Privacy Policy

This Privacy Policy outlines how Maple Linguistic & Technical Services (MLTS) collects, uses, discloses, and protects personal information in compliance with PIPEDA and applicable provincial privacy laws. It reinforces MLTS’s commitment to safeguarding client, employee, and vendor data.

Scope

This policy applies to:

All personal information collected from clients, employees, contractors, vendors, and website visitors.
All MLTS business operations, including linguistic and technical services, e-store transactions, memberships, and HR functions.
All MLTS employees, contractors, directors, officers, and vendors with access to personal data.

Policy Statement

MLTS is committed to protecting personal information in compliance with PIPEDA’s 10 Fair Information Principles:

The 10 Fair Information Principles (PIPEDA)

1. Accountability: MLTS is responsible for all personal information under its control and will designate a Privacy Officer to ensure compliance with PIPEDA, implement protective measures, and oversee third-party service providers handling client information.

2. Identifying Purposes: Before or at the time of collection, MLTS will clearly explain why personal information is being collected, ensuring clients, employees, and vendors understand how their data will be used and disclosed.

3. Consent: MLTS will obtain informed consent before collecting, using, or disclosing personal information. Consent may be explicit (written/oral) or implied, depending on sensitivity and context, and may be withdrawn at any time.

4. Limiting Collection: MLTS will only collect the minimum personal information necessary to fulfill identified business, legal, or service purposes, using lawful and transparent means, without gathering irrelevant or excessive data beyond its needs.

5. Limiting Use, Disclosure & Retention: Personal information will only be used or disclosed for stated purposes unless additional consent is obtained or required by law. MLTS retains information only as long as necessary for legal, regulatory, or operational requirements

6. Accuracy: MLTS ensures personal information is accurate, complete, and up-to-date to fulfill identified purposes. Clients and employees may request corrections to inaccuracies, and MLTS will promptly update records to maintain reliability.

7. Safeguards: MLTS protects personal information through physical, organizational, and technical safeguards appropriate to sensitivity. These include encryption, access restrictions, confidentiality agreements, secure storage, and staff training to prevent unauthorized access, disclosure, or misuse.

8. Openness: MLTS will make its privacy practices transparent and accessible, including details of data handling, collection purposes, safeguards, and complaint processes. Policies will be available through its website, onboarding documents, and client agreements.

9. Individual Access: Upon request, individuals will be informed of the existence, use, and disclosure of their personal information. Subject to legal limits, MLTS will provide access and allow corrections if data is inaccurate or incomplete.

10. Challenging Compliance: Individuals may challenge MLTS’s compliance with PIPEDA through the Privacy Officer. Complaints will be investigated fairly, and corrective measures implemented where required. If unresolved, complaints may be escalated to the Office of the Privacy Commissioner of Canada (OPC).

1. Information We Collect

MLTS may collect the following types of personal information depending on the services used:

General Information

Information You Provide: Name, email address, postal address, phone number, payment information, and other details voluntarily provided.
Automatically Collected Information: Device details (IP address, browser type, operating system), usage data (pages visited, time spent on site), location data, and cookies or similar technologies.

Linguistic & Technical Services

Information You Provide: Name, contact information, project details, and documents or content submitted for services (which may include sensitive personal information).
Automatically Collected Information: Device details, usage data, IP address, and cookies.

E-Commerce Platform (MLTS E-Store)

Information You Provide: Name, billing/shipping address, payment details, order history, and customer service interactions.
Automatically Collected Information: Device details, usage data, IP address, and cookies
We collect this information directly from you, through our website/platform, or from authorized third-party service providers.

2. Purposes for Collecting, Using, and Disclosing Personal Information

Linguistic & Technical Services

To provide, maintain, and improve services.
To communicate with clients about projects and deliver requested services.
To personalize client experiences and recommend relevant services.
To ensure the accuracy and quality of deliverables.

E-Commerce Platform

To process orders, payments, and transactions.
To communicate about purchases, shipping, returns, and exchanges.
To provide customer support and resolve inquiries.
To personalize the shopping experience and recommend products.
To improve the platform and expand offerings.

General Purposes

To comply with legal and regulatory obligations.
To protect MLTS’s rights, property, and interests, including fraud prevention and IT security.
To send marketing communications (with prior consent and in compliance with CASL).
To analyze usage trends and improve the effectiveness of services.

3. Disclosure of Personal Information

Personal data may be shared only:

With vendors/subcontractors required for service delivery (under NDA/confidentiality agreements).
With regulators (CRA, law enforcement) as legally required.
With consent of the client or individual.
During corporate transactions (e.g., mergers or acquisitions), ensuring PIPEDA compliance.

4. Data Security & Safeguards

Physical Safeguards: Locked facilities, restricted office access.
Technical Safeguards: Encryption, secure backups, firewalls, access control.
Organizational Safeguards: Role-based data access, employee confidentiality agreements, staff training.

5. Data Retention & Disposal

Personal data is retained only as long as necessary for business, legal, or regulatory purposes.
Secure deletion or shredding is applied once retention periods expire.

6. Rights of Individuals

Right to access personal information held by MLTS.
Right to request corrections of inaccurate or incomplete data.
Right to withdraw consent for non-essential processing at any time.

7. Cross-Border Data Transfers

Where personal information is processed outside Canada, MLTS ensures equivalent privacy safeguards and informs clients in advance if data may be stored internationally.

8. Complaint & Compliance Process

Privacy-related complaints can be submitted to the MLTS Privacy Officer.
MLTS will investigate within 30 days.
Unresolved complaints may be escalated to the Office of the Privacy Commissioner of Canada (OPC).

9. Responsibilities

Employees & Contractors: Use and protect data only for authorized purposes.
Managers: Ensure compliance in their teams.
Vendors/Subcontractors: Must comply with MLTS and PIPEDA requirements.
Privacy Officer: Oversight, audits, and complaint investigations.

10. Review & Compliance

Policy is reviewed to align with:

PIPEDA (Canada)
Provincial privacy laws (e.g., Alberta PIPA, BC PIPA, Quebec Law 25)
Canada’s Anti-Spam Legislation (CASL)

11. Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time. We will notify you of any material changes by posting the new Privacy Policy on our website and updating the “Last Updated” date.

Last Updated: 01 Oct, 2025