- Identifying Purposes
We collect, use, and disclose Personal Information to provide you with the product or service you have requested, and to offer you additional products or services we believe you might be interested in. The purposes for which we collect Personal Information will be identified before or at the time we collect the information. In certain circumstances, the purposes for which information is collected may be clear, and consent may be implied, such as when your name, address and payment information is provided as part of the order process.
Knowledge and consent are required for the collection, use or disclosure of Personal Information except where not otherwise required or permitted by law. Providing us with your Personal Information is always your choice. However, your decision not to provide certain information may limit our ability to provide you with our products or services. We will not require you to consent to the collection, use, or disclosure of information as a condition to the supply of a product or service, except in cases where the information is necessary in order to supply the product or service.
- Limiting Collection
The Personal Information collected will be limited to those details necessary for the purposes identified by us. With your consent, we may collect Personal Information from you in person, over the telephone, or by corresponding with you via mail, facsimile, email or by other electronic means.
- Limiting Use, Disclosure and Retention
Personal Information may only be used or disclosed for the purpose for which it was collected, unless you have otherwise consented, or unless we are investigating a complaint where we need to share personal information with a third-party service, or when it is required or permitted by law. We may copy and share to our website any publicly available testimonial or review about us posted by you on social media, including, but not limited to, Google Places, Google Maps, Twitter, and Facebook, which may include your name and/or business name.
Personal Information will be retained to fulfill the purpose for which we collected it, for closely related purposes such as, but not limited to, a survey, or as may be required by law.
Upon request and termination of your services with us, data will not automatically be deleted or otherwise removed from our records. Individuals must specifically request their data be deleted, to the extent we can. Upon receiving a valid request to delete your Personal Information, 1CS will use commercially reasonable efforts to remove your personal data from our records. Personal Information contained within electronic communications such as email may never be removed in its entirety. Our website forms transmit data via email to a cloud-based CRM. Even after processing such a request, 1CS will continue storing some email communications and anonymous or anonymized information such as website visits, without identifiers, so that we can make improvements to our services.
Personal Information will be maintained in as accurate, complete and up-to-date form as is necessary to fulfill the purposes for which it is to be used.
- Safeguarding Customer Information
Personal Information will be protected by security safeguards that are appropriate to the sensitivity level of the information. We take all commercially reasonable precautions to protect your Personal Information from any loss or unauthorized use, access, or disclosure. These include reviews of our data collection, storage and processing practices, cyber security measures, and physical security measures. We limit access of personal information to employees, contractors and any third-party service provider(s) who require the information or access to the information for the purpose of providing 1CS services.
We will make information available to you about our policies and practices with respect to the management of your Personal Information.
- Customer Access
Upon request, you will be informed of the existence, use and disclosure of your Personal Information within our records, and will be given access to it with some limitations. You may verify the accuracy and completeness of your Personal Information, and may request that it be amended, if appropriate. However, in certain circumstances permitted by law, we will not disclose certain information to you. For example, we may not disclose information relating to you when there are legal, security or commercial proprietary restrictions.
1CS strives to be as transparent as possible with respect to permitting someone access to their personal information. You can determine if 1CS is retaining your personal information by emailing:
Please make sure to include your phone number.
If 1CS has retained your personal information, we will:
- Ask questions based on our records to properly identify you
- Provide a summary of the information contained in our records
- Explain how we received your personal information
- Tell you whom it may have been disclosed to
- Provide an unsecure copy of the information
- Allow secure retrieval of certain information at customer’s expense
To request an amendment to your personal information or deletion from our records, please email request to:
Please make sure to include your phone number.
1CS may not process your request if we do not understand the request, if we cannot properly identify you, if the request contravenes any law, if the records are required for tax or regulatory requirements, or if we have reason to believe the amended information is incorrect.
- Handling Customer Complaints and Suggestions
1CS utilizes third-party services to manage our services and the operations of our business, including but not limited to a cloud-based CRM, Ticketing System, Password Manager and Screen Sharing Program. Our goal is to meet high standards when collecting and processing personal information. As such, we look at complaints in a serious manner and ask that you inform us about any of your concerns, or ask us any questions in relation to our collection and retention of your Personal Information. Any feedback, including suggestions with respect to our policies and procedures surrounding Personal Information, is welcome.
