Privacy Policy
1. About this Policy
DCA Controls Inc. (“DCA Controls,” “we,” “us,” or “our”) is committed to protecting the privacy of the individuals we deal with. This Privacy Policy explains how we collect, use, disclose, and protect personal information in the course of our business. It is provided in accordance with the Personal Information Protection and Electronic Documents Act, S.C. 2000, c. 5 (PIPEDA), the federal privacy law that applies to private-sector organizations in Ontario.
This policy applies to personal information we collect about our customers, prospective customers, suppliers, contractors, business partners, website visitors, job applicants, and visitors to our premises. Different rules apply to information about our employees, which is governed primarily by Ontario law and is addressed in our internal policies.
2. Who We Are
DCA Controls Inc. is an Ontario-based electrical, automation, and controls company located at 701 Trinity Road, Unit 2, Jerseyville, Ontario L0R 1R0. We can be reached at 905-304-9500 or at info@dcacontrols.com. Our website is dcacontrols.com.
3. What Is “Personal Information”
Personal information is information about an identifiable individual. This includes, for example, a person’s name, address, telephone number, email address, job title, photograph, or any other information that can be linked to a particular person. It does not include business contact information used solely to communicate with the individual in their professional capacity (for example, a customer contact’s business email address used to confirm an order), to the extent permitted by PIPEDA.
4. Personal Information We Collect
Depending on the nature of your interaction with us, we may collect the following types of personal information:
Customers, prospective customers, and business contacts
Name, job title, company affiliation, and business contact information.
Personal contact information where you choose to provide it (such as a personal email or phone number).
Information about projects we are quoting, designing, or delivering for you.
Billing and payment information, including credit-related information required to extend Company credit terms.
Records of our communications with you (emails, phone notes, meeting records).
Suppliers, subcontractors, and business partners
Name, job title, company affiliation, and business contact information.
Banking and remittance information necessary to pay invoices.
Credentials and qualifications relevant to the goods or services you provide to us (for example, WSIB clearance certificates, certificates of insurance, professional licences).
Records of our communications with you.
Website visitors
Information you provide when you submit an inquiry, quote request, or contact form (such as name, email, and message content).
Limited technical information automatically collected by our website (such as IP address, browser type, pages visited, date and time of visit), used to operate and improve the site and to maintain security.
Job applicants
Contact information, résumé and cover letter, employment history, education, references, qualifications, and other information you choose to provide as part of an application.
Information that we collect from references you authorize us to contact.
Visitors to our premises
Image and video footage captured by security cameras installed on our premises (entrances and exits, shop floor and production areas, parking lots and exterior areas), in accordance with our Security Camera Policy.
Sign-in information provided at reception where applicable.
Guest WiFi users
Where we offer guest WiFi access to visitors, limited technical information about the device and connection is logged for security and acceptable-use purposes. Guests are advised of the terms of use before accessing the guest network.
5. How We Collect Personal Information
We collect personal information primarily directly from the individual, including through the following channels:
When you contact us by phone, email, or in person.
When you submit a form on our website (dcacontrols.com).
When you provide information to support a quote, order, project, or invoice.
When you apply for a position with us.
When you visit our premises and are captured on security camera or sign in at reception.
When you use our guest WiFi.
From third parties where you have authorized the disclosure (for example, references in support of an application, or a referring customer).
Where reasonably possible, we identify ourselves and the purpose of collection at the time the information is collected.
6. Why We Collect Personal Information
We collect personal information for the following purposes:
To respond to inquiries, prepare quotes, and provide goods and services to our customers.
To enter into and perform contracts with customers, suppliers, and business partners.
To process orders, issue invoices, and receive payment.
To communicate with you about projects, orders, deliveries, account information, and other matters relating to our business relationship.
To establish, maintain, and manage our relationship with customers, suppliers, subcontractors, and business partners.
To recruit, evaluate, and respond to job applicants.
To maintain the security of our premises, our information systems, and the safety of people on our premises.
To comply with our legal, regulatory, and contractual obligations, including responding to lawful requests from law enforcement, regulators, or in legal proceedings.
To investigate, prevent, or respond to suspected or actual fraud, misconduct, or other unlawful activity affecting the Company.
We do not use personal information for marketing or solicitation purposes without obtaining the appropriate consent.
7. Consent
We collect, use, and disclose personal information with your knowledge and consent. Consent may be express (for example, where you provide written or verbal consent for a specific purpose) or implied (for example, where you provide your business contact information to us in the course of doing business, and the purpose of collection is obvious from the circumstances).
You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. To withdraw consent, please contact our Privacy Officer using the contact information in Section 14. Withdrawing consent may affect our ability to continue providing goods or services to you.
