Privacy Policy

Xyntax Group Inc. is committed to your privacy. Read our customer privacy policy (the “Privacy Policy”) for a clear explanation of how we collect, use, disclose, transfer, and store your information.

At Xyntax Group Inc. (“Xyntax”), we pride ourselves in our commitment to protecting your privacy. We are committed to the security and privacy of our not only our client’s personally identifiable information (“Personal Information”) and business information (“Business Information”) but also the information of those businesses and individuals they serve, all the while providing you with the opportunity to receive Xyntax products and services that enhance your business activities (the “Xyntax Offerings”).

We are committed to treating your Personal Information fairly, with respect and in compliance with Canadaʼs Personal Information Protection and Electronic Documents Act (PIPEDA) and any provincial privacy legislation that we are subject to.

This Privacy Policy explains our commitment to safeguarding your Personal Information while you use our website (the “Website”) and Xyntax Offerings, and serves as our agreement with you and other parties about our data handling practices. Use of this Website constitutes your express and unconditional acceptance of this Privacy Policy.

If you object to our use of your Personal Information or Business Information in the manner set out in this Privacy Policy, please contact us immediately. This Privacy Policy lists the types of your Personal Information or Business Information we collect, explains how we use and protect that Personal Information or Business Information, and discloses our key procedures surrounding privacy. We have tried to keep this Privacy Policy simple, but there may be some confusing language. If youʼre unsure of the meaning of any words or phrases contained herein, please contact us.

Data Collection

We collect Personal Information necessary to enable us to respond to your requests and to send you information regarding our Xyntax Offerings from time to time. Since users of our Xyntax Offerings and Website are doing so in their capacity as an employee or company representative, most information we collect is strictly held in a business capacity. Xyntax does not collect personally identifiable information through this Website unless you voluntarily send such information through a link on this Website or through sign-up and use of Xyntax Offerings.

Commonly this includes:

your name
your business address
your telephone number
your email address
your website address.

When you visit our Website, you may be asked to submit information such as an email address, company name, mailing address and telephone number. We may also ask you where you heard about our company or products which will greatly help us understand more about your needs as well as process your requests for further information. This information may be provided to a third party because it is necessary for a third party to access the information to provide the Xyntax Offerings. In those instances, you are giving us the consent to provide that information to the third party.

Xyntax Support

We offer certain limited online support on our Website. If you access online support, you may be asked for information such as your name and the product you are using. This is used to help us determine what the technical issue is and how best to help resolve the problem experienced. Also, certain products allow you to submit support-related questions directly from that product. If you access online support services from a product, information about your network, operating system, program used, module, user id and other similar information will automatically be pre-populated for submission to support staff to assist them in answering your question(s).

Electronic Communication

When you subscribe or sign up to receive electronic communication, we will ask you for information necessary to enable us to process your request and to send you details regarding our Xyntax Offerings. Each email we send will contain instructions on how to unsubscribe if you do not wish to receive future promotional emails. If you choose to opt out of receiving promotional email communications, we may still periodically communicate with you via regular mail or telephone. Please allow us a commercially reasonable amount of time to remove you from the email list.

Your Consent to Collection, Use and Disclosure

We collect, use and disclose your Personal Information with your consent or as permitted or required by law. How we obtain your consent (i.e. the form we use) will depend on the circumstances, as well as the sensitivity of the information collected. Subject to applicable laws, your consent may be express or implied, depending on the circumstances and the sensitivity of the Personal Information in question. If you choose to provide Personal Information to us, we assume that you consent to the collection, use and disclosure of your Personal Information as outlined in this Privacy Policy.

Typically, we will seek your consent at the time your Personal Information is collected. Where we want to use your Personal Information for a purpose not previously identified to you at the time of collection, we will seek your consent prior to our use of such information for this new purpose.

You may withdraw your consent to our collection, use or disclosure of your Personal Information at any time upon reasonable notice, subject to legal, regulatory or contractual requirements, by contacting us using the contact information in the “Contact Us” section below. However, before we implement the withdrawal of consent, we may require proof of your identity. In some cases, withdrawal of your consent may mean that we will no longer be able to provide you certain Xyntax Offerings.

