Privacy Policy

Your privacy matters to us. This Privacy Policy explains how Terabit Operations ("Terabit," "we," "our," or "us") collects, uses, discloses, and protects your personal information when you visit terabit.ca or engage with our services. We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.

1. Overview

We collect only the information we need to operate our business, deliver our services, and communicate with you. We do not sell your personal information to any third party. We do not use it for advertising targeting.

2. Who We Are

Terabit Operations is a consulting company headquartered in Ottawa, Ontario, Canada. We provide operational advisory and technology services to professional associations and non-profit organizations.

Privacy Officer contact:
[email protected]
Ottawa, Ontario, Canada

3. What We Collect

We may collect the following categories of personal information:

Information you provide directly:

• Name, job title, and organization name
• Email address and phone number
• Information submitted through our contact, booking, or inquiry forms
• Content of messages or communications you send us
• Professional background relevant to an engagement (e.g. technology stack details)

Information collected automatically:

• IP address and approximate geographic location (country/region)
• Browser type and version, operating system
• Pages visited, referring URLs, and time spent on pages
• Date and time of visits

Information from third parties:

• Contact details you share when booking through a third-party scheduling tool
• Publicly available professional information (e.g. LinkedIn) when conducting outreach

We do not collect sensitive personal information such as banking details, health information, or government identification numbers through this website.

4. How We Use Your Information

We use your personal information to:

• Respond to inquiries and communicate with you about our services
• Schedule and conduct audit calls and consultations
• Deliver contracted services and produce client deliverables
• Send relevant updates, proposals, or follow-up materials related to your engagement
• Improve the performance and usability of our website
• Comply with legal obligations and enforce our agreements
• Send occasional email updates about Terabit (you may unsubscribe at any time)

We do not use your information for automated decision-making or profiling that produces legal or similarly significant effects.

5. Legal Basis for Processing

Under PIPEDA, we rely on the following bases for processing personal information:

• Consent: When you submit a form, book a call, or sign up for communications, you consent to us processing the information you provide for those purposes.
• Contractual necessity: Processing required to deliver services you have engaged us to provide.
• Legitimate interest: Website analytics and operational security, where our interest is balanced against your privacy rights.
• Legal obligation: Retaining records as required by applicable law.

6. Sharing Your Information

We do not sell, rent, or trade your personal information. We may share it in the following limited circumstances:

• Service providers: Trusted vendors who help us operate our business (e.g. email delivery, scheduling software, cloud hosting, analytics). These parties process data only on our instructions and are bound by confidentiality obligations.
• Professional advisors: Legal, financial, or insurance advisors where necessary and under confidentiality.
• Legal requirements: Where disclosure is required by law, court order, or regulatory authority.
• Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate privacy protections carried forward.

Our third-party service providers may be located outside Canada (including in the United States). Where personal information is transferred internationally, we take reasonable steps to ensure it receives comparable protection.

7. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law:

• Contact and inquiry records: up to 3 years from last contact
• Client engagement records: 7 years from the end of the engagement (for tax and financial recordkeeping purposes)
• Website analytics data: up to 26 months (aggregated or anonymized thereafter)
• Email marketing: until you unsubscribe or request deletion

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

8. Your Rights

Under PIPEDA and applicable provincial law, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Withdraw consent for processing based on consent, where technically feasible
• Request deletion of your personal information, subject to legal retention requirements
• Object to processing for direct marketing purposes
• Data portability of information you provided to us in a structured format, where applicable

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days. We may need to verify your identity before fulfilling a request.

If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca.

9. Security

We take reasonable technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These include encrypted data transmission (TLS/HTTPS), access controls, and regular security reviews.

No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. If we become aware of a material data breach affecting your personal information, we will notify you and the relevant authorities as required by law.

10. Children's Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us and we will promptly delete it.

11. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing any personal information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will revise the "Last updated" date at the top of this page when changes are made. Material changes will be communicated to active clients by email. Continued use of our website after an update constitutes acceptance of the revised policy.

13. Contact & Complaints

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Privacy Officer:

Terabit Operations — Privacy Officer
Ottawa, Ontario, Canada
[email protected]

We take privacy concerns seriously and will respond within 30 days of receipt.