Effective date: September 2, 2026
This Privacy Policy explains how Hexdata Technologies Inc. (“Hexdata,” “we,” “us” or “our”) collects, uses, discloses, retains and protects personal information through www.hexdatatechnologies.com , our contact form, website analytics and related business communications.
1. Who We Are
Hexdata Technologies Inc. is a Canadian technology company based in Ottawa, Ontario. We are responsible for personal information under our control and have designated a Privacy Officer to receive privacy questions, requests and complaints.
2. Scope of This Policy
This Policy applies to personal information collected through this website, website analytics, contact forms and communications arising from website inquiries. It does not apply to third-party websites or services that maintain their own privacy policies.
3. Personal Information We Collect
Depending on how you interact with us, we may collect:
- your name, email address, telephone number and other business contact details;
- your company, organization, role, industry or professional context;
- the service or engagement in which you express interest;
- desired project timing and information you submit through the contact form or include in correspondence;
- information needed to evaluate or respond to a potential engagement;
- your optional choice to receive future Hexdata service information;
- browser type, device information, approximate geographic area and access time;
- pages visited, referring pages, campaign or referral information and interactions with website features;
- website security, email-delivery, spam-prevention and diagnostic logs; and
- any other information you voluntarily provide.
Please do not submit passwords, access credentials, government identification numbers, payment-card information, confidential client data or other highly sensitive information through the website contact form.
4. How We Collect Information
We may collect information:
- directly from you when you submit a form, send an email or otherwise communicate with us;
- automatically through website hosting, security, logging and analytics technologies;
- when you interact with the Secure AI Readiness Check or other website features; and
- through referral and campaign links used in email, LinkedIn, HexTechGuide and other business communications.
5. How We Use Personal Information
We may use personal information to:
- receive, review and respond to inquiries;
- evaluate whether Hexdata is aligned with a requested engagement;
- arrange discussions and prepare requested information or proposals;
- maintain business correspondence and relationship records;
- understand how visitors find and use the website;
- evaluate the effectiveness of website content, readiness resources and outreach campaigns;
- operate, maintain, secure and improve the website;
- detect fraud, misuse, spam, malicious activity or security incidents;
- send occasional service information where you have provided optional consent;
- establish, exercise or defend legal rights; and
- comply with applicable legal and regulatory obligations.
We will not use personal information for a materially different purpose without obtaining consent where required by applicable law.
6. Consent and Your Choices
By submitting information through the contact form or contacting us directly, you consent to our collection, use and disclosure of that information for the purposes described at the time of collection and in this Policy.
Consent to receive occasional information about Hexdata services is optional and is separate from the consent required for us to review and respond to an inquiry. You may withdraw optional marketing consent at any time by using the unsubscribe method included in the communication or by contacting us.
You may also withdraw other consent, subject to legal or contractual restrictions and reasonable notice. Withdrawal may affect our ability to provide information or respond to certain requests.
7. Cookies and Similar Technologies
The website may use cookies and similar technologies for security, form operation, preferences, analytics and basic site functionality. Cookies are small files or identifiers stored on or associated with your browser or device.
We use Google Analytics 4, implemented through Google Site Kit, to understand website traffic and visitor interactions. Google Analytics may process information such as:
- the page viewed and the referring page or source;
- campaign information included in a link, such as source, medium and campaign name;
- browser, device and operating-system information;
- approximate geographic information;
- dates, times and general interaction activity;
- pseudonymous or randomly generated browser and device identifiers; and
- website events such as beginning or completing a readiness check, selecting assessment options, beginning a contact form and successfully submitting an inquiry.
An IP address may be processed when analytics information is collected. Google states that Google Analytics does not log or store individual IP addresses.
Hexdata does not intentionally send names, email addresses, contact-form messages or other directly identifying contact information to Google Analytics.
You can configure your browser to block or delete cookies, although some website features may not operate as intended. You can also use the Google Analytics Opt-out Browser Add-on .
