1. Who We Are

Smartopia Solutions Inc. is a technology systems integrator based at 1290 Central Pkwy W, Suite 1100, Mississauga, Ontario, L5C 4R3, Canada.

We design, install and support audio visual, security, access control, networking, building automation and EV charging systems for commercial, institutional and residential properties across the Greater Toronto Area.

In this policy, “Smartopia,” “we,” “us” and “our” refer to Smartopia Solutions Inc. Our website is smartopiainc.ca.

We handle personal information in accordance with applicable Canadian privacy requirements, including the Personal Information Protection and Electronic Documents Act, or PIPEDA, where it applies.

2. Personal Information We Collect

We limit the personal information we collect to what is reasonably necessary for the purposes described in this policy.

Information You Provide

Depending on your interaction with us, you may provide:

• Contact information: your name, company, job title, email address and telephone number.
• Project information: the site address, property type, number of rooms or areas, requested services and information included in an enquiry, quotation request or request for proposal.
• Documents and attachments: floor plans, photographs, specifications, quotations and other material you send us.
• Client and billing information: billing contacts, addresses, invoices and payment records. We do not store full credit card numbers.
• Employment enquiries: your résumé and other information you provide when applying for a position.
• Communications: information included in correspondence, support requests and other messages exchanged with us.

Please provide only the information relevant to your enquiry or project. If you share personal information about another person, you should have the authority or permission needed to do so.

Information Collected Automatically

When you visit our website, we and our service providers may collect technical and usage information, including:

• IP address, browser type, device information and operating system.
• Approximate location, such as a city or region, derived from technical information.
• Pages visited, referral sources, session activity and interactions with website features.
• Events such as form submissions and interactions with telephone links, contact buttons or chat widgets.
• Cookie identifiers and similar information used for website operation, analytics and advertising.

The information collected depends on the services involved, their configuration and applicable consent choices. Further details appear in the cookies, analytics and advertising section below.

Information Received From Others

We may receive relevant information through:

• Referrals from property managers, consultants, general contractors or other clients.
• Requests for proposals and tender documents shared by an issuing organization.
• Project participants who provide information needed to coordinate the work.
• Publicly available business contact information, where its collection and use are permitted.

3. How We Use Personal Information

We use personal information for the following purposes:

• Responding to enquiries, quotation requests and invitations to submit proposals.
• Scheduling meetings and site visits.
• Assessing project requirements and preparing proposals.
• Designing, installing, commissioning and supporting the systems we deliver.
• Coordinating work with clients and authorized project participants.
• Issuing invoices, processing payments and maintaining business records.
• Providing warranty service, maintenance and technical support.
• Sending project communications and, with appropriate consent, promotional messages.
• Understanding website usage and measuring advertising performance.
• Protecting our website, systems and business from fraud, misuse and security threats.
• Meeting applicable legal, tax and regulatory obligations.

If we propose to use personal information for a materially different purpose, we will explain that purpose and obtain additional consent where required by law.

4. Consent and Your Choices

We obtain consent for the collection, use and disclosure of personal information where required. The appropriate form of consent depends on the information, its sensitivity, the purpose and the circumstances.

When you send us an enquiry or request a service, we use the information you provide to respond to that request and carry out the related activities described in this policy.

Optional marketing and advertising activities are subject to applicable consent requirements. Submitting a project enquiry does not automatically subscribe you to promotional emails.

You may withdraw consent for certain uses by contacting us. Withdrawal is subject to legal or contractual restrictions and may affect our ability to provide a requested service. We will explain relevant consequences when you contact us.

5. Marketing Communications

We send promotional emails with consent in accordance with Canada's Anti-Spam Legislation, or CASL.

Our promotional emails identify the sender and include an unsubscribe mechanism. You may also contact us to request that promotional communications stop.

We process unsubscribe requests without delay and within the period required by applicable law. Unsubscribing from marketing does not prevent us from sending necessary communications about an active enquiry, project, account or service.

6. Cookies, Analytics and Advertising

Cookies are small files stored by your browser. We also use related technologies, such as tags and device identifiers, to operate the website, understand usage and measure advertising.

Google Analytics

We use Google Analytics to understand how visitors find and use our website. Measurement may include page visits, referral information and events such as form submissions or contact-button interactions.

Google processes information according to the applicable service settings and its policies. You can learn more through Google's explanation of how it uses information from sites and applications that use its services.

Google Ads and Remarketing

We use Google Ads conversion tracking to measure advertising results and remarketing to reach people who have previously visited our website, subject to applicable consent requirements.

Third-party vendors, including Google, may show our advertisements on websites across the internet. These vendors may use cookies and device identifiers to serve advertisements based on a person's previous visits to our website.

Information processed by these tools may include online identifiers, page and referral information, and conversion events, depending on the enabled features and settings.

Managing Cookies and Advertising Preferences

You can:

• Review personalized Google advertising preferences through Google My Ad Center.
• Review interest-based advertising choices through YourAdChoices Canada.
• Use the Google Analytics opt-out browser add-on for supported browsers.
• Block or delete cookies through your browser settings.
• Use any cookie preference controls presented on the website.