If you provide Personal Information about another individual to us, it is your responsibility to obtain the consent of that individual to enable us to collect, use and disclose his or her information as described in this privacy statement. We will hold this Personal Information about another individual under the same standards that we hold your Personal Information.

In addition to the uses set forth above. We may use your Business Information to:

Inform you of product upgrades, updates and subscription renewals;
Inform you of any tax, regulatory and other compliance issues with your software product or service;
Notify you of products and services that we think may be of interest to you;
Offer you discounts or other promotions concerning any Xyntax product or service;
Contact you to determine how we can better serve you or provide better products to meet your needs.

We may also use your Personal Information to inform you of special discounts or offers from other third parties we have carefully selected, and which third-party products and services we may think will be of beneficial interest or value to you. We shall only accept Personal Information from third-parties whom we believe have obtained the Personal Information from you in compliance with applicable legislation. However, we do not control the manner in which third parties collect personal information. If you believe that a third-party has disclosed your Personal Information to us without your consent or in violation of applicable privacy legislation, please contact us immediately.

Disclosure of Your Business Information

We rely on third party services providers to perform a variety of services on our behalf, such as hosting, data storage and processing service providers, and research and analytics providers.

If we provide your information to third-party service providers, then we require that the service providers maintain the confidentiality of your Personal Information and keep your Personal Information secure. We also require that they only use your Personal Information for the limited purposes for which it is provided. When our service providers no longer need your Personal Information for those limited purposes, we require that they dispose of the Personal Information. In some circumstances, we may permit our service providers to retain aggregated, anonymized or statistical information that does not identify you. We do not authorize the service providers to disclose your personal information to unauthorized parties or to use your Personal Information for their direct marketing purposes.

However, service providers are subject to their own legal compliance requirements and the laws of their jurisdiction. Some service providers and their processing servers may be located outside of Canada (such as the United States, South America and Asia) and may be required to disclose information to courts, government authorities, regulators or law enforcement in accordance with applicable laws of that country. For more information on the manner in which our service providers treat your personal information, please contact us If you would like more information about our service providers, please contact us using the contact information in the “Contact Us” section below.

From time to time, we may be required to release Personal Information:

To comply with valid legal requirements such as a law, regulation, search warrant, subpoena, or court order;
To enforce or apply the terms of any of our service or license agreement;
In special cases such as protecting the rights, property, or safety of Xyntax staff, our customers, or others.

We may also provide Business Information to government agencies, our vendors, our suppliers, and other business development and industry partners (“Partners”) to enable them to:

Provide us with products and services for improved operation and maintenance;
Provide you with a product or service requested by you;
Enable them to market products or services to you.

Partner and Government Services

We may engage our Partners to perform functions on our behalf. Certain Partners and government agencies may collect Personal Information (such as business name, mailing address, email, credit card information and customer ID) directly from you. Any information provided by you to third parties is not governed by this Privacy Policy even though those partners and government agencies may share such information with us.

Services and Product Data

Personal Information we collect as set forth above does not include your company’s data entered in the course of operating our products (“Product Data”) or data provided by you while using our services (“Services Data”). We will not access your Product Data or Services Data except in the following limited circumstances:

To provide you with technical support solely at your request and with your permission and supervision;
On a limited-access basis to install updates, produce regular backups or restore data from backups at your request;
Unless you opt-out, to utilize aggregate information derived from Product Data and Services data to help us improve our Xyntax Offerings and in developing additional offerings.

if at any time you decide to discontinue your use of the applicable service, your Services Data will be destroyed and removed from all servers according to the terms outlined in your Service Agreement.

International Transfer And Storage Of Information

Your Personal Information may be stored and processed in any country where we have facilities or in which we engage third party service providers. As a result, your Personal Information may be transferred to countries outside your country of residence, which may have different data protection rules than in your country. While such information is outside of your country, it is subject to the laws of the country in which it is located, and may be subject to disclosure to the governments, courts or law enforcement or regulatory agencies of such other country, pursuant to the laws of such country.

