Privacy Policy

Effective date: July 29, 2026
Last updated: July 29, 2026

1. Scope and accountability

This Privacy Policy explains how WAIMEA Availability Services Corp. (“WAIMEA”, “we”, “us”, or “our”) handles personal information through waimea.ca, public forms, email, telephone, estimates, projects, and customer relationships.

WAIMEA is accountable for personal information under its control and designates a Privacy Officer to receive questions, access or correction requests, withdrawals of consent where applicable, and privacy complaints. This policy is intended to reflect applicable Canadian private-sector privacy principles, including the Personal Information Protection and Electronic Documents Act where it applies.

Managed IT access to a customer’s Microsoft 365 tenant, devices, accounts, files, logs, or other environment is governed by the applicable service agreement, authorization, and security procedures in addition to this Policy.

2. Information we collect

Information you provide

Depending on the request or relationship, we may collect:

• name, business name, role, email address, telephone number, and preferred contact method;
• property, service location, community, customer type, project type, timing, and access information;
• electrical, cabling, generator, fire-alarm, smoke/CO-alarm, permit, inspection, deficiency, equipment, and project details;
• business IT information such as team size, Microsoft 365 status, device or account situation, support arrangement, affected users, and technical issue descriptions;
• communications, estimates, approvals, work orders, change requests, invoices, payment status, support records, and service history;
• optional photographs, screenshots, drawings, inspection reports, licence summaries, equipment information, and other documents; and
• consent, communication preferences, feedback, reviews, and referral information.

Do not submit passwords, multifactor-authentication codes, recovery codes, payment-card information, confidential credentials, or personal information you are not authorized to share through a public form.

Information collected automatically

When you use the website, WAIMEA and its service providers may process IP address, browser and device information, operating system, referring page, requested URL, date and time, page interactions, cookie or similar identifiers, security signals, form source, page URL, and user-agent information. Elementor form submissions may be saved in the WordPress database and sent by email to WAIMEA.

Information from other sources

We may receive information from co-owners, tenants, employees, referral partners, contractors, property managers, utilities, inspectors, authorities, designers, engineers, manufacturers, suppliers, software providers, or other project parties. The person providing information must have authority to do so.

3. How we use personal information

WAIMEA may use personal information to:

• receive, route, prioritize, and respond to inquiries or support requests;
• assess service fit, property or business needs, risks, access, timing, and scope;
• prepare estimates, assessments, work orders, project records, invoices, and agreements;
• schedule, coordinate, deliver, document, support, and follow up on services;
• communicate with owners, users, managers, contractors, vendors, utilities, inspectors, and other authorized parties;
• administer accounts, payments, warranties, disputes, legal obligations, insurance, and business records;
• protect customers, personnel, systems, property, and the website from fraud, abuse, unauthorized access, malware, or other security threats;
• measure and improve website performance, advertising effectiveness, services, and customer experience; and
• establish, exercise, or defend legal rights and comply with lawful requests.

We limit collection, use, and disclosure to purposes that a reasonable person would consider appropriate in the circumstances.

4. Consent and choices

WAIMEA obtains consent in a form appropriate to the sensitivity of the information, the purpose, and reasonable expectations. Submitting a request authorizes WAIMEA to contact you about that request and to process the information reasonably required to evaluate it.

You may withdraw consent to optional processing, subject to legal, contractual, safety, security, and recordkeeping limits. Withdrawal may prevent WAIMEA from evaluating or delivering a service. Request-specific contact consent is not consent to receive a newsletter or unrelated marketing.

5. Cookies, Google tags, advertising measurement, and reCAPTCHA

The website may use cookies, pixels, local storage, or similar technologies required for security, functionality, preferences, traffic measurement, and advertising measurement. The live website currently uses Google tag technology and Google reCAPTCHA.

reCAPTCHA helps prevent spam, fraud, and abuse and may process device, browser, interaction, IP-address, and cookie information. Google’s privacy terms apply to its processing. Google tags or advertising-measurement tools may also process browser, device, referral, and interaction data to measure visits or conversions, depending on configuration.

