Privacy Policy
Updated May 22, 2024.
Welcome to Etika Privacy. Your trust on how we handle your personal data when you use our Services is important to us. This Privacy Policy informs you on how we process and protect your personal data as defined under applicable Privacy laws. The Privacy Policy applies when you visit our website etikaprivacy.com, when you communicate with us through our social media accounts and website, when you become a Client of Etika Privacy, when you apply for a job with us and/or when we interact with you through any promotional campaign, herein referred to as “our Services”.
If you have any questions about our practices, don’t hesitate to reach out to us:
Canada – Head Office:
53 Delong Drive
Ottawa, ON K1J 7E4
Europe – Berlin Office:
Zoppoter Straße 9
D-14199 Berlin, Germany
Email: info@etikaprivacy.com
This Privacy Policy does not extend to third party websites, mobile applications, or other services. We are not responsible for how third parties collect and process your personal data. We encourage you to review their Privacy Policies before using these external services.
Our Services are targeted towards individuals older than 18 years old. We do not willingly collect the personal data from minors under 16 years old. If you believe that we have processed the personal data of a minor under 16 years old, please contact our Chief Privacy Officer or DPO and we will delete the personal data promptly.
Etika Privacy adheres to the Digital Advertising Alliance of Canada (“DAAC”), and the DAAC’s interest-based advertising principles. We provide you with an enhanced notice, transparency and control of our digital marketing practices as stated at youradchoices.ca website. For information about how we use cookies, please click here.
- What types of personal data do we process?
Personal data is data that can directly or indirectly identify an individual. Although legal definitions of personal data may differ between jurisdictions, personal data generally includes, for example, your telephone number and email, banking and health information, online identifiers such as your IP addresses, location data, your preferences. This Privacy Policy provides you with more information on how we process your personal data.
As part of our Services, Etika Privacy may collect and process the following types of personal data:
- Contact data: your name, e-mail and telephone numbers
- Identifying data: social insurance number, date of birth, nationality
- Communications data: if you enquire about our Services, or communicate with us via our website form, email, telephone or social media accounts, we will process the content of communication and any attachments you may include such as photographs or images.
- Usage data: pages and websites visited, interest in content, access times
- Authenticating Data: device information, IP addresses
- Professional Data: Employment history, education history, references, certifications, diplomas, financial and criminal background checks, language abilities, military service, honours
- Banking Data: such as credit card of banking information
- Employment Data: time spent on projects, time spent on different softwares and platforms, performance during employment
- Marketing Data: With your consent, we will use your e-mail address to provide you with promotional content, such as our Newsletter or messages through social media. You can cancel our newsletter at any time, i.e. withdraw your consent, by clicking the unsubscribe link at the bottom of each newsletter.
- Access and Log Data: we collect data related to who has accessed the server on which our Services are provided (Zoho One, Microsoft 365) on the basis of our legitimate interests. The access data includes the name of the website, document, software or platform accessed, date and time of access, amount of data transferred, notification of successful access, browser type and version, the user’s operating system, referrer URL (the previously visited page), IP address and the requesting provider.
- Social Media Data: Etika Privacy maintains an online profile on social media platforms such as LinkedIn to communicate with interested parties, to promote our Services and to share pertinent information on privacy and data protection. We may collect and process personal data from our interaction with you through these social media platforms.
- Why do we process your personal data?
Etika Privacy collects your personal data to offer our Services, such as to inform you of our Services on our Website, offer support, respond to inquiries and send you communications, protect our IT infrastructure and conduct marketing activities.
We use different legal basis to justify our processing of your personal data, such as consent, the performance of a contract and our legitimate interests. These legal bases may not be valid under all jurisdictions. Each time consent is the legal basis, you can withdraw your consent at any time. Click here to learn how to withdraw your consent.
We obtain your personal data directly from you or as part of automatic data collection on your devices with cookies. In some cases, we may also obtain information from third parties such as using LinkedIn.
Etika Privacy only collects the personal data necessary for specific purposes, as outlined here. For GDPR purposes, the legal bases are also documented.