- Whom We Collect Information from
We collect personal information from customers and job applicants via the following sources:
- People who visit our website
- People who contact us via social media
- People who contact us via email
- People who contact us via phone/text/chat
- People who contact us in person
- People who use any of our services
- Data Collection Methods
- Google Analytics
We use Google Analytics, a third-party service, to gather standard internet log and visitor behaviour information. This way we can determine the number of new and returning visitors to a certain page. All of this information is used anonymously. If we were to capture and retain your identifiable personal data, it would be because you explicitly provided it to 1CS.
Cookies are quite common and virtually all browsers are set up by default to accept them without further action. You may adjust your browser settings to prevent your computer’s browser from accepting cookies or give you a chance to decline the cookie on an individual basis.
Please be aware that if you disable cookies while visiting our website, our website may not function as well as it would if cookies were enabled.
As with cookies, when you use a browser anonymously, you may find that certain sections of this website do not work properly.
This website incorporates social media components in the form of links to 1CS’s social media profiles and posts. Social media components may retain information such as your IP address, the page or post you were on, and could require the use of a cookie for optimal performance. Social media components or widgets might be hosted by a third-party. Your usage of these components is governed by the privacy statements of the third-party providing the component.
Any email sent to 1CS, including any attachments, are recorded in 1CS’s records. Additionally, email sent to 1CS, on any 1CS domain, subdomain, subfolder or related domain may be forwarded to our CRM and Ticketing System.
Should 1CS have access to your email, 1CS will not access such information unless it is the normal course of providing services and confidentiality would apply.
Any information provided over the phone, via text or chat, may be recorded in 1CS’s records including on our CRM.
Using Our Services:
1CS collects personal and business information during the course of supplying our products and services including when you contact us or open an account with 1CS. When you login to your account, we will know and be able to see what you are doing.
Even after your services cease or your order has been delivered, 1CS will continue to store some communications, anonymous or anonymized information, such as website visits, without identifiers, in order to improve our services.
- Data Retention and Removal
We generally retain your personal information until we receive a request to delete it. Please note that if you request the deletion of your personal information:
- We may retain a portion of it to identify and address fraudulent behaviour.
- We may retain and use it to adhere to legal requirements such as tax reporting.
- We may retain a copy of your Personal Information within our backup system for a limited period until the retention copies which contain your Personal Information have been overwritten.
- We may retain communication records including email communications indefinitely as supporting evidence for court proceedings and other similar matters.
- Third-Party Services
We use the following third-party services to operate our website, provide services, and supply products:
- Zoho – CRM, Forms, Ticket System, Password Manager and other Zoho apps
- WordPress – Divi, Gravity Forms, Woo Commerce and other plugins
- Google – Analytics and Webmaster Tools
- Microsoft – Office 365, SharePoint, Teams
- Stripe – Credit card processing
- Moneris – Credit card processing
- Solarwinds – Monitoring, backups, anti-virus and other services
- Sherweb – Cloud services including PBX & VoIP
- Thexyz – Email and hosting services
- Other Websites
- Credit Card Information
What is left on our website is an encrypted key containing a string of data which uniquely identifies your credit card information on our credit card processors secure server.
Please do not send us your credit card information via email, text or by any other unsecure method.
- Monitoring (RMM)
1CS provides monitoring services which may monitor one or more customers’ servers, workstations and networks. Any personal information or business information which becomes accessible to 1CS by way of our monitoring services will be kept confidential.
We limit access to personal and business information to employees, contractors and any third-party service provider(s), who require the information or access to the information for the purpose of providing 1CS services.
See section 7 of this summary “safeguarding customer information” for our policy regarding employees, contractors, and third-party services.
- Scope of This Privacy Summary
This notice regarding our collection and retention of personal information was written to be efficient and clear. This notice does not describe each and every detail with respect to our collection, retention and use of personal information. However, our privacy officer would be pleased to further describe our policies, procedures and address any other questions you may have.
Last updated August 19th, 2020