Business Transfers

If all or a portion of Xyntax is bought or sold, your Personal Information may be included among the transferred business assets, but such Personal information shall remain subject to this Privacy Policy or a privacy policy substantially similar to this Privacy Policy.

No Sales of Personal Information to Third-Parties

We will not sell, rent or similarly commercialize your Personal Information, and we limit its distribution to the extent necessary to fulfill the purposes for which the Personal Information was requested. When we employ other companies or individuals to perform functions on our behalf (such as delivering products, taking orders, processing credit card payments, etc.), we attempt to ensure that these parties will not use your Personal Information for any other purpose than it was originally requested.

Public Forums

Please remember that any Personal Information and Business Information that you submit, post or otherwise reveal in a public forum (such as a bulletin board, chat room, blog or product discussion forum) is not subject to this Privacy Policy, as it will be seen by third parties not related to Xyntax and may be used by them to contact you for any purpose.

Use of Cookies

This Website uses cookies to enhance the user experience, deliver personalized content, and collect information about the use of the Website. “Cookies” are small data files that are placed on your device or computer and often include an anonymous unique identifier.

Cookies allow us to gather information about your visit (such as demographic data, browser type, device ID, IP address, pages visited, activities conducted on the Website, and the day and time of your visit). The use of cookies is a common practice adopted by most major websites to better serve their users. When using a mobile device, we may collect information such as the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use and other statistics.

We also use Cookies to prevent you from having to re-enter your information each time you visit our Website. They keep a record of your preferences, making your subsequent visits to our Website more efficient. Cookies are not designed to retrieve Personal Information or Business Information from your hard drive, your email or any other Personal Information, and we will not attempt to associate any anonymous technical information collected with any Personal Information unless:
a) we have your consent to do so (express or implied);
b) we have detected, or reasonably suspect, an attempt to damage or breach the security of this
Website; or
c) we are required to do so by law.

To the extent that Internet Protocol (IP) addresses or similar identifiers are considered Personal Information by local law, we treat these identifiers and associated information as Personal Information. Similarly, to the extent that non-personal information is combined with Personal Information, we treat the combined information as Personal Information for the purposes of this Privacy Policy.

Most browsers are initially set to accept Cookies, but users can change the settings to refuse Cookies or to be alerted when Cookies are being sent. Although refusal of Cookies will not interfere with the ability to interact with most functions of our Website, you will need to accept Cookies to access information and use certain functions, and you may need to repeat certain processes if you use another computer, or change browsers.

For example, Cookies are required to be accepted for access to our web-based services or desktop products with online features. The Cookies are renewed each time a user logs on to one of the websites that use Cookies. Although the majority of the online advertisements on the Website are displayed by Xyntax, we also from time to time allow third-party vendors, such as Google, to display advertisements on our Website. These third-party vendors may assign a different cookie to you. These cookies may be used to select which ads you see on the Website and determine the effectiveness of this advertising. You may choose to decline cookies from third-party ad servers, which we do not control.

Privacy Protection

We operate a number of technical and organizational measures to ensure that your Personal Information is kept secure and to prevent unlawful or unauthorized disclosure, misuse, alteration or damage. We want your Personal Information to remain as secure as reasonably possible. We combine industry-standard technical safeguards with a code of conduct for those employees who are permitted to access your Personal Information. Many of our web-based services are hosted on servers that are co-located at a third-party facility with whom we have a contract providing for security measures.

For example, hosted Services Data is submitted via SSL encryption and stored on a server equipped with industry-standard firewalls. Hosted data may include Personal Information that belongs to our customers’ customers, website visitors or other users.

We will not review, share, distribute or reference any such client data except as provided in the service or license agreement or as may be required by law. Individual records of client data may be viewed or accessed by authorized Xyntax employees, agents or independent contractors only for the purpose of resolving a problem, support issues, or suspected violation of the service or license agreement, or as may be required by law.

Xyntax requires that employees respect the confidentiality undertakings in this Privacy Policy. Those employees that violate our Privacy Policy or their confidentiality agreements are subject to disciplinary action, up to and including termination. Xyntax does not represent or warrant that Business Information will be protected against loss, misuse, attacks, or alteration by third parties. At all times customers are responsible for maintaining the security and confidentiality of their usernames and passwords.

