Who we are
Vvs Infotech Inc. is a computer systems design and related services company. We build network infrastructure: patch panel termination, rack stack assembly, cable well management, labeling audits, office rewire runs and move-in cutover days. Our registered office and principal place of business is 2204-570 Bay St, TORONTO - M5G 0B2, Canada (CA).
For the purposes of applicable privacy law, Vvs Infotech Inc. is the organisation responsible for the personal information described in this policy. The developer name that our teams use and that appears across our technical documentation is VVS Infotech. The legal entity that operates the practice is Vvs Infotech Inc. Both names refer to the same team and the same office.
Our website is primarily informational. It describes our services, our process and our standards, and it gives you a way to contact us. We do not operate a customer portal, we do not run an online store, and we do not require you to create an account to read anything on this site.
Scope of this policy
This policy applies to personal information that we collect through our website at vvsinfotech.buzz, through email and telephone contact, through survey visits and through the delivery of our services. It covers information about individuals such as clients, prospective clients, building managers, contractors, suppliers and website visitors.
This policy does not apply to information that we handle purely on behalf of a client as part of a network build, where the client remains responsible for that information. For example, if we label network ports that reference staff names, that naming convention belongs to the client and is governed by the privacy practices of that client. We handle such information only as needed to complete the work and only under the instructions of the client.
This policy also does not apply to third party websites that you may reach through links from our site. Those sites have their own privacy practices and we encourage you to review them.
Information we collect
We try to collect as little as possible. The categories below describe what we may collect depending on how you interact with us.
Information you give us directly
- Your name, job title and organisation.
- Your email address and telephone number.
- The content of messages that you send to us, including any attachments such as floor plans, port counts or building details.
- Survey information, which may include site contact names, access instructions and the names of people who will be present during a visit.
- Billing and invoicing details where you engage us for paid work, such as a company name, billing address and purchase order reference.
Information collected automatically
- Technical information that your browser sends when you load a page, such as the type of device, the browser version, the operating system and the approximate region derived from an internet address.
- Server records that note the date and time of a request and the page that was requested, kept for security and troubleshooting.
- Basic aggregate information about how visitors move through the site, where such measurement is enabled.
Information from third parties
- Referral details from a building manager, general contractor or technology partner who introduces you to us.
- Publicly available business information such as a company address or a published contact number, used to confirm that a request is genuine.
We do not ask for and do not want sensitive categories of personal information such as health data, financial account numbers or government identification numbers unless there is a clear and lawful reason connected to a specific engagement, and even then we ask for the minimum needed.
How we collect information
Most of the information we hold arrives in one of four ways. First, you send it to us through the contact form on this site, which composes an email in your own mail program. Second, you email or telephone our office directly. Third, we meet you on site during a survey or a build and record the details needed to do the work. Fourth, we receive a referral from a partner or read it from a public business source.
Because the contact form on this site uses a mailto fallback rather than a server side form handler, the message that you type is not stored on our website. It is prepared in your email client and sent from your own mailbox, which means the copy in your sent folder and the copy in our inbox are the only copies that exist. We think that is a sensible default for a small professional practice.
We do not purchase contact lists, we do not scrape personal information from social networks, and we do not use hidden tracking pixels to build profiles of individual visitors.
Why we use information
We use personal information for the following purposes, and for purposes that are closely related to them:
- To answer your enquiry and to arrange a survey, a site visit or a call.
- To prepare a quotation, a scope of work or a build schedule.
- To deliver the services that you or your organisation have engaged us for, including coordinating with building management and other trades.
- To keep a record of the work, including as-built documentation, port schedules and photographs of the finished room.
- To invoice for completed work and to maintain accounting records required by law.
- To protect the security of our website, our systems and our people.
- To improve how we describe our services and how our site presents information.
- To comply with legal obligations and to respond to lawful requests from authorities.
We do not sell personal information. We do not rent contact lists. We do not use the information you send us to advertise an unrelated service from a third party.
Legal bases for processing
Where privacy law requires a legal basis for processing, we rely on one or more of the following. We rely on your consent when you send us an enquiry or subscribe to updates. We rely on the performance of a contract when we deliver a service that you or your organisation has engaged us for. We rely on our legitimate interests when we protect our systems, improve our services or communicate with existing business contacts in a way that is proportionate and expected. We rely on legal obligation when we keep accounting records or respond to a lawful demand.
Where we rely on consent, you can withdraw it at any time by contacting us. Withdrawal does not affect processing that took place before the withdrawal, and it does not affect processing that is based on another lawful ground.
In Canada, we also handle personal information in accordance with applicable federal and provincial privacy legislation, including the principles of accountability, identifying purposes, limiting collection, limiting use and disclosure, accuracy, safeguards, openness, individual access and challenging compliance.
How long we keep information
We keep information only as long as it is needed for the purpose for which it was collected, or as long as the law requires. Enquiries that do not lead to work are usually deleted or archived within twenty four months. Records relating to completed projects are kept for the period that is standard for professional services and construction documentation, so that a later technician or a later owner can verify how a room was built. Accounting records are kept for the period required by tax law.
Photographs of a wiring room are retained as part of the as-built record unless they contain personally identifying detail, in which case we crop or blur the detail before we file them. Site access notes are deleted once a project is closed.
