Privacy policy
This notice explains what personal information promaticsinc.ca collects, why, where it goes, how long we keep it and how to contact us about it. It describes how the website actually works today.
Last updated September 29, 2026
Who we are
This website is operated by Promatics Technologies ("Promatics", "we"). We are responsible for personal information collected through this website. Our Privacy Officer is accountable for privacy matters and can be reached at hello@promaticsinc.ca.
What we collect and why
When you send an enquiry
The enquiry form asks for your name, business email address, organization and a description of what you need. You may also give your website, phone number, a service interest and your timing.
We use this information only to:
- read and reply to your enquiry and arrange any follow-up conversation;
- keep a record of the enquiry and of our discussion if it becomes a project;
- protect the form from abuse (see "Security and abuse prevention" below).
We do not add enquirers to a mailing list, and we do not sell, rent or share enquiry information for other organizations' marketing. Please do not include passwords, customer lists, health information or other sensitive details in the form.
When you apply for a job
The job application form on our careers page asks for your name, contact details, location, the role you are applying for, work eligibility, working preferences, earliest start date, desired salary, education, certifications and experience, an answer about something you taught yourself, and your CV. A cover letter and LinkedIn profile are optional.
We use this information only to assess your application for the role you chose and for similar roles that open within 12 months. Your CV and cover letter are stored on our web server with restricted access and sent to our hiring team by email. We do not use applications for any other purpose, and we do not share them outside Promatics Technologies without your permission. You can ask us to withdraw and delete your application at any time through our privacy request form.
We only accept applications through the online form, and applications sent by email are not considered, so that every application is handled securely in the same way.
When you email or phone us
We receive whatever you choose to send, and use it to respond to you.
When you browse the website
- No analytics or advertising trackers. The website does not currently use Google Analytics, advertising pixels, social media tracking or similar third-party tags, and does not set tracking cookies.
- Server logs. Like most web servers, ours records technical request information: IP address, date and time, the page requested, the referring page and browser type. We use these logs to keep the site working and secure.
- Fonts and scripts are served from our own server, so viewing a page does not send your details to font or script providers.
If we introduce analytics in future, we will update this notice first and use a privacy-respecting configuration that does not send your enquiry details to analytics providers.
Where your information goes
| Information | Where it is processed | Location |
|---|---|---|
| Enquiry records, job applications and uploaded CVs | Our web server | Canada |
| Enquiry and job application notification emails (applications include the attached CV and cover letter) | Sent through our business email host, InMotion Hosting, and delivered to a mailbox hosted by Google (Gmail) | United States and other countries where these providers operate |
| Server logs | Our web server | Canada |
| Emails you send us | Our email host and mailbox provider | United States and other countries where these providers operate |
Because our email providers process information outside Canada, your enquiry may be accessible to courts, law enforcement and national security authorities in those countries under their laws. We do not claim that all processing takes place in Canada.
How long we keep it
| Information | Retention |
|---|---|
| Enquiries that do not become projects | Deleted 24 months after our last contact with you |
| Job applications, CVs and cover letters | Deleted 12 months after you apply, unless you are hired or ask us to delete them sooner |
| Enquiries that become projects | Kept for the life of the business relationship and as long as needed for legal, tax and accounting obligations |
| Web server logs | Kept for approximately 14 days, then deleted automatically |
Security and abuse prevention
Enquiries are stored on a server with restricted administrative access, transmitted over encrypted (HTTPS) connections, and are only accessible to Promatics personnel who need them to respond. To stop automated spam, our forms use hidden checks, limit how many submissions can come from one connection or email address, and give each submission an automated spam score based on how the form was filled in (for example, whether it was typed in a browser), the browser type, and signs of spam in the content, such as bulk links. Submissions scored as likely spam are set aside rather than deleted, so a person can review them. For this purpose we keep a one-way (hashed) form of the IP address with each submission rather than the address itself.
No system is perfectly secure. If we learn of a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.
Your choices and rights
You can ask us:
- what personal information we hold about you and how it has been used;
- to correct information that is inaccurate;
- to delete your enquiry, where we are not required to keep it.
Email hello@promaticsinc.ca with your request. We may need to confirm your identity before acting on it, and we will respond within the time the law requires.
If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada.
Marketing messages
We do not send marketing email to people who contact us through this website. If we ever offer a newsletter, it will require a separate, unticked opt-in with a clear way to unsubscribe, in line with Canada's anti-spam legislation.
Changes to this notice
We will update this notice when our practices change, and change the "last updated" date at the top of the page.