Privacy Policy — Vail Stream

Who we are

Vail Stream Technologies Inc. is a Canadian company headquartered in Ontario, Canada. This privacy policy explains how we collect, use, store, and protect personal information when you visit our websites (vailstream.com and our client portal at portal.vailstream.com) or use our services.

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), the federal privacy law that governs how private-sector businesses like ours handle personal information. Where provincial privacy laws apply to a specific engagement, we comply with those as well.

What information we collect

Information you give us directly

Your name, email address, company name, and phone number when you contact us
Details about your project, business needs, and technical requirements when you request a quote or engage our services
Billing information (name, address, payment details) when you become a paying client. We use third-party payment processors and do not store full credit card numbers ourselves.

Information we collect automatically

Web analytics: We use Cloudflare Web Analytics, a privacy-first, cookie-less analytics service. It collects anonymous, aggregate usage data such as pages visited, referrer, browser and device type, and country-level location. It does not use cookies, track individuals across sites, or share data with advertising networks.
Server logs: Standard web server logs including IP addresses, timestamps, and request paths, retained for a limited period for security and troubleshooting
Cookies: vailstream.com sets no cookies. Our client portal (portal.vailstream.com) sets only essential cookies. Cloudflare, which serves our sites, may set strictly necessary security cookies. We use no advertising, analytics, or cross-site tracking cookies anywhere.

Information from third parties

If you become a client, we may receive information from our service providers (such as our email infrastructure provider, domain registrar, or payment processor) that's necessary to deliver the services you've engaged us for.

How we use your information

To respond to inquiries and provide quotes
To deliver the services you've engaged us for
To send service-related communications, such as renewal reminders, maintenance notifications, and security alerts
To process payments and issue invoices
To register and manage domains and email services on your behalf
To improve our website and services through anonymous analytics
To comply with legal and regulatory obligations

We do not sell, rent, or trade personal information to third parties for marketing purposes.

Consent

By contacting us, requesting a quote, or engaging our services, you consent to our collection and use of your personal information for the purposes described in this policy. Where we need your information for a new purpose, we will ask for your consent first. You may withdraw consent at any time by contacting [email protected], subject to legal or contractual restrictions and reasonable notice; withdrawing consent may limit our ability to provide services to you.

Who we share information with

Domain registrars and email providers (Tucows/OpenSRS and Cloudflare) — to register domains and provision mailboxes on your behalf
Web hosting and content delivery providers — to deploy and serve your website
Payment processors — to handle billing
Network security and infrastructure providers — we use Cloudflare, Inc. (US) to protect and deliver our websites; all traffic to our sites, including form submissions, passes through Cloudflare's network
Legal and accounting professionals — when required for compliance, audits, or disputes
Government authorities — when required by Canadian law, court order, or valid legal process

Information we handle on your behalf

When we host email, websites, or other infrastructure for you, the content of your mailboxes, files, and websites — including any personal information about your own customers — belongs to you. We act only as a service provider: we access this content solely to deliver, support, troubleshoot, or secure the service, or to investigate suspected Acceptable Use Policy violations, and we do not use it for any other purpose. You are responsible for your own privacy obligations to your customers.

Where your information is stored

We use a mix of Canadian, US, and global service providers. Some of your personal information may be stored or processed outside of Canada, including in the United States. We choose providers with strong security practices, but information stored in other jurisdictions may be subject to those jurisdictions' laws.

How long we keep your information

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, to comply with our legal and regulatory obligations, and to resolve disputes. When information is no longer needed, we securely delete or anonymize it. When services end, we follow the data handover and deletion timelines described in our Terms of Service.

Consent and acceptance records. When you accept our Terms of Service, Acceptable Use Policy, or Privacy Policy — or agree to terms when registering or transferring a domain — we create a permanent record of that acceptance containing your name, email address, IP address, browser information, the version you accepted, and the date and time. We keep these records indefinitely, including after your account is closed, because they are our evidence that an agreement was formed and we may be required to produce them for registrar, registry, or payment-dispute purposes. For that reason they are not removed in response to a deletion request.

How we protect your information

We use industry-standard security practices, including encryption in transit (TLS), access controls, two-factor authentication on administrative accounts, regular security updates, and the principle of least privilege when granting access to client data.

That said, no method of transmission or storage on the Internet is 100% secure, and we cannot guarantee absolute security. You are responsible for keeping your own account credentials safe.

Data breaches

If a breach of our security safeguards creates a real risk of significant harm to you, we will report it to the Office of the Privacy Commissioner of Canada and notify you as soon as feasible, as required by PIPEDA. We keep records of all breaches of security safeguards.

Your rights

Under Canadian privacy law, you have the right to:

Access the personal information we hold about you
Correct inaccurate or incomplete information
Withdraw consent for us to use your information (subject to legal and contractual obligations)
Request deletion of your information when it's no longer needed
File a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, contact us at [email protected]. We'll respond within 30 days.

Children

Our services are not directed at children under 13. We do not knowingly collect personal information from children. If you believe we've inadvertently collected information from a child, please contact us and we'll delete it.

Changes to this policy

We may update this policy from time to time. When we do, we'll update the "last updated" date at the top. For material changes, we'll notify active clients by email.

Contact us about privacy

Our Privacy Officer is responsible for our compliance with this policy and with PIPEDA. Direct questions, access requests, and complaints to our Privacy Officer; if you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

Vail Stream Technologies Inc.
Email: [email protected]
Ontario, Canada