You can use browser settings and any available website consent controls to manage non-essential cookies. Blocking cookies may affect website functionality. WAIMEA will update this Policy if materially different analytics, advertising, or tracking tools are introduced.

6. Service providers and other disclosures

WAIMEA does not sell personal information for money. We may disclose information to service providers and project parties that need it for an identified purpose, including:

• website hosting, WordPress/Elementor, security, backup, spam-prevention, analytics, advertising-measurement, email, telecommunications, cloud, document, accounting, payment, and business-software providers;
• employees, subcontractors, professional advisers, insurers, and collection or legal-service providers;
• utilities, inspectors, authorities having jurisdiction, municipalities, designers, engineers, verifiers, manufacturers, distributors, vendors, and other authorized project parties; and
• a purchaser, successor, lender, or adviser in a proposed or completed business transaction, subject to appropriate protections.

We may also disclose information with consent, to comply with law or a lawful request, to address an emergency, to investigate fraud or security incidents, or to protect rights, safety, systems, or property.

7. Processing outside Saskatchewan or Canada

WAIMEA may use service providers that store or process information elsewhere in Canada or in other countries. Information in another jurisdiction may be accessible to courts, law enforcement, regulators, or other authorities under that jurisdiction’s laws. WAIMEA remains accountable for personal information transferred to service providers and uses contractual, technical, and organizational measures appropriate to the circumstances.

8. Retention and disposal

WAIMEA retains personal information only as long as reasonably necessary for the identified purposes, service continuity, warranty and project records, accounting and tax obligations, permits and inspections, dispute resolution, security, legal requirements, and enforcement of agreements.

Retention periods vary by record type, sensitivity, project status, legal requirement, and operational need. Information that is no longer required is deleted, anonymized, or securely destroyed using methods appropriate to the medium. Backup copies may remain until they are overwritten under normal backup cycles.

9. Safeguards and privacy incidents

WAIMEA uses administrative, technical, and physical safeguards appropriate to the sensitivity, amount, format, location, and risk of the information. Measures may include access controls, multifactor authentication, role limitations, encryption where appropriate, secure configuration, logging, backups, confidentiality requirements, vendor controls, and incident procedures.

No system or transmission can be guaranteed completely secure. If a breach of security safeguards occurs, WAIMEA will contain and assess it, preserve required records, and provide reports or notifications where applicable law requires.

10. Access, correction, withdrawal, and complaints

You may ask whether WAIMEA holds personal information about you, request access to it, challenge its accuracy, request correction, withdraw consent where applicable, or raise a privacy complaint. WAIMEA may need to verify identity and may refuse or limit access where permitted or required by law, including where disclosure would reveal another person’s information, confidential commercial information, solicitor-client privilege, or information that cannot reasonably be severed.

WAIMEA will explain any permitted refusal and provide available complaint options. Unresolved concerns may be directed to the Office of the Privacy Commissioner of Canada where PIPEDA applies.

11. Commercial electronic messages

If WAIMEA offers newsletters or promotional email or text messages, it will use consent or another lawful basis, identify the sender, and provide an unsubscribe mechanism as required by Canada’s Anti-Spam Legislation. Service, estimate, safety, billing, security, and transactional communications are handled according to their purpose and applicable law.

12. Children and third-party websites

The website is intended for adults acting for themselves, a property, or an organization. WAIMEA does not knowingly seek personal information from children through public service forms. Third-party websites and platforms have their own privacy practices, and WAIMEA is not responsible for their independent processing.

13. Changes to this Policy

WAIMEA may update this Policy as services, systems, providers, or legal requirements change. Material changes will be posted on this page with an updated date and, where appropriate, additional notice or consent.

14. Contact the Privacy Officer

Direct privacy questions or requests to:

Privacy Officer
WAIMEA Availability Services Corp.
Email: help@waimea.ca
Phone: 306-201-4697
Mailing address: P.O. Box 394, Silton, Saskatchewan, Canada S0G 4L0

The mailing address is not a public customer location. For general service inquiries, use the Contact page. Website use is also subject to the Terms of Use.