- Provision of the online services, its functions and content (Legitimate interest)
- Answering contact enquiries and communicating with users and Clients (Consent)
- Managing Client relationships, delivery of our Services (Contract)
- Ensuring that our IT infrastructure is secure, fraud prevention (Legitimate interest)
- Promoting Etika Services online and through marketing campaigns (Legitimate interest)
- Employment purposes (Legitimate interest)
- What are cookies and do we use them?
Cookies are small files that are stored on users’ computers. Different information can be stored within the cookies. A cookie is primarily used to store information about a user (or the device on which the cookie is stored) during or after their visit to an online service.
“Temporary”, “session” or “transient” cookies, are cookies that are deleted after a user leaves an online service and closes their browser. The content of a shopping basket in an online shop or a login status, for example, can be stored in such a cookie.
“Permanent” or “persistent” cookies are cookies that remain stored even after the browser is closed. For example, the login status can be saved if the user visits the website after several days. The interests of users can also be stored in such a cookie and used for reach measurement or marketing purposes.
“Third-party cookies” are cookies used by a party other than Etika Privacy, who operate the online service. “First-party cookies” are those used by Etika Privacy.
Etika Privacy uses essential and performance cookies. These cookies are installed by us and third parties.
Essential cookies are required for us to provide you with our Services. We use them based on our legitimate interests.
We use performance cookies based on your consent. You can withdraw your consent at any time by clicking the “Deny” button in the Cookie banner when visiting the website.
Type of Cookie | Description |
Essential | These cookies are required for the Service to function as intended and for security purposes. Consent for these cookies is not required. |
Performance | Performance, or analytical cookies are used to monitor usage and performance. If you consent, they will provide us with your location (Country only). We use Google Analytics and Zoho Analytics to view key metrics such as how many visitors view our Website, peak hours of traffic, duration and frequency of visits and pages. The Data collected is anonymized but includes your geographic location (Country). |
Managing Cookies
You can install the Google Analytics opt-out browser add-on, which prevents the Google Analytics JavaScript (ga.js, analytics.js and dc.js) from sharing information with Google Analytics about visits activity. For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page.
You can also manage your cookies through your browser. Note that if you do not accept cookies, however, you may not be able to use all portions of the Website and/or Services. Click on your browser for more information:
- Do we conduct interest-based advertising?
Etika Privacy does not conduct interest-based advertising Interest-based advertising is targeted advertising or behavioral advertising. The ads that are being served to you are personalized based on your behavior while browsing online.
- How do we protect your personal data?
We take appropriate technical and organizational measures to protect the personal data we hold against loss, theft and/or unauthorized access, disclosure, copying, use, modification, in accordance with the applicable legal and contractual requirements.
Our security measures are documented in policies and procedures and include safeguarding the confidentiality, integrity and availability of data with measures such as limiting physical access to the data, deleting the personal data when it is no longer in use and monitoring our IT infrastructure and responding to data threats. We also perform Privacy Impact Assessments on all new service providers who may process your personal data on our behalf.
The personal data we hold is held either in Canada or in Germany. Some of our service providers might
Please keep in mind that even robust security safeguards still present some risks. It is your responsibility to keep your credentials secure, and to ensure that you are connected on a safe network.
- Where do we store your personal data?
Etika Privacy stores your personal data on its servers as well as on Cloud servers located in Canada and in Germany.
Some service providers and third parties may store your personal data in other countries, including in the United States.
- With whom do we share your personal data?
Etika Privacy does not sell your personal data to data brokers. We will not disclose, nor will we transfer your personal data without your consent, except as set out in this Privacy Policy.
We share your personal data as part of our Services with our employees, our consultants and with services providers who assist Etika Privacy with the delivery of our Services. Etika Privacy establishes appropriate Agreements when we share the personal data. The types of service providers include:
- Financial and banking partners to allow us to pay our employees, consultants and other partners, and obtain payment from our Clients (Paypal);
- E-mail management and communication tools, as well as customer relationship management software (Zoho One);
- Security and fraud prevention service providers;
- IT infrastructure and Cloud services such as Microsoft Teams and Zoho One;
- Marketing partners, such as LinkedIn, to support our marketing campaigns.
