Privacy Policy
Contents
1. INTRODUCTION
RAXO Group Inc. ("RAXO," "we," "us," or "our") is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you:
- Visit our website (raxogroup.ca)
- Request quotes or service information
- Enter into service agreements with us
- Interact with us as a client, vendor, or business contact
This policy applies to personal information collected in Canada and is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Manitoba.
By using our website or services, you acknowledge that you have read and understood this Privacy Policy.
2. SCOPE AND APPLICATION
2.1 Who This Policy Covers
This Privacy Policy applies to:
- Prospective clients requesting quotes or information
- Active clients receiving commercial cleaning services
- Facility contacts (building managers, property managers, authorized representatives)
- Website visitors browsing raxogroup.ca
- Vendors and suppliers with whom we do business
2.2 Business-to-Business Context
We primarily provide services to businesses and commercial entities. In some circumstances, "business contact information" may be excluded from PIPEDA when collected, used, or disclosed solely to communicate with an individual in relation to their employment, business, or profession. However, we still apply appropriate safeguards and handle business contact information responsibly.
3. DEFINITIONS
Information about an identifiable individual, including but not limited to name, email address, phone number, business title, and facility details.
Any business, organization, or entity that has entered into a service agreement with RAXO.
An individual designated by a Client to communicate with RAXO regarding service matters.
Information related to the provision of cleaning services, including facility details, access arrangements, service schedules, and quality documentation.
4. INFORMATION WE COLLECT
4.1 Information You Provide Directly
Contact Information
- Full name & Job title
- Business name & organization
- Email address & Phone number(s)
- Business address
Facility Information
- Building/facility address
- Square footage and layout details
- Facility type (office, medical clinic, property management, etc.)
- Specific cleaning requirements and preferences
- Access information (hours, key/code requirements)
- Special considerations (allergens, sensitive areas, etc.)
Service-Related Information
- Service schedules and frequencies
- Quality inspection results
- Incident reports and corrective actions
- Communication history (emails, phone calls, site visit notes)
- Billing and payment information
- Insurance certificate requests and documentation
Site-Specific Documentation
- Site condition assessments
- Safety Data Sheet (SDS) access logs (when required by client)
- Facility-specific protocols or requirements
4.2 Information Collected Automatically
When you visit our website, we may automatically collect:
Technical Information
- IP address (used briefly for geolocation, then discarded)
- Browser type and version
- Device type and operating system
- Pages visited and time spent on pages
- Referring website/source
- Date and time of visit
- Approximate location (derived from network information)
4.3 Information from Third Parties
We may receive personal information from:
- Clients: When they provide contact information for authorized contacts
- Property management companies: When they provide tenant or building contact information
- Referral partners: When they introduce prospective clients (with appropriate consent)
- Service providers: Such as accounting, legal, or insurance providers acting on our behalf
5. HOW WE USE PERSONAL INFORMATION
5.1 Primary Purposes
- Quote and Proposal Development: Responding to inquiries, conducting walkthroughs, and preparing proposals.
- Service Delivery: Coordinating schedules, performing cleaning, managing access, and conducting inspections.
- Client Communication: Sending confirmations, reports, and addressing concerns.
- Compliance and Documentation: Maintaining records for contracts, audits, and insurance.
- Business Operations: Processing payments, training staff, and improving services.
- Website Analytics: Understanding usage and improving performance.
- Legal and Safety Obligations: Complying with WCB/CRA and protecting safety.
5.2 Consent
We collect, use, and disclose personal information only with your consent, except where permitted or required by law.
- Express Consent: Written or verbal authorization (e.g., signing a contract).
- Implied Consent: Inferred from actions (e.g., requesting a quote).
- Withdrawal: You may withdraw consent at any time, subject to legal restrictions. Contact info@raxogroup.ca.
6. HOW WE SHARE PERSONAL INFORMATION
6.1 Disclosure to Third Parties
We do not sell personal information. We share it only in specific circumstances:
- With Your Consent: Sharing with building management or specific vendors upon request.
- Service Providers: Accounting, insurance, legal, and technology providers (contractually bound to confidentiality).
- Business Transfers: In the event of a merger, acquisition, or sale of assets.
- Legal Requirements: To comply with court orders, WCB, CRA, or to protect safety.
6.2 Client-Authorized Contacts
When providing services, we may communicate with individuals you designate as authorized contacts. You represent that you have authority to provide their information.
6.3 Subcontractors
In limited circumstances, we may engage subcontractors (e.g., carpet extraction). We share only necessary information and require confidentiality.
7. DATA RETENTION
Up to 2 years from last contact. Deleted unless you become a client.
Duration of service + 7 years (financial records).
7 years from termination, then securely destroyed.
As required by regulations (typically 7-10 years).
We securely destroy paper records via shredding and electronic records via secure deletion.
8. YOUR PRIVACY RIGHTS
Under PIPEDA, you have the following rights:
- Access: Right to request access to your personal information (provided within 30 days). Email info@raxogroup.ca.
- Correction: Right to request correction of inaccurate information.
- Withdrawal: Right to withdraw consent for certain uses.
- Complaint: Right to file a complaint with us or the Office of the Privacy Commissioner of Canada.
9. SECURITY MEASURES
- Administrative: Privacy training, access controls, and confidentiality agreements.
- Technical: Encryption (SSL/TLS), password protection, and secure storage.
- Physical: Locked filing cabinets, controlled access, and secure disposal.
- Breach Notification: We will notify affected individuals and authorities of significant breaches.
10. SITE ACCESS AND KEY MANAGEMENT
Client facility keys and access codes are treated as highly confidential. They are:
- Stored securely with restricted access
- Used only for authorized service delivery
- Not shared with unauthorized parties
- Returned or deleted upon contract termination
- Logged to ensure accountability
11. COOKIES AND TRACKING TECHNOLOGIES
11.1 Essential Cookies
Required for basic functionality (security, forms). Disabling may affect site operation.
11.2 Google Analytics
We use Google Analytics 4 to understand website usage. It collects pages visited, device info, and approximate location. IP addresses are not stored.
You can manage cookies in your browser or use the Google Analytics Opt-out Browser Add-on.
11.3 No Ads
We do not use advertising cookies or third-party tracking for marketing.
12. THIRD-PARTY LINKS
Our website may contain links to third-party sites. We are not responsible for their privacy practices. Please review their policies.
13. CHANGES TO THIS PRIVACY POLICY
We may update this policy. Updates will be posted with a revised date. Material changes will be notified via email to active clients or prominent site notice. We review this policy annually.
14. CHILDREN'S PRIVACY
Our services are for businesses. We do not knowingly collect information from individuals under 18.
15. INTERNATIONAL DATA TRANSFERS
RAXO operates in Canada. Service providers (e.g., hosting, Google) may process data outside Canada. We ensure appropriate safeguards are in place.
16. CONTACT INFORMATION AND COMPLAINTS
Privacy Officer
Email: info@raxogroup.ca
Phone: (204) 202-4048
Mail: Unit 1 – 763 Henderson Hwy, Winnipeg, MB R2K 2K7
Complaint Process
- Contact us via email with "Privacy Concern".
- We acknowledge within 10 business days.
- We investigate and respond within 30 days.
If unsatisfied, you may contact the Office of the Privacy Commissioner of Canada.
17. GOVERNING LAW
Governed by PIPEDA, Manitoba privacy legislation, and the laws of Canada.
18. CONSENT AND ACKNOWLEDGMENT
By using our website or services, you acknowledge you have read this policy and consent to the collection, use, and disclosure of your information as described.
END OF PRIVACY POLICY