Website Privacy Policy

BestPractices Advisory Inc.

Website: www.bestpractices.ca

BestPractices Advisory Inc. (“we,” “us,” or “our”) is an Ontario-based company. This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our website, contact form, and related communications.

Personal information means information about an identifiable individual.

1. Information we collect

When you submit our contact form, we collect the information you choose to provide. Depending on the fields you complete, this may include your name, email address, telephone number, company name, and the contents of your message. We may also keep correspondence relating to your inquiry.

If you subscribe to marketing emails, we keep your contact details, communication preferences, and records of your consent and any withdrawal of consent.

Please provide only the information needed for your inquiry. Do not include sensitive personal information, such as health information, financial account details, identification documents, or passwords.

We and our website hosting, infrastructure, and security providers automatically collect standard technical information when you visit our website. This includes your IP address, browser type and version, operating system, time zone setting, referring URLs, pages viewed, and access times. We use this technical log data to deliver the website, protect against unauthorized access or security incidents, and ensure operational integrity. Technical logs are retained only as long as reasonably necessary for performance monitoring and security auditing.

2. How we use personal information

We use personal information to:

• Respond to your questions and requests and provide the follow-up you request.
• Send marketing emails about our services, promotions, and new features of our AI-as-a-service platform, if you choose to receive them.
• Manage communication preferences and maintain consent records.
• Respond to privacy requests and meet applicable legal obligations.

We limit our collection, use, and disclosure to what is reasonably necessary for the identified purposes. If we propose a new use that requires your consent, we will explain that use and obtain your consent before proceeding.

3. Your consent and marketing choices

When you voluntarily provide information to ask us a question or request contact, we use that information to respond and follow up on your request.

Submitting a contact form does not automatically subscribe you to marketing emails. We ask for separate, optional consent to send those emails, such as through an unchecked checkbox on our form. You can contact us without subscribing.

You may unsubscribe at any time using the unsubscribe link in a marketing email or by contacting us at info@bestpractices.ca. Unsubscribing is free and does not require an account. We act on unsubscribe requests without delay and no later than 10 business days after receiving them.

Unsubscribing from marketing does not prevent us from responding to an inquiry you initiate or sending other communications permitted or required by law.

You may also contact us to withdraw consent to other uses or disclosures of your personal information, subject to applicable legal or contractual restrictions and reasonable notice. We will explain any relevant consequences, including whether withdrawal prevents us from completing your request.

4. When we share information

We do not sell personal information.

We may share information with service providers that help us operate the website, manage inquiries, store records, or deliver email communications, to the extent needed for those services. These service provider categories include website hosting, contact-form processing, business email, cloud storage, customer relationship management (CRM), and email marketing.

We remain responsible for personal information transferred to service providers for processing. We use contractual or other appropriate measures to require comparable protection and limit processing to authorized purposes.

We may also disclose personal information when required or permitted by applicable law, including in response to a valid legal demand. Any disclosure without consent must have a lawful basis.

5. Where information is processed

Personal information collected by us or transferred to our service providers is stored and processed exclusively in Canada and the United States, and nowhere else.

If personal information is processed outside Canada (such as in the United States), it may be subject to the laws of that jurisdiction and may be accessible to its courts, law enforcement, or national security authorities.

Our responsibility to protect personal information continues when a service provider processes it outside Canada. You may contact us for information about our service providers and their processing practices.

6. Cookies and tracking technologies

Our website does not use cookies. We do not use tracking pixels or advertising, marketing, or remarketing technologies. If we begin using cookies, we will update this policy.

We do not use third-party analytics tools that track or profile individual visitors across the web.

7. How long we keep information

We keep personal information only as long as reasonably necessary for the purposes described in this policy and to meet applicable legal obligations.

Contact inquiries and related correspondence are retained for the time needed to address the inquiry and any requested follow-up. Marketing contact information is retained while you remain subscribed and while it is needed for that purpose.

If you unsubscribe, we may retain a limited record of your email address and unsubscribe preference to ensure you are not added back to our marketing list. We may also retain consent records as reasonably necessary to demonstrate compliance with applicable law.

When information is no longer needed, we securely delete it, destroy it, or make it anonymous.

8. How we protect information

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information to protect it against loss, theft, unauthorized access, use, disclosure, copying, or modification.

Access is limited to authorized people and service providers who need the information for their work. No method of electronic transmission or storage is completely secure.

9. Access, correction, and privacy requests

You may contact us to request access to personal information we hold about you, ask how it has been used or disclosed, or request correction of inaccurate or incomplete information. You may also request deletion, which we will consider subject to applicable law and any legitimate retention requirements.

Please send requests in writing to privacy@bestpractices.ca. We may ask for information reasonably necessary to verify your identity before providing access or making changes.

We generally respond to access requests within 30 calendar days. If a legally permitted extension is necessary, we will notify you within that period and explain the reason and your right to complain. Access is provided at minimal or no cost, and we will advise you in advance of any proposed charge.

If we cannot grant a request in whole or in part, we will explain the reason to the extent permitted by law and identify available complaint options.

10. Children’s privacy

Our website is intended for adults seeking information about our business services and is not directed to children. We do not knowingly collect personal information from children through the contact form.

If you believe a child has provided personal information to us, please contact us so we can review the circumstances and take appropriate action, including deletion where appropriate.

11. Changes to this policy

We may update this policy to reflect changes in our practices or legal requirements. The revised policy will be posted on this page with an updated effective date.

For material changes, we will provide additional notice where appropriate or required by law. If a change requires new consent, we will obtain it before applying that change to your personal information.

12. Contact us

Our Privacy Officer is responsible for our privacy practices. To ask a question, exercise a privacy right, or make a complaint, contact:

Julian Perez, Privacy Officer

BestPractices Advisory Inc.

Email: privacy@bestpractices.ca

We will review privacy complaints and take appropriate steps to address them. You may also contact the Office of the Privacy Commissioner of Canada through www.priv.gc.ca.