Applies To: This policy applies to all visitors, clients, suppliers, and users of our website and communication channels, including AI-powered chat interfaces.

Purpose of the Policy

This Privacy Policy explains how Sentinel Dock & Door Solutions and its subsidiaries (“we,” “us,” or “our”) collects, uses, discloses, and protects personal information obtained through our business-to-business (B2B) website, digital tools, and associated services.

Our company offers products and professional services to organizations and business representatives. We are committed to protecting personal information in accordance with:

• The Personal Information Protection and Electronic Documents Act (PIPEDA).
• Applicable provincial privacy laws, including Quebec’s Law 25, Alberta’s Personal Information Protection Act (PIPA); and
• Recognized privacy best practices within Canada.

Scope of the Policy

This Privacy Policy applies to Sentinel Dock & Door Solutions and its subsidiaries, affiliates, and related entities operating in Canada, unless a subsidiary maintains a separate privacy policy that complies with applicable provincial laws.

Definition of Personal Information

For the purposes of this policy, “Personal Information” means any information about an identifiable individual, including but not limited to:

• Names, job titles, and company affiliations
• Business contact information such as phone numbers or email addresses
• IP addresses or device identifiers
• Communication records, chatbot messages, and submitted inquiries.
• For clarity, business contact information used solely for professional communications is excluded from PIPEDA’s definition of personal information. However, we treat all such information responsibly and securely.

Collection of Information

We collect and use personal information in several ways. Information you provide us, through our website, and from third parties. Each of these is outlined below.

1. Information you provide to us through

• Contact or quote request forms
• Subscription or newsletter sign-ups
• Chatbot or AI-assisted interactions on our website
• Event registrations or downloads of resources (e.g., whitepapers, brochures)
• Direct communication via email or phone

1. Information Collected when visiting our website

1. • IP address, device, and browser details
   • Website usage data (pages visited, time spent, referral sources)
   • Technical data via cookies, pixels, or analytics scripts

1. Information collected by AI chatbots

1. • Conversation transcripts
   • Questions or issues you raise
   • Contact or company details provided during the chat

1. Information collected from third parties

1. • Third-party marketing and analytics agencies that manage or process our data
   • Publicly available business sources (e.g., LinkedIn, company directories)
   • Advertising or lead generation partners

Purpose of Collection of Information

We collect and use personal information for the following purposes:

• To communicate with potential and existing business clients
• To understand client needs and improve our offerings.
• To manage marketing campaigns and track engagement effectiveness
• To operate and improve AI chatbot functionality and response quality.
• To respond to inquiries and provide quotes or proposals.
• To comply with legal and contractual obligations

We do not sell personal information, nor do we use it for automated decision-making that produces legal or significant effects without human review.

Legal Basis for Processing (Law 25 – Quebec)

For individuals in Quebec or where required by law, processing of personal information is based on:

• Explicit consent (e.g., form submissions, chatbot interactions)
• Legitimate business interest in conducting B2B communications.
• Legal or contractual obligations, when applicable

Consent and Your Choices

By providing personal information or using our website, you consent to our collection, use, and disclosure practices as described in this policy.
You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting our Compliance Department at privacy@sentineldds.com.

NOTE: If you withdraw consent, we may be unable to continue communications or provide certain services.

Inter-Subsidiary Data Sharing

Sentinel Dock & Door Solutions and our subsidiaries, may share personal information with other subsidiaries, affiliates and related entities for Legitimate business purposes, including:

• Customer service and support
• Internal administration and reporting
• Compliance with Legal & Regulatory obligations
• Marketing and service improvement (where permitted by Law)

All inter-subsidiary data sharing is conducted in accordance with applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial legislation.

We assure you that:

• Personal information is only shared on a need-to-know basis
• Subsidiaries receiving personal information are bound by equivalent privacy obligations
• Appropriate safeguards are in place to protect the confidentiality and integrity of the data
• Individuals are informed of such sharing through this Privacy Policy and may exercise their rights accordingly

If personal information is transferred across provincial or national borders, we ensure that the receiving entity provides a level of protection comparable to that required under Canadian privacy laws.

For questions or concerns regarding inter-subsidiary data sharing, please contact our Privacy Officer:

• Name: Soleil Howe
• Email: privacy@sentineldds.com
• Address: 402-2275 Upper Middle Rd E Oakville ON, L6H 0C3

Disclosure of Personal Information

We may ONLY share information as is necessary to fulfill the purposes outlined above, including with:

• Third-party marketing and data management agencies who process or store information on our behalf.
• IT and analytics providers who assist with website operation and performance monitoring.
• Professional advisors (e.g., legal or accounting services)
• Regulatory or law enforcement authorities, if required by law

All third parties are contractually obligated to maintain privacy protections consistent with this Policy and PIPEDA.

Data Retention

We retain personal information only as long as necessary for business or legal purposes, including:

• Active client relationships
• Marketing analysis and reporting cycles
• Legal or contractual recordkeeping requirements

Once no longer required, information is securely destroyed or anonymized.

Cookies & Tracking Policy

We use cookies and similar technologies to improve site performance, personalize user experience, and analyze traffic. Cookies are small text files stored on your device. We use different types of cookies:

**Essential Cookies:** Required for website functionality.
**Analytical Cookies:** Help us understand usage and improve services.
**Functional Cookies:** Remember preferences and settings.
**Advertising Cookies:** Used to deliver relevant marketing messages.