8. How We Use and Disclose Personal Information
We use personal information only for the purposes identified in Section 6, except with your additional consent or as required or permitted by law. We may disclose personal information to:
Service providers and contractors who perform services on our behalf (for example, accounting and bookkeeping support, IT and cloud service providers, payment processors, courier and shipping companies, professional advisors such as legal counsel and insurers). Service providers are permitted to use personal information only for the purposes for which we disclose it to them.
Subcontractors and suppliers who perform work as part of a project for which the information is necessary.
Law enforcement, regulators, courts, or other authorities where required or permitted by law, including in response to a subpoena, warrant, or other lawful request.
A prospective purchaser of the Company or of its business or assets, subject to appropriate confidentiality protections, in the context of a sale, merger, or similar transaction.
We do not sell, rent, or trade personal information to third parties.
9. Information Stored or Processed Outside Canada
Some of our service providers — including providers of cloud-based productivity and email tools, accounting software, and similar services — may store or process personal information outside of Canada, including in the United States. Where this is the case, the personal information may be subject to the laws of the jurisdiction in which it is stored or processed, including lawful access by foreign authorities. We select service providers that we reasonably believe maintain appropriate safeguards for personal information.
10. Retention of Personal Information
We retain personal information only as long as reasonably necessary to fulfil the purposes for which it was collected or as required by applicable law (including tax, employment, and limitation periods). When personal information is no longer required, we securely destroy, delete, or anonymize it. Specific categories of information have specific retention practices:
Customer records, including quotes, contracts, invoices, and project files, are retained for the period required by tax law and applicable limitation periods, and as reasonably necessary to support warranty, ongoing service, and audit needs.
Supplier records are retained for the period required by tax law and applicable limitation periods.
Job applicant records for unsuccessful candidates are retained for a reasonable period for future opportunities and to address any inquiries, after which they are destroyed.
Security camera footage is retained on the Company’s recording system and is automatically overwritten by new footage when storage capacity requires, in accordance with our Security Camera Policy.
11. Safeguards
We protect personal information using safeguards appropriate to the sensitivity of the information, including:
Physical safeguards — controlled access to our premises, locked storage of physical records, security cameras at the premises.
Technical safeguards — password protection on Company systems, multi-factor authentication where available, antivirus and endpoint protection, encryption of data in transit where supported, and restricted access to information systems based on job role.
Organizational safeguards — written policies (including our Confidentiality and Intellectual Property Policy, our Cybersecurity Policy, our Internet and Social Media Use Policy, and our Electronic Monitoring Policy), employee training, written non-disclosure agreements signed by employees, and confidentiality obligations imposed on subcontractors and service providers.
Despite our safeguards, no method of transmission or storage is completely secure. We make no guarantee that personal information cannot be accessed, disclosed, altered, or destroyed by a breach of any of our safeguards.
12. Your Rights
Under PIPEDA, you have the right to:
Know whether we hold personal information about you and, in most cases, to see that information.
Be told how your personal information is being used and to whom it has been disclosed.
Have your personal information corrected if it is inaccurate or incomplete.
Withdraw your consent to our collection, use, or disclosure of your personal information, subject to legal or contractual restrictions.
Challenge our compliance with PIPEDA.
To exercise any of these rights, please contact our Senior Management using the contact information in Section 14. We will respond to your request within 30 days, in accordance with PIPEDA. In some cases, we may require you to provide reasonable identification before responding to a request, and we may charge a minimal cost-recovery fee for access requests as permitted by PIPEDA. Where we are unable to provide access to personal information for a reason permitted by PIPEDA (for example, if doing so would reveal the personal information of another individual or solicitor-client privileged information), we will explain why.
13. How to Make a Complaint
If you have a concern about how we handle your personal information, please contact our Senior Management using the contact information in Section 14. We will investigate your concern and respond to you in a reasonable time. We take privacy complaints seriously and use them to improve our practices.
If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada (OPC):
Online: priv.gc.ca
Toll-free: 1-800-282-1376
Mail: Office of the Privacy Commissioner of Canada, 30 Victoria Street, Gatineau, Quebec, K1A 1H3
14. Contact Us — Senior Management
Questions, access requests, withdrawal of consent, and complaints about our handling of personal information should be directed to our Senior Management
Please provide the text you want spell-checked. Include the full passage and indicate any specific concerns (grammar, punctuation, preferred Canadian English spellings).
:
Senior Management
DCA Controls Inc.
701 Trinity Road, Unit 2
Jerseyville, Ontario L0R 1R0
Phone: 905-304-9500
Email: info@dcacontrols.com
15. Changes to this Policy
We may amend this Privacy Policy from time to time to reflect changes in our business, in applicable law, or in our privacy practices. The current version of this Privacy Policy is available on our website at dcacontrols.com and is available on request from our Privacy Officer. The effective date and reviewed date of this Privacy Policy appear in the document control box at the bottom of this page.