Privacy
Privacy policy
How we handle personal information from visitors to this website and from people who contact us. For how Mandate handles data inside the product on behalf of a customer, see Trust & security.
Last updated 13 July 2026 · Mandate Systems Inc., Burlington, Ontario, Canada
Scope
What this policy covers
This policy covers mandateco.ca and the personal information you send us when you get in touch. It does not cover the AI traffic and audit records Mandate processes for a customer under contract; that data is governed by the customer’s agreement and described on the Trust & security page.
What we collect
The information we hold, and how we get it
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Information you send us
When you email, call, use the contact form, or connect with us on LinkedIn, we receive what you choose to share: your name, work email, phone number, organization, and the content of your message. The contact form assembles a message in your own email application and sends it from there; it does not post data to a server on this site. Messages you send through LinkedIn are also processed by LinkedIn under its own terms.
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No cookies, analytics, or trackers
This website sets no cookies and runs no analytics, advertising, or third-party tracking scripts. There is nothing to consent to, because we do not collect browsing behaviour. If that ever changes, we will publish a consent mechanism and update this policy before turning anything on.
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Server logs
Our Canadian hosting provider keeps standard technical logs (IP address, timestamp, requested page) for security and to keep the site running. These are ordinary operational records, retained for up to 90 days and then deleted, and not used to profile you.
Purpose
Why we use it
We use the information you send us only to do the thing you contacted us about.
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To reply and to run a pilot conversation
Answering your question, arranging a discovery call, and scoping a pilot if that is the right next step.
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To meet our own legal and security obligations
Keeping records of business correspondence, and protecting the site and our systems from abuse.
We do not sell personal information, we do not use it for advertising, and we do not use website contact details to train any model.
Disclosure and service providers
Who else can see it
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Service providers
A small number of providers help us operate: email, website hosting, and phone. Each handles only what it needs to, under contract. We can share our current list of service providers, and our data processing agreement, with a prospect under NDA during evaluation.
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Legal requirements
We may disclose information where the law requires it. If we ever receive such a demand, we handle it under Canadian legal process.
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Where the information is held
Email, phone, and contact-form correspondence is held on infrastructure operated by Canadian companies under Canadian law. If a provider ever processes data elsewhere, we will say so and account for it under this policy.
Retention
How long we keep it
We keep correspondence only as long as it is useful for the conversation it belongs to, or as long as a legal or accounting obligation requires, and then we delete it. We review inactive enquiry correspondence periodically and delete what we no longer need. If a conversation does not lead anywhere, you can ask us to delete your details at any time.
If a confidentiality incident ever affects personal information we hold, we assess it and notify affected individuals and the appropriate regulator (the Office of the Privacy Commissioner of Canada, or Quebec’s Commission d’accès à l’information) as required by law.
Your rights
Access, correction, and withdrawal
Under PIPEDA and Quebec’s Law 25 you have rights over your personal information. To exercise any of them, email contact@mandateco.ca.
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Access and correction
Ask what personal information we hold about you, and ask us to correct it if it is wrong.
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Deletion and withdrawal of consent
Ask us to delete your details, or tell us to stop contacting you. We will confirm when it is done.
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Portability
Ask for a copy of the personal information we hold about you in a structured, commonly used technological format. This is a right for Québec residents under Law 25, and we extend it to anyone who asks.
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Raising a concern
If you are not satisfied with how we handled a request, you can contact the Office of the Privacy Commissioner of Canada, or the Commission d’accès à l’information du Québec for Quebec residents. If you are outside Canada, you may also have rights under your local law and can raise a concern with your local data-protection authority.
If you contact us from outside Canada, we process your enquiry in Canada under PIPEDA, which holds a partial EU adequacy decision for commercial organizations, on the basis of responding to the contact you asked us to make.
Contact
Reach our privacy contact
Mandate’s Privacy Officer is the person responsible for the protection of the personal information we hold. Questions about this policy, or a request about your information, go to contact@mandateco.ca. We respond within one business day.
Mandate Systems Inc. · Burlington, Ontario, Canada. We may update this policy as the business changes; the date at the top of the page reflects the current version.