However, the use of such measures is not, and should not be considered to be, any type of guarantee or warranty by us that your Personal Information will not be accessed by third parties or that third parties will never be able to defeat those measures or use your personal information for improper purposes.

Linked Sites

This site may contain links to third-party websites and resources (collectively, “Linked Sites”). These Linked Sites are provided solely as a convenience to you and not as an endorsement by Xyntax of the content on such linked sites.

Xyntax makes no representations or warranties regarding the correctness, accuracy, performance or quality of any content, software, service or application found at any Linked Site. Xyntax is not responsible for the availability of the Linked Sites or the content or activities of such sites.

If you decide to access any Linked Site, you do so at your own risk. Your use of any Linked Site is subject to the policies, terms of use, and privacy policies of such Linked Sites if any. If you access and use any third-party link contained on this site, any information you reveal will be submitted to the third-party and is not subject to this Privacy Policy. You should consult the privacy policy of the third-party site concerning its treatment of any information that you may reveal in connection with such service.

Retention of Personal Information

We will retain your Personal Information only for as long as necessary to fulfill the purposes for which that Personal Information was collected and as permitted or required by law. When your Personal Information is no longer required we will destroy it in a secure and confidential manner.

Childrenʼs Information

Our Website is not intended for children under the age of 18, and we do not knowingly collect Personal Information from children under the age of 18. Children under the age of 18 should not use our Xyntax Offerings, unless under the immediate supervision of a parent or guardian, and should not provide us with their Personal Information. If we discover that we have inadvertently been provided with Personal Information of a person under the age of 18, we will delete it as soon as possible.

Notification of Changes

This Privacy Policy is current as of the “updated” date which appears at the top of this page. We may modify this Privacy Policy from time to time. When changes are made to this Privacy Policy, they will become immediately effective when published in a revised Privacy Policy posted on our Website, unless otherwise noted. We may also communicate the changes through other means. We will not reduce your rights under this Privacy Policy without your explicit consent. We will also keep prior versions of this Privacy Policy in an archive that you can review. By submitting your personal information to us through our Website, or by otherwise accessing or using our Website after we publish or communicate a notice about the changes to this Privacy Policy, you consent to our collecting, using and disclosing your personal information as set out in the revised Privacy Policy.

What You Can Do

Just as you play a vital role in ensuring the security of your home and your possessions, you too share in the responsibility for ensuring that your personal information is adequately protected. While we takes strong measures to protect the security and privacy of your information, there are important steps that you should take to help protect your information when accessing our Xyntax Offerings. To protect your Personal information, you should consider and adopt the following “best practices”:

Never leave your device unattended while using our Xyntax Offerings.
Secure or erase files stored on your device so others cannot read them. Most programs store information in non-protected (unencrypted) files to improve performance. These files remain there until erased.
Disable automatic password-save features in the software you use.
Install new security patches as soon as your operating system and internet browser manufacturers make them available.
Install an anti-spyware program. Ensure your anti-spyware is enabled and configured to run daily updates and regular spam scans.

Governing Law

Our Website is published in Canada and is intended for users from Canada. This Privacy Policy shall be governed and construed and enforced in accordance with the laws of the Province of Alberta with the Country of Canada.

Contact Us

To fulfill requests for personal information records or to answer any questions or address any concerns individuals may have about privacy, Xyntax Systems has designated a privacy officer. In addition to answering inquiries, the privacy officer is also responsible for ensuring that legislation and privacy practices and related procedures are being met.

All inquiries or complaints regarding privacy should be directed to the privacy officer by mail, fax or e mail at the addresses below. Inquiries will be responded to in accordance with the legislated timeframes. If you have any questions regarding this Privacy Policy and or the information practices of our company, please contact us at:

Xyntax Group Inc.

Attn:Xyntax Privacy Compliance Officer
Units 3 & 4, 214 Grande Boulevard,
Cochrane, AB, T4C 2G4
Email: privacy@xyntax.com