Privacy Policy

Last Updated: December 1, 2024

1. Introduction

Arctic Thermal Oil Systems ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you visit our website arcticthermaloil.com or use our services.

2. Information We Collect

2.1 Personal Information

We collect information that you voluntarily provide when you:

• Complete contact forms or request consultations
• Subscribe to newsletters or updates
• Communicate with us via email or phone
• Apply for employment or business partnerships

This may include: name, company name, email address, phone number, postal address, job title, and project details.

2.2 Automatically Collected Information

When you visit our website, we automatically collect certain information about your device, including:

• IP address and browser type
• Operating system and device information
• Pages viewed and time spent on pages
• Referring website addresses
• Date and time stamps of visits

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To respond to inquiries, provide consultations, and deliver our thermal management services
• Communication: To send you updates about projects, technical information, and service-related communications
• Marketing: With your consent, to send promotional materials about our services (you can opt-out anytime)
• Website Improvement: To analyze website usage and improve user experience
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Security: To protect against fraud, unauthorized access, and maintain website security

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist in website hosting, email delivery, and analytics (under strict confidentiality agreements)
• Business Transfers: In connection with mergers, acquisitions, or asset sales (with prior notice)
• Legal Requirements: When required by law, court order, or government regulation
• Protection of Rights: To protect our rights, property, safety, or that of our clients and the public

5. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required by law. When data is no longer needed, we securely delete or anonymize it.

6. Your Privacy Rights

Under Canadian privacy laws (PIPEDA) and applicable provincial legislation, you have the right to:

• Access: Request copies of your personal data we hold
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal data (subject to legal obligations)
• Opt-Out: Unsubscribe from marketing communications at any time
• Portability: Request transfer of your data to another service provider
• Object: Object to processing of your personal data for certain purposes

To exercise these rights, contact us at privacy@arcticthermaloil.com

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience. For detailed information about our cookie practices, please see our Cookie Policy.

8. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encryption of data in transit using SSL/TLS protocols
• Secure servers with restricted access
• Regular security audits and vulnerability assessments
• Employee training on data protection practices

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any personal information.

10. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. International Data Transfers

Your information may be transferred to and maintained on servers located outside of Canada. By using our services, you consent to this transfer, subject to appropriate safeguards to protect your data.

12. Changes to This Privacy Policy

We may update this privacy policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a revised "Last Updated" date. Your continued use of our services constitutes acceptance of the updated policy.

13. Contact Information

For questions, concerns, or requests regarding this privacy policy or our data practices, please contact:

Arctic Thermal Oil Systems
Privacy Officer
Aurora Business Centre
66 Water Street, Level 5
St. John's, Newfoundland and Labrador, Canada
Email: privacy@arcticthermaloil.com
Phone: +1 709 325 7841

14. Governing Law

This privacy policy is governed by the laws of Canada and the Province of Newfoundland and Labrador. Any disputes shall be resolved in the courts of Newfoundland and Labrador.