Where a website consent control is provided, you may use it to accept, reject or update your choices for non-essential measurement technologies.
For more information about how Google processes information from websites using its services, see How Google uses information from sites or apps that use its services .
8. Secure AI Readiness Check
The Secure AI Readiness Check processes selected answers in the visitor’s browser to calculate a directional readiness score and band. The current template does not submit or save the individual questionnaire answers to Hexdata.
Website analytics may record that a readiness check was started or completed, together with the resulting numerical score and general readiness band. Analytics does not receive the individual question responses or contact information from the readiness check.
The readiness result is directional and is not a certification, security audit, privacy opinion or approval to deploy an AI system.
9. Contact Forms and Business Communications
Contact-form information may be processed through our WordPress website, form-delivery components, Microsoft 365 email services and internal lead-management or business-record systems.
We use contact-form information to review and respond to inquiries, assess alignment, arrange discussions, prepare proposals, maintain business records and protect the website against spam or misuse.
A successful form submission may be recorded as a lead event in our website analytics. The analytics event does not include the visitor’s name, email address, organization or message.
10. External Websites and Services
The website may link to third-party websites or services. A link does not make Hexdata responsible for that third party’s content, security or privacy practices. When you leave our website, the third party’s privacy policy and terms apply.
11. When We Disclose Personal Information
We do not sell personal information. We may disclose limited information:
- to website hosting, analytics, email, communications, form-delivery, security and lead-management service providers that support our operations;
- to Google in connection with Google Analytics and related measurement services;
- to Microsoft in connection with email and Microsoft 365 business communications;
- to professional advisers where reasonably necessary;
- to a purchaser, successor or adviser in connection with a proposed or completed business transaction, subject to appropriate safeguards;
- when required or permitted by law, court order or lawful authority; or
- with your consent or at your direction.
Service providers are expected to use personal information only for authorized purposes and to protect it appropriately.
12. Processing Outside Canada
Some service providers, including Google and Microsoft, may process or store information in Canada, the United States or another jurisdiction where they or their service providers operate.
Information processed outside Canada may be subject to the laws of that jurisdiction and may be accessible to courts, governments or law-enforcement authorities in accordance with applicable law.
13. Retention
We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, maintain appropriate business and security records, manage consent choices, resolve disputes, enforce agreements or satisfy legal requirements.
Website analytics and service providers may maintain information according to the retention settings and terms applicable to their services. When information under our control is no longer required, we take reasonable steps to delete, destroy or anonymize it.
14. Safeguards
We use reasonable administrative, technical and organizational safeguards appropriate to the sensitivity of the information. These may include access controls, authenticated email delivery, security monitoring, service-provider controls, software maintenance, backups and secure disposal practices.
No website, email system or method of electronic transmission is completely secure, and we cannot guarantee absolute security.
15. Access, Correction and Privacy Requests
Subject to applicable law, you may request:
- confirmation of whether we hold personal information about you;
- access to eligible personal information;
- information about how it has been used or disclosed;
- correction of inaccurate or incomplete information;
- withdrawal of consent for optional uses; or
- review of a concern or complaint about our practices.
We may need to verify your identity before completing a request. Applicable law may permit or require us to refuse access to certain information, in which case we will explain the reason where legally permitted.
16. Children’s Privacy
This website is intended for business and professional audiences and is not directed to children. We do not knowingly collect personal information from children through the website.
17. Changes to This Policy
We may revise this Policy when our website, services, providers or legal obligations change. The effective date at the top identifies the latest published version. We will provide additional notice of material changes where required.
18. Contact the Privacy Officer
Questions, access or correction requests, withdrawals of consent and complaints may be directed to:
Privacy Officer
Hexdata Technologies Inc.
Ottawa, Ontario, Canada
Email:
[email protected]
Please use “Privacy Request” in the subject line and provide enough information for us to understand and verify your request.