This Privacy Policy explains how SOHONETWORK CANADA Inc. (“SOHONETWORK”, “we”, “us”, or “our”) collects, uses, discloses, and protects personal information when you visit sohonetwork.ca, contact us, or use our Managed IT, hosting, security, and related services (the “Services”). We are based in Richmond, British Columbia, Canada, and we handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia’s Personal Information Protection Act (PIPA).

1. Introduction

We respect your privacy and are committed to collecting only the information we genuinely need to deliver and support our Services. We do not sell, rent, or trade your personal or business information, and we do not share it with third parties for their own marketing.

2. Information We Collect

We collect the following categories of information:

Contact & enquiry information: your name, business name, email address, and phone number when you complete a contact form, book a consultation, or email us.
Account & client information: the details needed to set up and administer your account, service records, and support history.
Billing information: billing name, address, and payment details. Card payments are processed by our payment processor (Stripe) — we do not store full card numbers on our systems.
Service telemetry: where you use our monitoring, patch-management, or backup Services, we collect the system, network, and security metrics required to maintain and protect your infrastructure (for example, device health, uptime, patch status, and security events).
Website technical data: limited technical information such as IP address and browser type, processed by our hosting and security providers to serve the site and protect it from abuse.

3. How We Use Your Information

We use personal information to:

respond to enquiries and provide quotes or consultations;
set up, deliver, maintain, and support the Services;
monitor, secure, and troubleshoot managed systems and infrastructure;
process billing and payments and keep required financial records;
send service-related communications (for example, maintenance notices, security alerts, and account updates);
send optional marketing communications where you have consented (you can opt out at any time); and
comply with our legal, regulatory, and contractual obligations.

Under Canadian privacy law, we collect, use, and disclose personal information with your consent, except where the law permits or requires otherwise. Consent may be express (for example, when you submit a form or sign an agreement) or implied (for example, when you email us with a question). You may withdraw your consent to non-essential processing at any time by contacting us, subject to legal or contractual restrictions and reasonable notice; withdrawing consent may mean we can no longer provide certain Services.

We share personal information only as needed to run our business, and only with providers bound to protect it and use it solely for the services they provide to us. These include:

Payments: Stripe (payment processing).
Email delivery: Brevo (transactional and, where applicable, marketing email).
Hosting & infrastructure: our hosting and content-delivery providers, including Cloudflare and our web hosting partners, and the xCloud platform for cloud-server provisioning.
Service operations: the tools we use to monitor, patch, back up, invoice, and support client systems (for example, monitoring, patch-management, backup, billing, and helpdesk platforms).

We may also disclose information where required by law, to respond to lawful requests from public authorities, or to protect our rights, property, safety, or that of others. If our business is involved in a reorganization, merger, or sale, information may be transferred as part of that transaction, subject to this Policy.

6. Data Retention

We keep personal information only as long as necessary for the purposes described here, to provide the Services, and to meet legal, tax, and contractual requirements. When information is no longer needed, we securely delete or anonymize it.

7. Information Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information — including encryption in transit, access controls, and secure credential management — to protect against unauthorized access, disclosure, or loss. No method of transmission or storage is completely secure, but we work to protect your information and to respond promptly to any incident.

8. Your Privacy Rights

Subject to applicable law, you have the right to:

ask whether we hold personal information about you and request access to it;
request correction of inaccurate or incomplete information;
withdraw consent to non-essential processing;
ask us to delete information we no longer need to retain; and
make a complaint about how we handle your information.

To exercise any of these rights, contact us using the details below. We may need to verify your identity before acting on a request. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.

9. Cookies & Tracking

Our website is designed to be privacy-friendly. We do not use advertising, marketing, or third-party analytics/tracking cookies. For full details of the limited, strictly-necessary technologies we use, see our Cookie Declaration.

10. Third-Party Links

Our website and communications may link to third-party sites and portals (for example, our client portal or payment pages). We are not responsible for the privacy practices of those third parties, and we encourage you to review their policies.

11. Children’s Privacy

Our Services are intended for businesses and adults. We do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us and we will delete it.

12. Where Your Data Is Stored

We favour Canadian-based hosting and processing where practical. Some of our service providers may store or process information outside Canada (for example, in the United States or other countries). Where that happens, information is subject to the laws of those jurisdictions, and we take reasonable steps to ensure it remains protected by comparable safeguards.

13. Changes to This Policy

We may update this Policy from time to time. The “Last updated” date at the top reflects the latest revision. Material changes will be posted on this page and, where appropriate, communicated to affected clients.

14. Contact Us

Questions, requests, or complaints about your privacy can be directed to our Privacy Officer:

SOHONETWORK CANADA Inc.
Email: support@sohonetwork.ca
Phone: 778-308-1151
Richmond, British Columbia, Canada

Privacy Policy