- Integration of Third-Party Services and Content: we may integrate products or services from third-party providers, such as videos or fonts. These third-party providers may process users’ IP address in certain circumstances.
Sale/Merger
In the event of change of ownership, sale, merger, liquidation, reorganization, acquisition of Company Inc., in whole or in part, or in the event of any other business transactions or bankruptcy, your personal data may be transferred as part of the transaction. We may also share your personal data with our affiliates and subsidiaries as required to deliver the Services effectively, such as through shared services.
Other Possible Disclosures
We may also have to share your personal data with law enforcement and other governmental entities – but we will only do so after we ensured that the request is valid, and legal. We will not share more than necessary to comply, and if we can, we will let you know before doing so. Upon doing so, we will only disclose the personal data with the support of the appropriate legal basis.
Third Country Transfers
Etika Privacy may process personal data in a third country (i.e. outside the European Union, EU, or the European Economic Area, EEA, Canada, Switzerland or any other country that has been recognized as Adequate under EU Data Protection Laws) through services providers, a disclosure or a transfer of personal data to third parties. All Personal Data Transfers will comply with our legal obligations such as by assessing risks and putting in place the appropriate agreements, namely, when required, by signing Standard Contractual Clauses, and by performing Privacy Impact Assessments.
- How long do we retain your personal data?
We will retain your Personal Data only as long as it is necessary to provide you with our Services or for a longer period if required under applicable laws.
When the prescribed retention period has been achieved, we delete the personal data in a secure manner. We may anonymize the personal data in order to keep the data for longer periods for statistical purposes or other legitimate interests. Anonymization will be performed according to strict industry guidelines. As defined under applicable Privacy laws, personal data that has been anonymized is no longer considered personal data and thus may not be captured by applicable Privacy Laws.
- What are your rights regarding your personal data?
Data Subject or Individual rights regarding your personal data may vary depending on where you are located in the world. Individual rights generally include the right to access and correct your personal data, as well as the right to withdraw your consent. Some jurisdictions offer additional rights, such as the right to object to the processing of your personal data, the right to data portability and the right to restrict the processing of your personal data.
You can exercise your rights at any time by contacting us.
Head Office: 53 Delong Drive Ottawa, ON K1J 7E4
Berlin Office: Zoppoter Straße 9 D-14199 Berlin, Germany
When you exercise your rights, we may have to request personal data to validate your identity.
Once we receive your request, we will get back to you within 30 days. If we cannot comply with or respond to your request, we will provide you with a detailed explanation.
If you are not satisfied with how we process your request, you can communicate with your local data protection authority or privacy commissioner, and lodge a complaint. We will provide you with explanations on how to do so in our response to your request based on your location.
Canada:
Privacy Commissioner of Canada (OPC)
https://www.priv.gc.ca
Québec:
Commission d’accès à l’information
https://www.cai.gouv.qc.ca/
Berlin, Germany (or the competent data protection supervisory authority of your respective federal state):
Berliner Beauftragte für Datenschutz und Informationsfreiheit
https://www.datenschutz-berlin.de/
If your request is lengthy and difficult, and if we are allowed to do so by law, we may charge you a reasonable fee to assist you.
Information collected by cookies is stored in cookie files located on your device, and thus can be accessed or modified by you without involving us.
To withdraw your consent
Whenever Etika Privacy processes your personal data based on your consent, you can withdraw that consent at any time by contacting us at info@etikaprivacy.com
You can also withdraw your consent from receiving our newsletters by clicking the “unsubscribe” link provided in the emails.
- Changes to this Privacy Policy.
This Privacy Policy may be updated from time to time, to inform you of new processing activities, to meet new legal requirements or various other reasons. You can view the date of the latest update at the top of this page, and you can always reach out to us at info@etikaprivacy.com, should you have any questions.