Privacy Policy

Introduction

Meridex is committed to protecting the privacy and confidentiality of personal information entrusted to us by clients, prospective clients, and website visitors. This privacy policy explains how we collect, use, disclose, and protect personal information in accordance with Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

For questions about this privacy policy or our privacy practices, please contact us at [email protected].

Information We Collect

Personal Information You Provide

We collect personal information that you voluntarily provide when you:

• Submit inquiries through our contact form, including: name, email address, phone number (optional), and message content
• Engage our consulting services, including: business contact information, organizational details relevant to the engagement, and information necessary for service delivery
• Communicate with us via email or phone
• Subscribe to newsletters or updates (if offered)

Information Collected Automatically

When you visit our website, we may automatically collect certain technical information through cookies and similar technologies:

• Browser type and version
• Operating system
• IP address and general geographic location
• Pages viewed and time spent on pages
• Referring website or source
• Device information

For detailed information about our use of cookies, please see our Cookie Policy.

How We Use Your Information

We collect and use personal information for the following purposes:

Service Delivery

• Responding to inquiries about our consulting services
• Conducting consulting engagements and delivering contracted services
• Communicating with clients about projects, deliverables, and scheduling
• Maintaining records of client work for reference and continuity

Business Operations

• Processing payments and maintaining financial records
• Managing contractual relationships and documentation
• Improving our services based on feedback and engagement outcomes
• Complying with legal and regulatory requirements

Website Functionality

• Analyzing website usage to improve user experience
• Monitoring website security and preventing fraud
• Troubleshooting technical issues

Legal Basis for Processing: We process personal information based on consent (for contact forms and cookies), contractual necessity (for service delivery), legitimate business interests (for business operations), and legal compliance (for regulatory requirements).

Information Sharing and Disclosure

We do not sell, rent, or trade personal information to third parties. We may share personal information only in the following limited circumstances:

Service Providers

We may engage trusted third-party service providers to assist with business operations, such as:

• Website hosting and maintenance
• Email communication services
• Payment processing
• Data storage and backup services

These service providers are bound by confidentiality obligations and are only permitted to use personal information as necessary to provide their specific services.

Legal Requirements

We may disclose personal information when required by law, such as in response to:

• Court orders or legal process
• Law enforcement requests
• Regulatory investigations
• Protection of our legal rights or safety of individuals

Data Security and Protection

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, loss, misuse, or alteration:

• Secure Socket Layer (SSL) encryption for data transmission
• Password-protected systems and access controls
• Regular security assessments and updates
• Employee training on data protection practices
• Secure backup and disaster recovery procedures
• Confidentiality agreements with team members and contractors

While we take reasonable precautions to protect personal information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security but maintain vigilance in protecting entrusted information.

Data Breach Notification

In the event of a data 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 by PIPEDA.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal and regulatory requirements:

• Client engagement records: Seven years following completion of services, in accordance with professional and tax record retention requirements
• Contact form inquiries: Two years from last contact, unless an ongoing relationship develops
• Website analytics data: 26 months maximum
• Marketing communications: Until consent is withdrawn or contact becomes inactive for two years

When personal information is no longer needed, it is securely deleted or anonymized.

Your Privacy Rights

Under Canadian privacy legislation, you have the following rights regarding your personal information:

Right to Access

You may request access to personal information we hold about you. We will provide this information within 30 days of a verified request, subject to limited exceptions permitted by law.

Right to Correction

If you believe personal information we hold about you is inaccurate or incomplete, you may request corrections. We will update records promptly upon verification.

Right to Withdraw Consent

Where we rely on consent to process personal information, you may withdraw consent at any time. Note that withdrawal may affect our ability to provide certain services.

Right to Object

You may object to processing of personal information for direct marketing purposes or where processing is based on legitimate interests.

Right to Lodge a Complaint

If you have concerns about how we handle personal information, you may contact the Office of the Privacy Commissioner of Canada:

Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Phone: 1-800-282-1376
Website: www.priv.gc.ca

To exercise any of these rights, please contact us at [email protected]. We will respond to requests within 30 days and may require verification of identity before processing requests.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience and analyze site usage. You can manage cookie preferences through your browser settings or our cookie consent banner.

For detailed information about cookies we use and how to control them, please see our Cookie Policy.

Third-Party Links

Our website may contain links to third-party websites, services, or resources. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected information from someone under 18, we will promptly delete it.

Changes to This Privacy Policy

We may update this privacy policy periodically to reflect changes in our practices or applicable laws. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Post the revised policy on our website
• Notify clients and contacts of material changes via email when appropriate

We encourage you to review this privacy policy periodically to stay informed about how we protect your information.