Privacy Policy

1. Who We Are

Kivion Resources Management Ltd. ("Kivion", "we", "us", or "our") is a resource management consultancy registered in Ontario, Canada. We provide capacity planning, workflow design, and operational consulting services to engineering and manufacturing businesses.

Our website is located at kivion.ca. Our primary contact for privacy matters is Sean Nolan, Director of Resource Solutions:

2. What This Policy Covers

This policy explains what personal information we collect through our website and booking system, why we collect it, how we use it, and how you can exercise your rights under applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

3. Information We Collect

We collect personal information only when you actively provide it to us. This includes:

3.1 Consultation Bookings

When you book a free consultation through our Microsoft Bookings integration, we collect your name, email address, phone number (if provided), and your preferred meeting time. This information is stored within Microsoft 365 infrastructure on your behalf.

3.2 Contact Enquiries

If you contact us directly by email or phone, we retain that correspondence and your contact details in order to respond to your enquiry.

3.3 Website Usage Data

Our website may collect standard technical information such as your browser type, device type, pages visited, and approximate geographic location through analytics tools. This data is collected in aggregate and is not linked to your personal identity.

3.4 Information You Do Not Need to Provide

We do not require you to create an account to use our website. You can browse all content without providing any personal information.

4. Why We Collect Your Information

We collect and use personal information for the following purposes:

• To schedule and confirm consultation appointments
• To respond to enquiries about our services
• To send appointment reminders and follow-up communications
• To understand how our website is being used and improve it over time
• To comply with our legal and regulatory obligations

We do not use your personal information for automated decision-making or profiling.

5. Legal Basis for Processing

Under PIPEDA, we collect and use personal information with your knowledge and consent. By submitting a booking or enquiry form, you consent to us using that information to respond to you and fulfil your request. You may withdraw consent at any time by contacting us directly, subject to legal or contractual restrictions.

6. How We Store and Protect Your Information

Booking and contact information is stored within Microsoft 365 infrastructure, which is subject to Microsoft's enterprise security standards and data protection commitments. Microsoft processes this data as a service provider on our behalf and is contractually required to protect it.

We do not store personal information on unsecured systems or share it with third parties for marketing purposes. Access to your information is limited to Sean Nolan as the sole operator of Kivion Resources Management Ltd.

While we take reasonable steps to protect your information, no method of transmission over the internet is completely secure. We cannot guarantee absolute security but are committed to handling your data responsibly.

7. How Long We Keep Your Information

We retain personal information only as long as necessary to fulfil the purpose for which it was collected, or as required by law:

• Consultation booking records are retained for 12 months following the booking date
• Email correspondence is retained for 24 months unless an ongoing client relationship exists
• Website analytics data is retained in aggregate form indefinitely but contains no personal identifiers

You may request earlier deletion of your personal information at any time by contacting us at sean@kivion.ca.

8. Sharing Your Information

We do not sell, rent, or trade your personal information. We share it only in the following limited circumstances:

• Microsoft 365: Your booking and calendar data is processed by Microsoft as our technology provider. Microsoft's privacy practices are governed by the Microsoft Privacy Statement.
• Legal requirements: We may disclose your information if required to do so by law, court order, or government authority.

9. Your Rights Under PIPEDA

Under Canadian privacy law, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Withdraw consent to our use of your information
• Request deletion of your personal information, subject to legal retention requirements
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated

To exercise any of these rights, contact us at sean@kivion.ca. We will respond within 30 days.

10. Cookies and Tracking

Our website may use cookies and similar tracking technologies to understand how visitors use the site. These are used for analytics purposes only and do not identify you personally. You can disable cookies in your browser settings, though this may affect some website functionality.

We do not use advertising cookies or share browsing data with advertising networks.

11. Third-Party Links

Our website contains links to external sites including LinkedIn and Microsoft services. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing personal information to them.

12. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or applicable law. The date at the top of this page indicates when the policy was last revised. Continued use of our website following any update constitutes acceptance of the revised policy.

13. Contact Us

If you have questions or concerns about this policy or your personal information, please contact us:

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