Privacy Policy

1. Introduction

Sdn Associates Inc., operating under the trading name SDN Allies (hereinafter referred to as SDN Allies, we, us, or our), is committed to protecting the privacy and security of personal information entrusted to us by our clients, website visitors, consultants, and business partners. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you interact with our website at sdnallies.lat or engage our consulting services.

SDN Allies is a strategic management consulting firm headquartered in Pickering, Ontario, providing corporate strategy, alliance development, supply chain optimisation, market entry advisory, digital transformation, and business intelligence services to clients across Canada and internationally. This policy applies to all personal information collected through our website, client engagements, telephone communications, email correspondence, and electronic transactions.

By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the practices described herein, please refrain from providing your personal information or using our services.

2. Information We Collect

We collect various types of information depending on the nature of your interaction with us. This information falls into the following categories:

Contact Information: Your full name, email address, telephone number, job title, and company name. This information is collected when you fill out our contact form, subscribe to our newsletter, request a consultation, or engage us for consulting services.

Professional and Business Information: Details about your organisation, including company size, industry sector, revenue range, strategic objectives, operational challenges, and financial information relevant to the consulting services we provide. This information is necessary to deliver tailored advisory solutions.

Identification Information: Government-issued identification documents when required for verification purposes in connection with consulting contracts, non-disclosure agreements, or compliance obligations under applicable Canadian laws.

Technical Information: When you visit our website, we automatically collect certain technical data including your IP address, browser type and version, operating system, referring website URLs, pages viewed, time and date of access, and other standard web analytics data collected through cookies and similar tracking technologies.

Communication Records: Records of your communications with us including emails, telephone call logs, video conference recordings, and meeting notes, which we maintain for service continuity, quality assurance, and contractual documentation purposes.

3. How We Use Your Information

SDN Allies uses the information we collect for the following purposes:

• To provide strategic consulting, advisory, and analytical services as requested by you under our engagement agreements.
• To process and respond to inquiries submitted through our website contact form, email, or telephone.
• To develop proposals, engagement letters, and statements of work tailored to your specific consulting needs.
• To communicate with you regarding project progress, deliverables, market insights, and service announcements.
• To comply with legal and regulatory obligations including anti-money laundering requirements, professional consulting standards, and tax compliance under Canadian and Ontario laws.
• To improve our website functionality, user experience, and service offerings through analytics and user behaviour analysis.
• To detect, prevent, and address fraud, security incidents, and other prohibited or illegal activities.
• To send marketing communications about our services, industry reports, and relevant events, subject to your communication preferences and applicable consent requirements.
• To maintain accurate client records for ongoing service delivery and historical reference.
• To coordinate with subcontractors and subject-matter experts who contribute to your consulting engagement.

4. Data Sharing and Disclosure

SDN Allies does not sell, trade, or rent your personal information to third parties for their marketing purposes. However, we may share your information in the following circumstances:

Service Providers and Subcontractors: We engage trusted third-party service providers who assist us in delivering our services, including website hosting providers, email communication platforms, customer relationship management systems, document management platforms, and analytics services. These providers are contractually obligated to maintain the confidentiality and security of your information.

Subject-Matter Experts: In the course of a consulting engagement, we may engage independent subject-matter experts or associate consultants who require access to relevant business information to contribute their expertise. These individuals are bound by confidentiality agreements and professional ethical obligations.

Regulatory and Legal Requirements: We may disclose your information when required by law, court order, or governmental regulation, including compliance with applicable Canadian privacy legislation, anti-money laundering laws, or requests from law enforcement or regulatory authorities.

Business Transfers: In the event of a merger, acquisition, sale of assets, or business restructuring, your personal information may be transferred to the acquiring entity as part of the business assets, subject to the same or greater privacy protections as set forth in this policy.

5. Cookies and Tracking Technologies

Our website uses cookies, web beacons, and similar tracking technologies to enhance your browsing experience, analyse website traffic, and understand how visitors interact with our content.

Essential Cookies: These cookies are necessary for the basic functionality of our website, enabling features such as page navigation, form submission, and secure access. The website cannot function properly without these cookies.

Analytics Cookies: We use analytics cookies to collect information about how visitors use our website, including which pages are visited most frequently and how users navigate between pages. This data helps us improve our website structure and content.

Functional Cookies: These cookies allow our website to remember choices you make, such as your preferred language or region, and provide enhanced, personalised features.

You can manage your cookie preferences through your browser settings. Most browsers allow you to block or delete cookies, although this may affect the functionality of certain features on our website.

6. Data Security

SDN Allies implements robust security measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction. Our security practices include:

• Encryption of personal data transmitted over the internet using Transport Layer Security (TLS) 1.2 or higher protocols.
• Secure data storage on protected servers maintained in access-controlled facilities with multi-factor authentication, firewall protection, and intrusion detection systems.
• Role-based access controls that restrict employee and consultant access to personal information strictly on a need-to-know basis.
• Regular security awareness training for all team members covering data handling procedures, phishing identification, password management, and incident reporting protocols.
• Annual security audits and vulnerability assessments to identify and remediate potential weaknesses in our systems and processes.
• Secure disposal of personal information that is no longer required using industry-standard data destruction methods.
• Written information security policies and incident response procedures reviewed and updated annually.
• Confidentiality agreements for all employees, consultants, and contractors who handle personal information on behalf of SDN Allies.

While we strive to protect your personal information, no method of electronic storage or transmission is completely secure. We cannot guarantee absolute security, and we encourage you to take precautions when transmitting sensitive information over the internet.

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable laws and regulations. Consulting engagement records and related documentation are generally retained for a minimum of seven years following the conclusion of the engagement, in accordance with applicable statutory limitation periods and professional record-keeping standards.

Website analytics data and marketing communications preferences are retained for up to two years following your last interaction with our website or communications. When information is no longer required, we securely delete or anonymise it to prevent unauthorised access or re-identification.

8. Your Rights and Choices

Under applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the following rights regarding your personal information:

• Right of Access: You have the right to request access to the personal information we hold about you and to receive a copy of that information.
• Right to Rectification: You have the right to request correction of any inaccurate or incomplete personal information we hold about you.
• Right to Withdraw Consent: You have the right to withdraw your consent to our collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions.
• Right to Erasure: You have the right to request deletion of your personal information where it is no longer necessary for the purposes for which it was collected.
• Right to Restrict Processing: You have the right to request restriction of processing of your personal information in certain circumstances.
• Right to Data Portability: You have the right to receive your personal information in a structured, commonly used format.

To exercise any of these rights, please contact our Privacy Officer using the contact information provided in Section 13 of this policy. We will respond to your request within 30 days.

9. Childrens Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor has provided us with personal information without parental consent, we will take steps to delete that information promptly.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these third-party websites. We encourage you to review the privacy policies of any third-party websites you visit, as their practices may differ from ours. This Privacy Policy applies solely to information collected by SDN Allies through our website and direct service interactions.

11. Changes to This Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our practices, legal requirements, or industry standards. When we make material changes, we will post the updated policy on this page and update the Last Updated date. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

12. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising out of or related to this Privacy Policy shall be resolved in the courts of the Province of Ontario. By using our services, you consent to the transfer of your information to Canada and the application of Canadian privacy laws.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact our Privacy Officer using the details below:

We will acknowledge receipt of your privacy-related inquiry within five business days. If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada or the Information and Privacy Commissioner of Ontario, as applicable.

This Privacy Policy was developed by SDN Allies, a strategic consulting firm providing business advisory services to clients across Canada since 2008.