Privacy Policy

Photon Cyber Solutions (“PCS,” “we,” “us,” or “our”) is committed to protecting your personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. We are based in Ontario, Canada.

This Privacy Policy explains what information we collect through our website and client portal at photoncybersolutions.com (the “Site”), how we use and protect it, and the choices available to you. By using our Site or creating an account, you agree to the practices described in this policy.

Privacy Officer

Photon Cyber Solutions has designated a Privacy Officer who is accountable for our compliance with this policy and applicable privacy law. For any privacy-related question or request, contact [email protected].

Information We Collect

Information you provide voluntarily

• Contact form: your name, email address, and the contents of your message when you contact us
• Account registration: your name, email address, phone number, and a password when you create an account in our client portal
• Any other information you choose to provide when you communicate with us or use our services

Account & authentication data

• If you sign in using Google or Microsoft, we receive basic profile information (such as your name and email address) from that provider in order to create or link your account
• Passwords are never stored in readable form — they are stored only as a salted cryptographic hash
• If you enable passkeys or two-factor authentication, we store the security credentials needed to verify your identity

Payment & billing information

Subscription payments are processed by Stripe, our third-party payment processor. We do not collect or store your full card number on our own systems. We retain billing records associated with your account, such as a Stripe customer identifier, your plan, and invoice and payment history, to manage your subscription.

Files you upload

If you use file-sharing or storage features in the client portal, we store the files and related metadata you upload so we can provide that service to you.

Information collected automatically

• Cookies, IP address, browser and device type, pages visited, time on page, and referring website via Google Analytics, used to measure and improve how our Site performs
• Device and application data collected by Google reCAPTCHA Enterprise to prevent spam and abuse on our forms
• Standard server logs (such as IP address, browser type, and request data) and essential session cookies generated by our infrastructure for security and to keep you signed in

How We Use Your Information

• To respond to your inquiries and communicate with you
• To create and manage your account, authenticate you, and secure access to the client portal
• To process payments, manage subscriptions, and send transactional notices such as invoices and account alerts
• To provide, operate, and support the services you request
• To analyze website usage and improve our Site through Google Analytics
• To prevent spam, fraud, and abuse
• To send you commercial messages such as updates or promotions, only where you have given consent
• To comply with our legal obligations

Cookies, Analytics & Tracking

Our Site uses cookies and similar technologies. Some are essential (for example, to keep you signed in and to protect forms from abuse) and cannot be switched off. Others are used for analytics, as described below. By continuing to use our Site, you consent to the use of cookies as described here. Most browsers let you refuse or delete cookies through their settings; note that disabling cookies may affect how parts of the Site function.

Google Analytics: We use Google Analytics to understand how visitors interact with our Site. It collects information such as your IP address, browser and device type, pages visited, and referring website. This data is processed by Google in accordance with the Google Privacy Policy. You can opt out of Google Analytics across all websites by installing the Google Analytics Opt-out Browser Add-on.

Google reCAPTCHA Enterprise: We use reCAPTCHA on our forms to prevent automated abuse. reCAPTCHA may collect hardware and software information and send it to Google for analysis. Use of reCAPTCHA is subject to the Google Privacy Policy and Google Terms of Service.

Third-Party Services

We rely on the following third-party service providers, who may process your personal information on our behalf:

• Stripe — payment processing and subscription billing
• Resend — delivery of transactional and contact-related email
• Google and Microsoft — optional single sign-on (you may instead use email and password)
• Google Analytics and Google reCAPTCHA Enterprise — analytics and abuse prevention, as described above
• Our hosting infrastructure — to serve the Site and store account data

International Data Transfers

Some of our service providers (including Google, Stripe, and Resend) may store or process information on servers located outside Canada, including in the United States. Where information is processed in another country, it may be subject to the laws of that jurisdiction. We take reasonable steps to ensure your information is handled in accordance with this policy and applicable law.

Disclosure of Personal Information

We may disclose your personal information in the following circumstances:

• To the service providers listed above, who assist us in operating the Site and delivering our services
• To comply with legal requirements, enforce our terms, or protect our rights, privacy, safety, or property
• In connection with a merger, acquisition, or sale of all or part of our business, in which case you will be notified of any change in ownership or use of your personal information

We do not sell your personal information.

Data Retention

• Contact form submissions: retained in our email systems for up to 2 years from the date of submission
• Account and billing records: retained for the life of your account and for a reasonable period afterward as required for tax, accounting, and legal purposes
• Uploaded files: retained until you delete them or your account is closed
• Analytics data: retained according to our Google Analytics configuration (default retention periods apply)
• Server logs: retained for a limited period for security and operational purposes

Security

We take reasonable measures to protect your personal information from unauthorized access, use, or disclosure. Our Site uses HTTPS/TLS encryption for all data in transit, passwords are stored only as salted hashes, and we support passkeys and two-factor authentication for account access. Access to personal information is restricted to authorized personnel. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Rights Under PIPEDA

Under PIPEDA, you have the right to:

• Access the personal information we hold about you
• Correct any inaccurate or incomplete personal information
• Request deletion of your personal information, subject to legal and contractual retention requirements
• Withdraw consent for the collection, use, or disclosure of your personal information (subject to legal or contractual restrictions)
• Opt out of receiving promotional or marketing communications at any time

To exercise any of these rights, contact our Privacy Officer at [email protected]. If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada.

CASL Compliance

• We send commercial electronic messages (such as promotions or updates) only with your consent
• Every commercial message includes a clear and easy unsubscribe mechanism
• Transactional messages (such as invoices, password resets, and account notices) are sent as part of delivering our services and do not require separate consent
• We maintain records of consent as required by CASL

Children’s Privacy

Our Site and services are not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the Effective Date above and post a notice on our Site. For significant changes affecting how we use your personal information, we will make reasonable efforts to notify account holders by email.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

• Email: [email protected]
• Location: Ontario, Canada