PRIVACY POLICY

Overview

Mavrok Systems ("we," "us," or "our") is a technology services business based in Collingwood, Ontario, Canada. This Privacy Policy describes how we collect, use, disclose, and protect personal information obtained through our website at mavroksystems.ca and through our services.

This policy applies to residents of Canada and is written in accordance with Canadian federal and applicable provincial privacy laws. We do not target individuals outside of Canada and make no representations regarding compliance with the laws of other jurisdictions.

Who We Are / Our Privacy Officer

Mavrok Systems is the organization responsible for personal information under our control. Under PIPEDA, we are accountable for all personal information in our possession or custody.

For any privacy-related questions, requests, or complaints, contact our designated Privacy Officer:

• Email: privacy@mavroksystems.ca
• Mailing Address: Mavrok Systems, Collingwood, Ontario, Canada

We will respond to all privacy inquiries within 30 days of receipt, as required under PIPEDA.

What Personal Information We Collect

We collect only the personal information necessary to provide our services and respond to inquiries. This may include:

• Full name and email address submitted via our contact form
• Details about your project, budget, or service requirements that you voluntarily provide
• Technical information collected automatically: IP address, browser type, pages visited, and referring URL (via standard web server logs)
• Cookies and similar tracking data as described in Section 07

We do not collect payment information directly. Any financial transactions are handled through third-party processors who maintain their own privacy standards.

We do not knowingly collect personal information from individuals under the age of 16. If you believe a minor has submitted information to us, contact us immediately for removal.

Why We Collect It — Purposes of Collection

Under PIPEDA's accountability and purpose limitation principles, we collect personal information only for the following identified purposes:

• To respond to inquiries submitted through our contact form
• To provide quotes, discuss project scope, and deliver contracted services
• To maintain records of client communications and project history
• To send service-related communications (confirmations, updates, invoices)
• To improve website performance and user experience using aggregated, anonymous analytics
• To comply with applicable legal obligations

We will not use your personal information for any purpose not listed above without obtaining your additional consent.

Consent

We obtain your express consent at the point of collection (via the checkbox on our contact form) before collecting, using, or disclosing your personal information.

You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting us at privacy@mavroksystems.ca. Withdrawal of consent may affect our ability to provide services to you.

Where permitted by PIPEDA, we may rely on implied consent in limited circumstances, such as when a client provides a business card or contact details in the context of an existing relationship.

Disclosure of Personal Information

We do not sell, rent, or trade your personal information to any third party.

We may disclose your personal information only in the following limited circumstances:

• To service providers who assist in operating our website or delivering services (e.g., hosting providers, email platforms), under contractual obligations requiring equivalent privacy protections
• When required by law, court order, or lawful authority in Canada
• To protect the rights, property, or safety of Mavrok Systems, our clients, or others
• With your explicit consent

Any third-party service providers we engage are required to handle your information in a manner consistent with this policy and Canadian privacy law.

Data Retention

We retain personal information only for as long as necessary to fulfill the identified purposes or as required by applicable law.

• Contact form submissions: retained for up to 2 years for correspondence and project reference purposes
• Client project records: retained for a minimum of 7 years for accounting and legal compliance purposes
• Web server logs: retained for up to 90 days for security and performance monitoring

When personal information is no longer required, we securely destroy or anonymize it.

Cookies and Web Analytics

Our website may use cookies — small text files stored on your device — to improve your browsing experience and understand how visitors use our site.

• Essential cookies: required for the website to function properly. No consent required.
• Analytics cookies: used to collect anonymous, aggregated data about page visits and traffic sources. You may opt out via your browser settings.

We do not use advertising cookies, tracking pixels, or any technology that targets you across third-party websites.

You can disable or delete cookies through your browser settings at any time. Disabling essential cookies may impact website functionality.

Electronic Communications — CASL Compliance

Canada's Anti-Spam Legislation (CASL) governs commercial electronic messages (CEMs) sent to Canadian recipients. We comply with CASL as follows:

• We will only send commercial electronic messages to individuals who have provided express or implied consent as defined under CASL
• Every commercial message we send will clearly identify Mavrok Systems as the sender and include our contact information
• Every commercial message will include a working unsubscribe mechanism that takes effect within 10 business days of your request
• We do not send unsolicited commercial messages

Transactional messages (such as responses to your inquiry, invoices, and service confirmations) are not subject to CASL's consent requirements and will be sent as needed to fulfill our obligations.

To unsubscribe from any commercial messages, reply with "UNSUBSCRIBE" or contact us at privacy@mavroksystems.ca.

Quebec Residents — Law 25 (Bill 64)

If you are a resident of Quebec, additional rights apply under Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25 / Bill 64):

• Right to be informed of the reasons for refusal to grant access to your personal information
• Right to data portability — to receive a copy of your personal information in a structured, commonly used technological format
• Right to de-indexation — to request that hyperlinks providing access to your personal information be de-indexed
• Right to be informed of any automated decision-making that produces legal or significant effects concerning you (we do not currently use such systems)
• Right to withdraw consent to the collection of personal information that is not necessary for the purposes for which it was collected

To exercise any of these rights, contact us at privacy@mavroksystems.ca. We will respond within 30 days.

In the event of a privacy incident involving your personal information that presents a risk of serious injury, we will notify you and the Commission d'accès à l'information du Québec (CAI) as required by law.

Your Rights Under PIPEDA

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the following rights:

• Right of access — to request access to the personal information we hold about you
• Right to correction — to request that inaccurate personal information be corrected
• Right to withdraw consent — to withdraw consent to the use of your personal information at any time
• Right to complain — to lodge a complaint with the Office of the Privacy Commissioner of Canada (OPC) if you believe your privacy rights have been violated

To exercise your rights, contact us at privacy@mavroksystems.ca. You may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.

Security Safeguards

We protect your personal information using security safeguards appropriate to the sensitivity of the information, including:

• SSL/TLS encryption on all web traffic (HTTPS)
• Restricted access to personal information on a need-to-know basis
• Secure deletion of data when no longer required
• Regular review of our security practices and hosting environment

While we take reasonable precautions, no method of transmission over the internet is 100% secure. In the event of a breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required under PIPEDA's mandatory breach reporting rules.

Links to Third-Party Sites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party site you visit.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically.

Continued use of our website or services following any changes constitutes your acceptance of the updated policy.

Contact Us

For any questions, concerns, or requests relating to this Privacy Policy or your personal information, contact our Privacy Officer:

• Email: privacy@mavroksystems.ca
• Website: mavroksystems.ca/connect
• Mailing Address: Mavrok Systems, Collingwood, Ontario, Canada

If you are unsatisfied with our response, you may escalate your complaint to the Office of the Privacy Commissioner of Canada at priv.gc.ca.