Privacy Policy

1. Who we are

Rivox Solutions provides managed IT services, Microsoft 365 support, cloud solutions, infrastructure support, systems administration support, network support, and practical web development services for small businesses and growing organizations.

In this Privacy Policy, “Rivox Solutions,” “we,” “us,” and “our” refer to Rivox Solutions. “You” refers to website visitors, prospective clients, clients, and individuals who communicate with us.

2. Personal information we collect

We may collect personal information that you choose to provide to us, including:

• Your name, email address, phone number and company or business details.
• The service area you are interested in, such as managed IT, Microsoft 365, cloud, infrastructure or web development.
• Messages, inquiries, support requests, consultation details and other information you submit through our contact form or email.
• Information required to respond to your request, prepare a proposal, provide services, or communicate with you.

We may also collect limited technical information when you visit the website, such as browser type, device information, IP address, approximate location, pages visited, referral source, and basic log data. This information helps us maintain website security, troubleshoot issues and improve the website.

3. How we use personal information

We use personal information for reasonable business purposes, including to:

• Respond to inquiries submitted through the website or by email.
• Provide consultations, estimates, proposals, IT support, cloud support, Microsoft 365 support, web development or related services.
• Communicate about requested services, service updates, appointments, project details and business follow-up.
• Improve our website, services, documentation, client experience and internal processes.
• Protect our website, systems, business operations, clients and users from misuse, spam, security threats or unauthorized activity.
• Meet legal, regulatory, accounting, tax, security and recordkeeping obligations.

4. Consent

By submitting information through our website, contacting us, or requesting services, you consent to Rivox Solutions collecting, using and disclosing your personal information for the purposes described in this Privacy Policy and for any other purpose we identify at or before the time of collection.

You may withdraw your consent, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent, we may be unable to provide certain services or respond fully to your request.

5. Email, phone and marketing communications

We may use your email address or phone number to respond to your inquiry, provide requested information, communicate about services, and manage business relationships.

We will only send marketing or promotional electronic messages where we have consent or are otherwise permitted by applicable law. If we send marketing emails, we will identify Rivox Solutions as the sender and provide a way to unsubscribe or opt out.

6. Sharing personal information

We do not sell or rent your personal information. We may share personal information only where reasonably necessary, including with:

• Service providers that help us operate the website, send email, host systems, manage security, provide analytics, or deliver business tools.
• Technology vendors or partners when required to support your request or provide services you have asked us to perform.
• Professional advisors such as accountants, legal advisors, insurers or consultants.
• Government, regulatory, law enforcement or legal authorities where required or permitted by law.
• A successor organization if Rivox Solutions is involved in a business sale, merger, restructuring or similar transaction.

7. Service providers and storage location

Some service providers may process or store information in Canada or other countries. When information is handled outside Canada, it may be subject to the laws of that jurisdiction. We use reasonable safeguards and choose service providers that are expected to protect personal information appropriately.

8. Cookies and website technologies

Our website uses cookies, session technologies, analytics and advanced tracking tools to support website functionality, maintain security, understand how visitors find and interact with our content, and improve website performance and user experience. These technologies may collect information such as pages visited, interactions with website features, referral sources, browser and device details, and approximate location. We also use this information to evaluate the effectiveness of our content and marketing activities and identify opportunities to improve our services. Third-party service providers provide some of these technologies.

You can usually adjust your browser settings to refuse or delete cookies. Some parts of the website may not work properly if cookies are disabled.

9. Security safeguards

We use reasonable administrative, technical and physical safeguards designed to protect personal information against unauthorized access, use, disclosure, loss, misuse or alteration. No website, email system or internet transmission is completely secure, so we cannot guarantee absolute security.

10. Retention of personal information

We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, to provide services, maintain business records, resolve issues, meet legal obligations, or protect our legitimate business interests.

11. Access, correction and privacy questions

You may request access to personal information we hold about you, ask us to correct inaccurate information, withdraw consent where applicable, or ask questions about our privacy practices.

To make a privacy request, contact us at: [email protected].

12. Children’s privacy

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children through this website.

13. Third-party links and social media

Our website may link to third-party websites, platforms or social media pages. We are not responsible for the privacy practices, content or security of those third-party sites. Review their privacy policies before providing information to them.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements or business practices. The updated version will be posted on this page with a revised “Last updated” date.

15. Contact

For privacy questions or requests, contact Rivox Solutions at [email protected].