide

  • Contact Submissions: When you fill out our contact form, we collect your name, email address, phone number, company name (optional), and any message details you share.
  • Service Inquiries: If you request details about our cloud services (e.g., migration, cost optimization), we may collect additional info like your business needs or IT setup.

Information We Collect Automatically

  • Website Usage: When you visit [Website URL], we use cookies and analytics tools (like Google Analytics) to track your IP address, browser type, pages visited, and time spent on our site. This helps us understand how you use our site and improve it.
  • Testimonials: If you provide a testimonial, we may collect your name, company name, and feedback (with your consent) to showcase on our site.

Information from Third Parties

We don’t actively collect data from third parties, but if a partner or client refers you to us, we may receive your contact details to follow up.

3. How We Use Your Information

We use your data to deliver top-notch cloud consulting services and keep our website running smoothly. Specifically, we may:

  • Respond to your inquiries and provide tailored advice about cloud migration, infrastructure management, or cost optimization.
  • Display testimonials (with your permission) to highlight our work with clients like you.
  • Analyze website traffic to improve our content, like use cases and service descriptions.
  • Contact you about updates, promotions, or new services (you can opt out anytime—see Section 8).
  • Meet legal obligations under Canadian and U.S. privacy laws (e.g., PIPEDA and CCPA).

We only collect what’s necessary to serve you and won’t use your info for anything unrelated without your consent.

4. How We Share Your Information

We don’t sell or trade your personal info—period. We only share it when it’s essential to deliver our services or comply with the law. Here’s who might see your data:

  • Service Providers: We use trusted third-party tools (e.g., AWS, Azure, Google Analytics) to host our site, store data, or analyze usage. These partners are bound by strict agreements to protect your info and only use it as we direct.
  • Legal Requirements: If required by Canadian or U.S. law (e.g., a court order), we’ll share your info but only to the extent necessary.
  • Business Transfers: If [Company Name] is sold or merged, your data may transfer to the new entity, but we’ll ensure it stays protected.

5. Legal Basis for Processing

Under PIPEDA (Canada), we process your data with your consent or when it’s necessary to provide our services. For U.S. clients, we align with laws like the CCPA, ensuring you have rights over your data (see Section 8). When you submit your contact info or browse our site, you’re agreeing to this policy—pretty straightforward, right?

6. How We Protect Your Information

We take security seriously. Your data is stored on secure cloud servers (e.g., AWS, Azure) with encryption and access controls. Only authorized team members can access it, and they’re trained to keep it confidential. While no system is 100% foolproof, we use industry-standard measures to guard against unauthorized access, loss, or breaches. If something does go wrong, we’ll notify you as required by law.

7. Where We Store Your Data

As a Canadian company, we primarily store data in Canada. However, since we serve U.S. clients and use global cloud providers (like AWS or Azure), your info might cross borders. When it does, we ensure our partners meet strict privacy standards under Canadian and U.S. regulations. For example, data processed in the U.S. complies with CCPA where applicable.

8. Your Rights

You’ve got control over your data. Here’s what you can do:

  • Access: Ask us what info we have about you.
  • Correct: Fix any mistakes in your data.
  • Delete: Request we erase your info (unless we need it for legal reasons).
  • Opt-Out: Stop marketing emails—just hit “unsubscribe” or email us.
  • Know: For U.S. clients under CCPA, you can ask what data we share and with whom.

To exercise these rights, email our Privacy Officer at [Privacy Officer Email]. We’ll respond within 30 days (or sooner if required by law).

9. Cookies and Tracking

We use cookies to make our site better:

  • Essential Cookies: Keep the site working (e.g., navigation).
  • Analytics Cookies: Track how you use our site (e.g., which use cases you check out).

You can disable cookies in your browser, but some features (like submitting contact forms) might not work as well. Check our [Cookie Policy link, if applicable] for more details.

10. How Long We Keep Your Data

We hold onto your info only as long as needed:

  • Contact submissions: Up to 2 years, unless you ask us to delete it sooner.
  • Analytics data: Anonymized and kept for up to 7 years for trends.
  • Testimonials: As long as they’re on our site (we’ll check with you first).

After that, we securely delete or anonymize it, unless laws (like tax rules) say otherwise.

11. Third-Party Links

Our site might link to external web sites. We’re not responsible for their privacy practices—check their policies if you click through.

12. Changes to This Policy

We might tweak this policy as our services grow or laws change. If we do, we’ll update the “Last Updated” date and post the new version on https://syspole.com. Big changes? We’ll email you if we have your contact info.

13. Contact Us

Got questions? Reach out:

  • Email: info@syspole.com
  • Web Site: https://syspole.com

For privacy complaints, contact our Privacy Officer at [Privacy Officer Email]. If we can’t resolve it, you can escalate to Canada’s Office of the Privacy Commissioner (www.priv.gc.ca) or, for U.S. clients, your state’s privacy authority (e.g., California Attorney General for CCPA).

Thanks for trusting Syspole Inc. Let’s make your cloud journey awesome—and private!