Privacy Policy - Hydro-Ottawa

1. Introduction

At Hydro Ottawa, accessible via hydro-ottawa.com, we are deeply committed to safeguarding the privacy of our users and protecting the personal data entrusted to us. This Privacy Policy outlines how we collect, use, disclose, and secure personal information in compliance with applicable data protection laws, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the California Consumer Privacy Act of 2018 (“CCPA”). We uphold the principles of transparency, accountability, and user control, and we are dedicated to processing your data lawfully and responsibly.

2. Scope of Policy and Data Controller Role

This Privacy Policy applies to all users of the hydro-ottawa.com website and associated digital services. Hydro Ottawa acts as the Data Controller for any personal data collected via this website, meaning we determine the purposes and means of data processing. Should you have any questions about how your personal data is handled, you may contact us at [email protected].

This policy covers personal information collected both directly and indirectly through website usage, account registration, communications, services, and transactions conducted on hydro-ottawa.com.

3. Categories of Data Processed

We may collect and process the following categories of personal data:

a) Usage Data
Includes information automatically collected when you visit hydro-ottawa.com, such as IP address, browser type, browser version, pages visited, time spent on pages, date/time stamps, and referral source.

b) Account Data
Includes information submitted when registering for services, such as your name, mailing and billing address, email address, and telephone number.

c) Profile Data
Includes information related to your preferences, service usage patterns, past behavior, and purchase history that helps us personalize your user experience.

d) Communication Data
Includes content of customer support requests, contact form submissions, email correspondence, and any other communication between you and Hydro Ottawa.

e) Technical Data
Includes data regarding the devices and systems used to access the website, operating system, screen resolution, browser configuration, and other identifiers necessary for system optimization and compatibility.

f) Transaction Data
Includes payment method details (processed securely via third-party payment processors), transaction records, delivery statuses, and related billing information.

g) Preference Data
Includes your marketing and communication preferences, opt-in statuses, areas of product or service interest, and marketing campaign interaction histories.

4. Legal Bases for Processing

We process your personal data only where legally permitted. Our legal bases include:

– Consent: When you voluntarily provide personal data, e.g., subscribing to newsletters, account registration.
– Performance of a Contract: Where data processing is necessary to fulfill our obligations to you, e.g., service delivery, order fulfillment.
– Legitimate Interests: For purposes such as improving our website functionality, fraud prevention, and service analytics, provided such interests do not override your rights.
– Legal Obligation: Where processing is necessary to meet regulatory or legal requirements.

5. Your Rights

Under applicable laws, you have the following rights with respect to your personal data:

– Right to Access: You may request confirmation of whether we process your data and access to such data.
– Right to Rectification: You may request correction of inaccurate or incomplete data.
– Right to Erasure: You may request deletion of your personal data, subject to legal limitations.
– Right to Restrict Processing: You may request restricted use of your data under certain conditions.
– Right to Data Portability: You may receive your data in a structured, commonly used, and machine-readable format and transmit it to another controller.
– Right to Object: You may object to processing based on our legitimate interests or direct marketing.

To exercise any of these rights, please contact us at [email protected].

6. Security Measures

We implement robust technical and organizational measures to ensure the integrity, confidentiality, and availability of personal data. These include:

– Data encryption in transit and at rest
– Access controls and authentication protocols
– Periodic data backups and disaster recovery procedures
– Staff training in data protection principles
– Monitoring and auditing of data access and usage

While no method of transmission over the internet or method of storage is 100% secure, we are committed to regularly enhancing our security framework.

7. International Transfers

Where personal data is transferred outside your jurisdiction, including transfers to third-party service providers or partners, we ensure adequate protection is in place. This may include reliance on Standard Contractual Clauses approved by the European Commission or compliance mechanisms recognized under regional data protection authorities.

8. Data Retention

We retain personal data for only as long as reasonably necessary to fulfill the purposes outlined in this policy or to comply with legal, regulatory, or contractual obligations. Retention periods include:

– Usage Data: Up to 24 months, for analytical and security purposes.
– Account and Transaction Data: Retained for the duration of the customer relationship and up to 7 years thereafter, in compliance with financial regulations.
– Communication and Preference Data: Retained for up to 36 months to support service continuity and marketing eligibility.

Upon expiry of retention periods, data is securely deleted, anonymized, or archived as appropriate.

9. Cookie Policy

Hydro Ottawa uses cookies and similar technologies on hydro-ottawa.com for various purposes:

– Essential Cookies: Required for core functionality, such as page navigation and secure access.
– Functional Cookies: Enable website personalization, language preferences, and enhanced user experience.
– Analytical Cookies: Help us understand how users interact with the site, enabling performance optimization.
– Performance Cookies: Track site performance metrics such as speed and responsiveness without identifying individuals.

Third-party services, such as Google Analytics, may place cookies on your device for behavioral tracking consistent with this policy.

10. Cookie Management and Compliance

Users are presented with a cookie consent banner upon first visit, giving the opportunity to opt in or customize cookie preferences in accordance with GDPR and CCPA requirements. You may modify or withdraw consent at any time by accessing the cookie settings available on our website, or by adjusting your browser settings to block or delete cookies.

11. Children’s Privacy

Hydro Ottawa does not knowingly collect or solicit personal data from children under the age of 13. If we become aware that we have collected data from a child without verifiable parental consent, we will promptly delete such data. If you believe that a child under 13 has provided us with personal data, please notify us at [email protected].

12. Policy Updates and User Notification

We reserve the right to update this Privacy Policy at our discretion to reflect changes in legal obligations, services, or data processing activities. When material changes occur, we will notify users through prominent notices on hydro-ottawa.com or via email, depending on the nature of the change.

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

13. Contact Information

If you have any questions, requests, or concerns regarding this Privacy Policy or the way your personal data is processed, please contact our privacy team at:

Email: [email protected]

Hydro Ottawa is committed to full compliance with all applicable data protection laws and ensuring that your privacy is protected to the highest standards. We welcome your questions and feedback and pledge prompt response to privacy-related inquiries.