1. Introduction

    Fields Associates Limited (“we,” “us,” or “our”) is committed to protecting your privacy. We collect and process personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), and any relevant provincial laws.

    By using our services and providing us with your personal information, you consent to our collection, use, and disclosure of your personal information as described in this Privacy Policy.

  2. Information We Collect & How We Use It

    1. Purpose of Collection

      We collect information about you for two primary reasons:

      1. To process your order and provide you with data recovery services.

      2. To ensure we can offer the best possible service experience.

    2. Types of Information Collected

      • Name (to identify you and communicate effectively)
      • Address (for billing, invoicing, shipping of media)
      • Phone number (for service updates and support)
      • Email address (for order confirmations, invoices, and follow-up support)
      • Payment details (e.g., credit/debit card information); all transactions are handled by a secure third-party payment processor, and Fields Associates Limited does not store your payment information past the point of sale.

    3. Communications

      Representatives of Fields Associates Limited will only contact you about:

      • The specific services you have purchased, or
      • Related services that we believe may be of interest to you. You are under no obligation to proceed with any additional service suggestions, and we will inform you if any referral fees are relevant.

    4. Third-Party Disclosure

      We do not pass on your email address or other contact details to unrelated third parties unless you have given explicit consent to do so (e.g., to receive offers or communication from other companies). The information we collect from you is used solely to fulfill your order and facilitate your service(s).

  3. Retention & Destruction of Information

    1. Electronic Correspondence

      We retain copies of electronic correspondence (e.g., emails) exchanged between you and our representatives. This is done only for purposes of record-keeping, quality control, and to improve our services.

    2. Hard Copies & Peripherals

      Any physical documents or correspondence you send us (e.g., letters, printed records) will be shredded and disposed of securely if it is no longer needed for your service. Please keep a copy of any documents you might need for future reference.

    3. Accuracy & Updates

      We are committed to ensuring that any personal information we hold about you is accurate, complete, and up-to-date. You have the right to check the information we hold about you and request corrections or deletions. Please contact us at any time if you need to update or correct your information.

    4. Storage of Credit/Debit Card Details

      As noted, we do not retain any credit/debit card details beyond the point of sale. All payment transactions are processed securely by our payment provider (e.g., Worldpay Limited or an equivalent Canadian-based payment processor).

  4. International & External Transfers

    1. Transfers Outside Canada

      Should we need to transfer your information outside of Canada (for instance, if your media or data requires inspection at another facility within our network), we will obtain your consent beforehand unless otherwise permitted or required by law. We take measures to ensure that any transferred data is protected with the same level of security as under Canadian privacy laws.

  5. Cookies & Online Tracking

    When you visit or interact with our website, we may use “cookies” or other tracking technologies to enhance your online experience and for advertising/analytic purposes.

    1. What Are Cookies?

      Cookies are small data files stored on your device (computer, tablet, phone, etc.) that help websites remember information about your visits. This can include language preferences, session details, or items in your shopping cart.

    2. Types of Cookies We Use

      • Persistent Cookies: Stored on your device for a defined period; they remember your preferences across site visits.

      • Session Cookies: Temporary cookies that are deleted after your browser session ends. They allow quick navigation between pages without re-entering information.

      • Essential Cookies: Necessary for our website’s functionality and to provide the services you’ve requested. These do not require your prior consent because they are vital to site operation (e.g., enabling you to move between pages or complete transactions).

      • Performance Cookies: Collect anonymous data about how visitors use our site (e.g., which pages are visited most frequently). We use this to improve site functionality and user experience.

      • Advertising Cookies: May be used to show you ads relevant to your interests. We use Google AdWords, DoubleClick, or similar remarketing platforms to track visitor behaviour across our website and display targeted ads on other websites.

    3. Google Analytics & Related Cookies

      We utilize Google Analytics to collect anonymized statistics about site usage (e.g., number of visitors, pages visited, how users reached our site). Cookies such as __utma, __utmt, __utmb, __utmc, __utmz, and __utmv help us analyze and improve our site. The information collected is anonymous. You can learn more about Google’s Privacy Policy here and opt out of Google Analytics through this link.

    4. Advertising Cookies

      We use remarketing cookies (e.g., NID, PREF, SID) from Google AdWords and Google DoubleClick. These cookies do not provide us or any third party with direct access to your device. If you wish, you can opt out of Google’s advertising cookies by visiting the Ads Settings page.

    5. Cookie Consent

      Under Canadian privacy laws, you may need to provide us with consent for the placement of certain cookies. By using our website, you acknowledge and agree to our use of essential cookies; however, you can disable or remove non-essential cookies by adjusting your browser’s settings. Please note that disabling cookies may impact your ability to use certain features of our website.

  6. Security Measures

    We take reasonable steps to protect your personal information from unauthorized access, disclosure, alteration, and destruction. We employ industry-standard administrative, technical, and physical safeguards to ensure the security and confidentiality of the data we hold.

  7. Your Rights & Contact Information

    1. Access and Correction

      You have the right to request access to personal information we hold about you. If any information is inaccurate or outdated, you may request that we correct or remove it.

    2. Questions & Complaints

      If you have any questions about how we handle your data, our use of cookies, or if you wish to make a complaint about our privacy practices, you can contact us at:

      Email: support@fieldsassociates.com

      We will respond to any queries or complaints as quickly as possible, and certainly within any statutory time limits.

    3. Further Assistance

      If you are not satisfied with our response, you may have the right to file a complaint with the appropriate privacy regulator in your province, or with the Office of the Privacy Commissioner of Canada.

  8. Updates to This Policy

    We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we update the policy, we will post the revised version on our website and update the “Last Modified” date below.

    Last Modified: March 14th, 2025