When information is no longer needed, we delete it or irreversibly anonymise it. We do not keep personal information in an indefinite archive just in case it might be useful one day.
How we protect information
We apply the same discipline to information that we apply to a cable well. Access is limited to the people who need it, account credentials are strong and unique, and devices that hold client records are encrypted. Email and file storage are protected by the providers we use, and access to our shared records requires two step verification.
In the field, we do not photograph documents that contain personal information unless it is required for the work. When we do record details on site, we record the minimum needed, which is usually a port position rather than a person name. Paper notes are brought back to the office and stored in a locked cabinet until they are transcribed and destroyed.
No system can be perfectly secure. If we become aware of a breach that creates a real risk of significant harm, we will notify affected individuals and the relevant authority as required by law, and we will explain what happened in plain language.
International transfers
Vvs Infotech Inc. is based in Canada. Some of the providers we use, such as a hosting or email provider, may store or process data in another country. Where that happens, we take reasonable steps to ensure that the information continues to receive an appropriate level of protection, including through contractual commitments from the provider.
If you are contacting us from outside Canada, you should be aware that your information may be processed in Canada or in another country where our providers operate. By using this site and contacting us, you understand that this transfer may occur.
Your rights
Subject to applicable law, you have the following rights in relation to your personal information:
- Access. You can ask what personal information we hold about you and receive a copy, usually within thirty days.
- Correction. You can ask us to correct information that is inaccurate or incomplete.
- Deletion. You can ask us to delete information that we no longer have a lawful reason to keep.
- Restriction and objection. In some circumstances you can ask us to limit or stop certain processing, including processing based on legitimate interests.
- Portability. Where the law provides for it, you can ask for a copy of information you provided in a structured, machine readable format.
- Withdrawal of consent. Where processing relies on consent, you can withdraw it at any time.
- Complaint. You can complain to us, or to the privacy regulator in your jurisdiction.
To exercise a right, email tech@vvsinfotech.buzz or call +17314838471. We may ask for reasonable proof of identity before we act on a request, so that we do not disclose information to the wrong person. We will not charge a fee for a reasonable request.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or the privacy authority in your province or country. In the European Union and the United Kingdom, you may contact your local supervisory authority.
Privacy for Children
Our services are provided to businesses and building owners. This website is not directed at children, and we do not knowingly collect personal information from anyone under the age of sixteen. If you believe that a child has provided personal information to us, please contact us and we will delete it promptly.
Where a school or a child focused organisation engages us for a network build, our work relates to the building infrastructure rather than to the personal information of students. Any information about students that we might encounter on site is treated as confidential and is not recorded.
Marketing and communications
We send occasional updates to people who have asked for them, usually about project completions or scheduling notes such as the winter cutover calendar. Every update includes a way to stop receiving it, and the stop request is honoured promptly. We do not add an enquiry address to a marketing list without asking first.
If you are an existing client, we may contact you about a matter directly related to work we have done for you. If you would prefer not to receive such contact, tell us and we will note it on your record.
We do not use automated marketing platforms to send unsolicited bulk mail, and we do not track whether an individual opened a message to build a profile.
Third party links and services
Our site may link to a map service, a professional directory or a technology partner. Those third parties operate under their own privacy policies, and we are not responsible for how they handle information. When you follow a link, you leave our site and the privacy practices of the destination apply.
If we embed a third party tool in the future, we will choose one that respects privacy and we will describe the tool in this policy. We will not embed a tool that silently profiles visitors across other websites.
Automated decisions
We do not make decisions about individuals through automated processing that produce legal or similarly significant effects. Our scheduling, quoting and survey work involve human judgement. If we ever introduce an automated assistant, it will support a team member rather than replace a decision that affects you.
Any automated tool we use to sort enquiries is limited to routing a message to the correct person. You can always ask for a human review by replying to any message from us or by telephoning the office.
Data breach response
If we become aware of a breach of security affecting personal information, we will assess the incident, contain it, and record what happened. Where the breach creates a real risk of significant harm, we will notify affected individuals as soon as reasonably possible, describe the nature of the incident, and explain what we are doing about it.
We will also notify the relevant privacy authority where the law requires it. Following any incident, we review the cause and adjust our practice so that the same failure is less likely to recur.
If you believe that your information may have been affected by an incident involving our practice, contact us at tech@vvsinfotech.buzz or on +17314838471 and we will investigate promptly.
Changes to this policy
We review this policy from time to time. When we make a material change, we will update the date at the top of the page and, where appropriate, describe the change in plain language. We will not apply a new purpose to information that we already hold without a lawful basis for doing so.
We encourage you to read this page occasionally, especially before you send us a new category of information. The most current version is always the one published on this site.
How to contact us
Privacy questions, access requests and complaints can be sent to the following address. We aim to respond within five business days and to resolve the matter as quickly as we reasonably can.
Vvs Infotech Inc.
2204-570 Bay St
TORONTO - M5G 0B2
Canada (CA)
Email: tech@vvsinfotech.buzz
Phone: +17314838471
If you would like to read the terms that govern our services, please see the Terms of Service. For a description of the work we do, please see our services page or return to the homepage.