You can control or disable cookies through your browser settings. More information on managing cookies is available at https://www.allaboutcookies.org. By continuing to use our website, you consent to our use of cookies as described in this policy.

Data Security

We implement all reasonable physical, technical, and administrative safeguards to protect personal information from unauthorized access, disclosure, alteration, or misuse.
Access to information is restricted to authorized personnel and third parties who require it for legitimate business purposes.
Despite our best efforts, no system is entirely secure. You acknowledge that online communications carry inherent security risks.

Cross-Border Data Handling

It is possible that we may transfer personal data to jurisdictions outside of Canada for processing or storage. Such transfers are conducted in accordance with the following principles:

1. Accountability
   1. We remain responsible for the protection of personal data.
2. Safeguards
   1. We ensure that contractual or other means are in place to provide a level of protection comparable to Canadian standards. This includes:
      1. Standard Contractual Clauses
      2. Data processing agreements
      3. Encryption and access controls
3. Transparency
   1. Individuals are informed via our privacy policy that their data may be transferred internationally and may be subject to access by foreign regulatory bodies.
   2. Where required we will obtain explicit consent from individuals prior to transferring their personal data across borders.
   3. In the event of a data breach involving cross-border data, we will notify affected individuals and relevant authorities in accordance with applicable Laws.

Your Rights

You have the right to:

• Access your personal information held by us.
• Request correction of inaccuracies.
• Withdraw consent to processing.
• Request deletion or anonymization, where legally permissible
• Ask how your data is used or shared.

Requests can be submitted to the Compliance Department at privacy@sentineldds.com

Privacy & AI Chatbots

Our AI chat tools are designed to improve customer service and support.
We ensure:

• Chat data is securely stored and used only for service improvement.
• AI responses are reviewed and managed by human staff as appropriate.
• No sensitive or confidential information is required for use of the chatbot.
• You can request deletion of chatbot conversation history by contacting us directly.

Quebec Residents – Law 25 Rights

If you are located in Quebec, you are entitled to additional rights, including:

• Notification of automated processing and profiling
• The right to portability of your data in structured format
• Designation of our Privacy Officer as responsible for compliance:
  • Name: Soleil Howe
  • Email: [privacy@sentineldds.com]
  • Address: [402-2275 Upper Middle Rd E Oakville ON L6H 0 C3]

We commit to complying with Quebec’s requirements for consent, transparency, and data breach notifications.

Alberta Residents – PIPA Rights

If you are located in Alberta, your personal information is protected under the Personal Information Protection Act (PIPA). You are entitled to the following rights and protections:

• Transparency in Cross-Border Transfers:
  We will inform you when your personal information is transferred outside Canada. Our privacy policy specifies:
  • The countries where your data may be stored or processed.
  • The purposes for which third-party service providers may collect, use, or disclose your data on our behalf.
• Access to Information:
  You have the right to request access to written information about our policies and practices regarding service providers outside Canada.
• Designation of our Privacy Officer as responsible for compliance:
  • Name: Soleil Howe
  • Email: [privacy@sentineldds.com]
  • Address: [402-2275 Upper Middle Rd E Oakville ON L6H 0C3]

We are committed to complying with Alberta’s privacy laws and maintaining high standards of data protection and transparency.

British Columbia Residents – PIPA (BC) Rights

If you are located in British Columbia, your personal information is protected under the Personal Information Protection Act (PIPA). You are entitled to the following rights and protections:

• Transparency in Cross-Border Transfers:
  We will inform you when your personal information is transferred outside British Columbia or Canada. Our privacy policy outlines:
  • The jurisdictions where your data may be stored or processed
  • The purposes for which third-party service providers may handle your data
• Access to Information:
  You have the right to request access to written information about our policies and practices regarding service providers outside British Columbia.
• Designated Privacy Contact:
  You may contact our designated Privacy Officer for questions about how your personal information is handled:
  • Name: [Insert Name]
  • Email: [Insert Email]
  • Address: [Insert Address]
• Consent and Notification:
  We obtain your consent before collecting, using, or disclosing your personal information, and provide notice at the time of collection or transfer.
• Breach Notification:
  If your personal information is involved in a breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Information and Privacy Commissioner for British Columbia.

We are committed to complying with British Columbia’s privacy laws and maintaining high standards of data protection and transparency.

Links to External Websites

Our website may link to external or partner sites.
We are not responsible for their privacy practices, content, or policies.
We encourage users to review those privacy notices before providing personal information.

Updates to this Policy

We may update this Privacy Policy from time to time to reflect legal changes or operational updates.
The most recent revision date will always appear at the top of this page.
Continued use of our website after updates signifies your acceptance of the revised terms.

Contact Us

For privacy inquiries, access requests, or complaints, please contact:

Privacy Officer: Soleil Howe
Email: [privacy@sentineldds.com]
Phone: 416-522-7356
Mailing Address: [402-2275 Upper Middle Rd E Oakville ON L6H 0C3]

If you are not satisfied with our response, you may contact:
Office of the Privacy Commissioner of Canada (OPC)
Website: https://www.priv.gc.ca.