Advertising opt-outs generally affect personalized advertising rather than removing all advertisements. Some choices are browser- or device-specific and may need to be repeated after cookies are cleared or a different browser is used.

Blocking essential cookies may affect website functionality.

Scheduling and Other Third-Party Tools

Our website may link to third-party services, including online scheduling tools and communication platforms. When you open or use those services, their privacy policies and cookie practices also apply.

7. How We Share Personal Information

We do not sell or rent your personal information. We disclose information only for relevant purposes described in this policy or as otherwise permitted or required by law.

Recipients may include:

• Service providers: organizations supporting hosting, email, scheduling, accounting, payment processing, cloud storage, analytics and advertising.
• Project partners: subcontractors, engineers, electricians, installers and other specialists who need relevant information to complete the work.
• Manufacturers and distributors: where information is needed for equipment registration, warranty activation or technical support.
• Authorized project representatives: building owners, property managers, general contractors and others coordinating access or project delivery.
• Legal or regulatory recipients: where disclosure is required or permitted by law, including in response to valid legal processes or to protect rights, property or safety.
• Business transaction participants: where necessary for a proposed or completed business transfer, subject to applicable law and appropriate confidentiality protections.

We limit disclosures to information appropriate for the purpose. For providers processing personal information on our behalf, we require appropriate confidentiality, security and use restrictions.

Some third-party platforms also process information under their own privacy terms. Please review the relevant provider's policy when using those services.

8. Storage and Processing Outside Canada

Some service providers store or process information outside Canada, including in the United States.

Personal information processed in another country may be subject to that country's laws and may be accessible to its courts, law enforcement or other public authorities.

We remain responsible for personal information transferred to service providers for processing on our behalf and use appropriate measures to address its protection.

9. How Long We Keep Information

We retain personal information for as long as reasonably necessary to fulfil the purposes for which it was collected, including relevant service, legal, accounting and recordkeeping requirements.

Information may be retained longer where necessary for a legal obligation, dispute or valid preservation requirement. When information is no longer needed, we take reasonable steps to delete it securely or anonymize it.

10. How We Protect Information

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information and the circumstances in which it is handled.

Safeguards include limiting access to authorized personnel and using appropriate account protections, encrypted connections and password-protected systems. Multi-factor authentication is used where appropriate and supported.

No method of transmission or storage can guarantee absolute security.

If a breach of security safeguards creates a real risk of significant harm, we will report it to the Office of the Privacy Commissioner of Canada and notify affected individuals as required by applicable law. We also maintain breach records as required.

11. Your Privacy Rights and Requests

Subject to applicable law and permitted exceptions, you may:

• Request access to personal information we hold about you.
• Ask how your information has been used and disclosed.
• Request correction of inaccurate or incomplete information.
• Withdraw consent for certain uses or disclosures.
• Unsubscribe from promotional communications.
• Ask us to delete information that is no longer required.
• Raise a concern or complaint about our handling of personal information.

Send requests to our Privacy Officer using the contact details below. We may need information to verify your identity and locate the relevant records.

For access requests governed by PIPEDA, we respond within 30 calendar days unless a permitted extension applies. Where an extension is necessary, we will provide the notice required by law.

We do not charge for standard privacy requests. If we cannot fulfil a request in whole or in part, we will explain the applicable reason and available complaint options, except where the law restricts that explanation.

Deletion and withdrawal requests are subject to applicable legal requirements and legitimate retention needs. We will explain any relevant restrictions.

If you are dissatisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or call 1-800-282-1376.

12. Systems We Install and Support for Clients

Clients generally determine how the security cameras, access control, intercoms, networks and other systems installed for them are operated and how the information collected by those systems is used.

That information may include video footage, access logs, resident or employee credentials and other operational records.

When installing, maintaining or remotely supporting a client's systems, we access relevant information only as needed to perform the authorized work under our service agreement, the client's instructions and applicable law. We do not use that information for unrelated purposes.

Requests concerning footage, access records or other information controlled by a building or business should normally be directed to that organization first. Where appropriate, we will assist our client in responding to requests within the scope of our responsibilities.

13. Children's Information

Our website is intended for adults seeking information about our services. We do not knowingly collect personal information from children through the website.

If you believe a child has provided personal information to us, please contact our Privacy Officer so we can review the matter and take appropriate action.

14. Links to Other Websites

Our website contains links to websites operated by manufacturers, social media platforms and other organizations.

Those organizations have their own privacy practices. This policy does not govern their websites, and we encourage you to review their policies before providing personal information.

15. Changes to This Policy

We may update this policy to reflect changes in our services, information practices or applicable requirements. The date at the top identifies the latest revision.

If we make material changes, we will provide appropriate notice. Where a change requires additional consent, we will obtain it before applying the new practice to the relevant information.

16. Contact Our Privacy Officer

Our Privacy Officer is responsible for overseeing Smartopia's handling of personal information. For privacy questions, requests or complaints, contact:

You may also use our contact page and indicate that your message is intended for the Privacy Officer.