Privacy Policy

Remic Business Centre ("we", "us", or "our") is a shared workspace and business services centre operated by Remic Business Centre Inc., located at 111 Dunlop St. W, Whitby, ON L1N 6A4. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our website (remicbusinesscentre.com), online booking platform, mailbox rental service, business consulting services, and all related offerings (collectively, the "Services").

We are committed to protecting your privacy and handling your personal information responsibly in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), S.C. 2000, c. 5, and any applicable provincial privacy legislation. By using our Services, you acknowledge that you have read and understood this Privacy Policy.

We collect personal information that you provide directly to us, including: your full name and business name; email address, phone number, and mailing address; account login credentials (email address and a securely hashed password — we never store your password in plain text); booking details such as the space reserved, dates and times, and any special requests; mailbox rental plan selections and preferred start dates; consulting enquiry details including company information, service interests, and preferred meeting times; and payment information, which is collected and processed exclusively by our payment processor, Stripe, Inc. We do not store full credit card numbers or payment card data on our servers.

We also collect certain information automatically when you visit our website, including: your IP address and approximate geographic location; browser type, version, and operating system; pages visited, time spent on pages, and referring URLs; device identifiers; and session data. This information is collected through cookies, server logs, and analytics tools (see Section 7).

We collect only the personal information that is necessary for the purposes identified in this policy. We do not collect sensitive personal information such as health data, social insurance numbers, or government-issued identification numbers unless specifically required by law or a particular service agreement.

We use your personal information for the following purposes: to create and manage your account on our platform; to process, confirm, and manage workspace bookings and mailbox rental agreements; to process payments and issue receipts, invoices, and booking confirmations; to communicate with you regarding your bookings, enquiries, and account activity; to send service-related notifications such as mail arrival alerts, booking reminders, and account updates; to respond to your questions, complaints, or requests for support; to improve our website, services, and overall user experience; to comply with applicable legal and regulatory obligations; and to detect, investigate, and prevent fraudulent transactions or other illegal activity.

With your express consent, we may also use your contact information to send you promotional communications about new services, special offers, or events at Remic Business Centre. You may withdraw this consent at any time by clicking "unsubscribe" in any marketing email or by contacting us directly.

We do not sell, rent, trade, or otherwise disclose your personal information to third parties for their own marketing or commercial purposes.

Under PIPEDA, we are required to obtain your meaningful consent before or at the time of collecting personal information, except where the law provides otherwise. We rely on the following bases to process your personal information: (a) Consent — where you have expressly or implicitly consented to the collection and use of your information, such as when you create an account, submit an enquiry form, or opt in to marketing communications; (b) Contractual necessity — where processing is required to perform a contract with you, such as processing a booking or mailbox rental agreement; (c) Legal obligation — where we are required to collect or retain information to comply with applicable law, including tax and accounting obligations; and (d) Legitimate interests — where processing is necessary for our legitimate business interests, such as improving our services, preventing fraud, and maintaining the security of our platform, provided those interests are not overridden by your privacy rights.

We may share your personal information with the following categories of third parties, strictly for the purposes described in this policy: (a) Payment processors — Stripe, Inc. processes all payment transactions on our behalf. Stripe's privacy policy is available at stripe.com/privacy. We do not receive or store full payment card details; (b) Email and communication service providers — to deliver booking confirmations, receipts, notifications, and support responses; (c) Analytics providers — to help us understand how visitors use our website and improve our services. Analytics data is aggregated and anonymised where possible; (d) Cloud hosting and infrastructure providers — our platform is hosted on secure cloud infrastructure. These providers process data on our behalf and are bound by data processing agreements; and (e) Legal and regulatory authorities — where required by law, court order, or government authority, or where we believe disclosure is necessary to protect the rights, property, or safety of Remic Business Centre, our clients, or the public.

All third-party service providers are required to handle your personal information in accordance with applicable privacy law, our instructions, and appropriate contractual safeguards. We do not authorise them to use your information for their own independent purposes.

