Effective Date: July 19, 2026
Xolentis Global Solutions Inc. (“Xolentis,” “we,” “us,” or “our”) respects your privacy and is committed to handling personal information responsibly. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit xolentis.com, submit an inquiry, communicate with us, or otherwise interact with our business.
Privacy Policy at a Glance
- What We Collect: Business contact information and other information you voluntarily provide through inquiries, procurement requests, correspondence, or documents, together with limited website technical data.
- Why We Use It: To respond to inquiries, assess procurement or sourcing requirements, prepare quotations or proposals, administer business relationships and contracts, and protect our website and operations.
- Who We Share It With: Trusted technical service providers and, where necessary, procurement, supplier, freight, logistics, professional, or other business partners involved in responding to an inquiry or carrying out an engagement. We do not sell personal information.
- Your Rights: Subject to applicable law, you may request access to or correction of your personal information, withdraw consent where applicable, or raise a privacy concern with our Privacy Officer.
1. Information We Collect
We may collect personal information that you voluntarily provide, including:
- Identity and Contact Data: Your name, email address, telephone number, company or organization name, and job title.
- Communications Data: Information included in inquiries, requests for quotations, procurement requirements, or other correspondence and documents you choose to send to us.
We may also receive limited technical information automatically when you use our website, including:
- Technical Logs: Internet Protocol (IP) address, browser and device type, pages visited, date and time of access, referring website, and general website-performance and security information.
Sensitive Information Notice: We do not intentionally collect sensitive personal information through the website. Please do not submit financial account numbers, personal identification numbers (such as passport or government-issued ID numbers), passwords, confidential tender credentials, or health information through our contact forms. Business or project references—such as tender, RFP, RFQ, or solicitation numbers—are welcome and help us respond to your inquiry efficiently.
2. How We Use Personal Information
We use personal information to:
- Respond to inquiries, evaluate procurement, sourcing, logistics, or supply requirements, and prepare quotations, proposals, capability information, or service responses.
- Communicate regarding existing or potential business relationships, and qualify clients, suppliers, contractors, logistics providers, and other partners.
- Administer contracts, transactions, and service delivery, while maintaining appropriate business and legal records.
- Protect our website, systems, users, and business from fraud, misuse, security threats, or unlawful activity.
- Comply with applicable legal, regulatory, contractual, audit, or reporting requirements.
We will not use personal information for an unrelated purpose without obtaining consent where required by law.
3. Consent and Regulatory Compliance
By voluntarily submitting information through our website or communicating with us, you consent to its collection, use, and disclosure for the purposes described in this Privacy Policy, except where applicable law permits or requires otherwise.
Our privacy practices are governed by applicable Canadian federal and provincial privacy laws, including PIPEDA where applicable, as well as Canada’s Anti-Spam Legislation for relevant electronic communications. As Xolentis expands its operations, this Privacy Policy will be reviewed and updated to reflect applicable provincial, national, or international privacy requirements in the jurisdictions where we operate.
You may withdraw your consent at any time, subject to legal, contractual, or operational restrictions. Withdrawal of consent may affect our ability to respond to a request or provide services.
4. How We Share Information
We may disclose personal information to service providers that assist us with critical business functions. These providers may include website-hosting, content-management, cloud-storage, email-delivery, contact-form, cybersecurity, document-management, and professional-service providers. Examples of current providers include Hostinger, Microsoft 365, and Brevo.
These providers process information on our behalf and are subject to contractual terms, privacy obligations, security measures, or other safeguards appropriate to the services they provide. We may also disclose information where required by a subpoena, court order, regulatory demand, or to protect the rights, property, and safety of Xolentis or others. We do not sell personal information.
5. International Processing and Cross-Border Transfers
Some service providers or business partners may store, process, or access information outside of Ontario or outside of Canada. As a result, personal information may be subject to the laws and lawful-access requirements of foreign jurisdictions. Xolentis remains responsible for personal information under its control and uses administrative, contractual, technical, or other appropriate safeguards when engaging external service providers.
6. Cookies and Similar Technologies
Our website may use cookies or similar technologies required for basic website operation, security, user preferences, performance, or administration. A cookie is a small data file placed on a user’s device. You may adjust your browser settings to block or delete cookies; however, some website functions may not operate properly if essential cookies are disabled.
We do not currently use this website for behavioural or targeted advertising.
7. Email Communications (CASL Compliance)
Where CASL applies, commercial electronic messages will be sent with the required consent or other lawful basis, prescribed sender-identification information, and a functioning unsubscribe mechanism. You may unsubscribe from promotional communications at any time. Transactional, service, or legal communications regarding an ongoing procurement inquiry or business contract will still be sent where appropriate.
8. Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, maintain appropriate corporate and transaction records, meet tax, audit, regulatory, or insurance requirements, and protect against legal claims. When information is no longer required, we will securely delete, anonymise, or destroy it.
9. Security
We use administrative, technical, and organizational safeguards designed to protect personal information from loss, theft, unauthorized access, disclosure, copying, use, alteration, or destruction, commensurate with the sensitivity of the data collected. However, no internet transmission or digital storage system can be guaranteed to be completely secure.
10. Your Rights
Subject to applicable federal or provincial law, you may request:
- Access: Confirmation of whether we hold personal information about you and a copy of that data.
- Correction: Rectification of inaccurate, outdated, or incomplete information.
- Withdrawal of Consent: Where consent is the applicable legal basis, you may withdraw it subject to legal, contractual, regulatory, or operational restrictions.
- Deletion or Disposal: You may ask us to delete or dispose of personal information that is no longer required for identified purposes, subject to legal, contractual, regulatory, technical, and legitimate business-record requirements.
- Inquiries: Information regarding how your data has been used or to whom it has been disclosed.
You may also challenge our compliance with this Privacy Policy. We will investigate privacy complaints and respond within a reasonable period. Where applicable, you may also contact the Office of the Privacy Commissioner of Canada.
We may need to verify your identity before processing any formal data request.
11. Third-Party Websites
Our website may contain links to third-party websites. Xolentis is not responsible for the privacy, security, accuracy, or practices of external websites. Review their specific policies before providing information.
12. Children
Our website and procurement services are intended for businesses, public institutions, organizations, and adult users. We do not knowingly collect personal information from children.
13. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our operational practices or legal requirements. The updated version will be posted on this page with a revised effective date.
14. Contact Us
For questions, access requests, corrections, or complaints relating to your privacy, please contact our designated privacy officer:
Xolentis Global Solutions Inc.
Attn: Privacy Officer
18 King Street East, Suite 1400
Toronto, Ontario M5C 1C4
Canada
Email: info@xolentis.com
Phone: (647) 371-5599
Website: xolentis.com