Privacy Policy

KSystems Group (“KSystems Group”, “we”, “us”, or “our”) is an enterprise IT services firm providing cloud infrastructure, cybersecurity, artificial intelligence, data, and application modernization services. We operate the website at ksystemsgroup.com (the “Site”) and deliver professional and managed services to client organizations.

This Privacy Policy explains what personal information we collect through the Site and in the course of our business relationships, why we collect it, how we use and protect it, and the rights available to you. It applies to information we handle as a controller — that is, where we determine why and how personal information is processed.

Where we process personal information contained in a client’s systems while delivering services, we act as a processor (or service provider) on that client’s behalf. In those cases our handling of the information is governed by the agreement with that client rather than by this policy, and enquiries should be directed to that organization.

We collect the following categories of personal information:

• Information you give us. Your name, business email address, telephone number, employer, job title, and the content of any message you send through our contact or enquiry forms.
• Engagement information. Contact and billing details for client and supplier representatives, correspondence, and records relating to the services we provide.
• Recruitment information. Where you apply to work with us, the details in your application, résumé, and any supporting materials.
• Technical information. Your IP address, browser type and version, device and operating system, referring page, and the pages you view on the Site, collected automatically through server logs and similar technologies.

We do not seek to collect special categories of personal information (such as health, biometric, or racial or ethnic data) through the Site, and we ask that you do not submit such information to us through our forms.

We use personal information to:

• respond to your enquiries and provide the information or proposal you have requested;
• deliver, manage, and support the services we have been engaged to provide;
• administer our relationship with clients and suppliers, including invoicing and account management;
• assess applications for employment;
• operate, secure, and improve the Site, and to diagnose technical problems;
• send service updates and, where you have asked to receive them, occasional insights about our work; and
• comply with our legal, regulatory, and contractual obligations.

We do not sell your personal information, and we do not use it for automated decision-making that produces legal or similarly significant effects.

Where Canadian privacy law applies, we rely on your consent — express or implied — to collect, use, and disclose personal information, except where the law permits or requires us to act without it.

Where the EU or UK General Data Protection Regulation applies, we rely on one or more of the following: performance of a contract with you; our legitimate interests in operating, promoting, and securing our business, balanced against your rights; compliance with a legal obligation; or your consent, which you may withdraw at any time.

The Site uses a small number of cookies and similar technologies. Strictly necessary cookies are required for the Site to function and to remember preferences such as your light or dark theme selection. Where we use analytics to understand how the Site is used, we do so to improve its content and performance.

Most browsers let you refuse or delete cookies through their settings. Blocking strictly necessary cookies may prevent parts of the Site from working correctly.

We share personal information only as described below, and we do not sell or rent it to third parties.

• Service providers. We use carefully selected providers for hosting, email, and business systems. As a Microsoft partner, our Site and correspondence infrastructure runs on Microsoft Azure and Microsoft 365. These providers act on our instructions and are bound by confidentiality and data-protection obligations.
• Professional advisers. Our auditors, insurers, and legal advisers, where necessary.
• Legal and regulatory disclosure. Where we are required to disclose information by law, or where disclosure is necessary to establish, exercise, or defend legal claims.
• Business transfers. In connection with a merger, acquisition, or sale of assets, subject to equivalent protection for your information.

We are based in Canada and our service providers may process information in Canada, the United States, the European Union, and other jurisdictions. Where personal information is transferred outside its country of origin, we take steps to ensure it remains protected — including relying on contractual safeguards such as standard contractual clauses where required.

Personal information held in Canada may be accessible to Canadian courts and law-enforcement or regulatory authorities under the laws of Canada.

We keep personal information only for as long as it is needed for the purpose it was collected, and to satisfy legal, accounting, and reporting requirements. Enquiries that do not lead to an engagement are ordinarily deleted within twenty-four months. Records relating to a client engagement are retained for the term of the engagement and for the period afterwards required by law and our professional obligations.

Security is our core discipline and we apply it to our own operations. We maintain identity-first access controls including multi-factor authentication, least-privilege permissions, encryption of data in transit and at rest, logging and monitoring, and regular review of our security posture.

No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security, and any transmission is at your own risk.

Subject to the law that applies to you, you may have the right to:

• ask what personal information we hold about you and obtain a copy of it;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete information we no longer have grounds to keep;
• object to, or ask us to restrict, certain processing;
• ask us to transfer information to another organization in a portable format; and
• withdraw consent at any time, without affecting processing already carried out.

To exercise any of these rights, contact us using the details below. We will respond within the time required by applicable law and may need to verify your identity first. There is no charge for making a request.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Privacy Commissioner of Canada, with your provincial privacy regulator, or — if you are in the EU or UK — with your local supervisory authority. We would appreciate the opportunity to address your concern first.

The Site may link to websites we do not operate. We are not responsible for the privacy practices of those sites, and we encourage you to read their privacy notices before providing them with personal information.

Our Site and services are directed to businesses and are not intended for children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

We may update this Privacy Policy to reflect changes in our practices or in the law. The revised version takes effect when it is published on this page, and the effective date above will be updated. Where the change is significant, we will take reasonable steps to bring it to your attention.

For any question about this Privacy Policy, or to exercise your rights, contact our Privacy Officer:

KSystems Group
Email: info@ksystemsgroup.com
Telephone: +1 587 883 3111