Some of our service providers may be located outside of Canada, including in the United States. When your personal information is transferred outside Canada, it may be subject to the laws of the jurisdiction in which it is held. We take reasonable steps to ensure that cross-border transfers are protected by appropriate contractual or legal safeguards.

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, to maintain your account, to comply with our legal and regulatory obligations (including tax and accounting requirements under the Income Tax Act and applicable Ontario legislation), and to resolve any disputes or enforce our agreements.

Booking and transaction records are typically retained for a minimum of seven (7) years for accounting and tax purposes. Account information is retained for the duration of your account and for a reasonable period thereafter. Enquiry and communication records are retained for up to three (3) years unless a longer period is required by law.

When personal information is no longer required, we securely delete or anonymise it in accordance with our data retention procedures. You may request deletion of your account and associated personal information at any time, subject to our legal retention obligations (see Section 8).

Our website uses cookies and similar tracking technologies to provide and improve our Services. Cookies are small text files stored on your device that help us recognise you, remember your preferences, maintain your session, and understand how you use our website.

We use the following categories of cookies: (a) Strictly necessary cookies — required for the website to function, including session management and security. These cannot be disabled; (b) Functional cookies — remember your preferences and settings to improve your experience; and (c) Analytics cookies — collect anonymised data about how visitors use our website, such as pages visited and time spent. We obtain your consent before loading any non-essential analytics or tracking scripts.

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website, including your ability to log in or complete a booking. For more information about managing cookies, visit allaboutcookies.org.

Under PIPEDA and applicable Canadian privacy law, you have the following rights with respect to your personal information: (a) Right of access — you may request a copy of the personal information we hold about you, along with information about how it is being used and disclosed; (b) Right to correction — you may request that we correct any inaccurate or incomplete personal information; (c) Right to withdraw consent — where processing is based on your consent, you may withdraw it at any time, subject to legal or contractual restrictions and reasonable notice; (d) Right to deletion — you may request that we delete your personal information, subject to our legal retention obligations; and (e) Right to complain — you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada (OPC) at priv.gc.ca if you believe we have not handled your personal information in accordance with applicable law.

To exercise any of these rights, please contact our Privacy Officer at [email protected] or by mail at 111 Dunlop St. W, Whitby, ON L1N 6A4. We will respond to your request within 30 days. In some cases, we may need to verify your identity before processing your request.

We implement reasonable and appropriate administrative, technical, and physical safeguards to protect your personal information from unauthorised access, use, disclosure, alteration, or destruction. These measures include: industry-standard password hashing (we never store passwords in plain text); encrypted data transmission using TLS/HTTPS; access controls limiting personal data access to authorised personnel on a need-to-know basis; and secure cloud infrastructure with regular security updates.

Payment card data is handled exclusively by Stripe, which is certified to PCI DSS Level 1 — the highest level of payment security certification. We do not receive, transmit, or store full card numbers or CVV codes.

Despite our best efforts, no method of transmission over the internet or electronic storage is completely secure. In the event of a privacy breach that poses a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as required by law.

Our Services are intended for use by individuals who are 18 years of age or older. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at [email protected] and we will take prompt steps to delete that information.

Our website may contain links to third-party websites, including the websites of businesses in the REMIC Business Ecosystem and our service partners. We are not responsible for the privacy practices, content, or security of those external sites. We encourage you to review the privacy policies of any third-party website before providing personal information. The inclusion of a link does not imply our endorsement of that website.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make material changes, we will revise the effective date at the top of this page and, where appropriate, notify you by email or by posting a prominent notice on our website. We encourage you to review this policy periodically.

Your continued use of our Services after the revised policy is posted constitutes your acceptance of the updated terms. If you do not agree to the changes, you should discontinue use of our Services and may request deletion of your account.

If you have any questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact our Privacy Officer: Remic Business Centre, Attn: Privacy Officer, 111 Dunlop St. W, Whitby, ON L1N 6A4. Email: [email protected]. Phone: 1.888.88REMIC (73642). Business hours: Monday to Saturday, 9:00 AM – 5:00 PM (Eastern Time).

If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner of Canada at 1-800-282-1376 or priv.gc.ca.