Privacy Policy

Version 1.0 • Effective October 2026

MW Site ("MW Site", "we", "us") provides 3D reality capture, laser scanning, point cloud processing, and spatial analysis services from Orillia, Ontario. This Privacy Policy explains how we collect, use, disclose, and protect personal information in the course of our commercial activities, in accordance with the Personal Information Protection and Electronic Documents Act, S.C. 2000, c. 5 ("PIPEDA") and its Fair Information Principles.

This policy applies to personal information about visitors to mwsite.ca, prospective and current clients and their representatives, suppliers and subcontractors, and individuals who contact us. Personal information means information about an identifiable individual. Business contact information used solely to communicate with a person about their employment, business, or profession is not personal information under PIPEDA, but we protect it with the same care.

Personal information captured incidentally in scan data on client sites is also governed by Section 9 of our Standard Terms and Conditions of Service.

1. INFORMATION WE COLLECT

We collect only the personal information we need for the purposes set out in this policy. We collect it directly from you, from your organization, or automatically when you visit our website.

Information you provide. When you fill in our contact form, email, call, or work with us, we may collect your name, job title, organization, email address, telephone number, and the details of your project or inquiry. For billing, we collect invoicing contacts and billing addresses.

Website information. When you visit mwsite.ca, cookies and similar technologies collect technical information such as your IP address, browser and device type, pages viewed, time spent on pages, the referring website, and whether you arrived through one of our online ads. See Section 3.

Site and scan information. Our field work may incidentally capture images of people, vehicles, or other identifying details at a client site. We do not seek to collect this information and handle it as described in Section 5.

2. HOW WE USE INFORMATION AND CONSENT

We use personal information to:

  1. respond to inquiries and prepare quotations;

  2. plan, deliver, and support our services, including site access, safety coordination, and delivery of files;

  3. invoice, collect payment, and keep financial records required by law;

  4. send business communications related to our services, from which you may unsubscribe at any time;

  5. measure and improve our website and advertising; and

  6. meet our legal, regulatory, insurance, and contractual obligations.

We obtain consent before or at the time we collect personal information, except where PIPEDA permits otherwise. Consent may be express or implied. For example, when you email us about a project, you consent to our use of your contact details to reply. If we want to use your information for a new purpose, we will ask for your consent first.

You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting our Privacy Officer. Withdrawing consent may limit our ability to provide services to you. We do not sell personal information.

3. COOKIES, ANALYTICS, AND ADVERTISING

Our website is hosted by Squarespace and uses cookies, which are small files stored on your device:

  1. Necessary (Squarespace): site security and basic operation.

  2. Analytics (Squarespace): counting visitors and sessions so we can understand how the site is used.

  3. Advertising (Google): measuring whether our Google Ads lead to inquiries, and showing our ads.

We use the Google Ads tag to measure the results of our advertising. Third party vendors, including Google, use cookies to show our ads on other websites based on your past visits to mwsite.ca. You can opt out of personalized advertising through Google Ads Settings or the Network Advertising Initiative opt out page.

You can also block or delete cookies in your browser settings. Necessary cookies support basic site functions, and blocking them may affect how the site works. We do not use cookies to collect sensitive information, and our website is not directed at children.

4. SHARING AND SERVICE PROVIDERS

We share personal information only as needed for the purposes in this policy, with:

  1. service providers who support our business, such as website hosting, email, cloud storage, accounting, and advertising providers;

  2. subcontractors engaged on a project, limited to what they need to perform their work;

  3. our professional advisors, insurers, and financial institutions; and

  4. government authorities or others where required or permitted by law.

We remain responsible for personal information we transfer to service providers. We use contractual or other means to require them to protect it to a level comparable to this policy and to use it only for the services they provide to us.

Processing outside Canada. Some of our service providers store or process information outside Canada, including in the United States. While there, the information is subject to the laws of that country and may be accessed by its courts, law enforcement, and national security authorities.

5. SCAN DATA, RETENTION, AND SAFEGUARDS

Scan data. We do not use or disclose personal information captured incidentally in scan data beyond what is reasonably necessary to deliver our services. Where practicable, we remove or obscure identifiable personal information before delivery.

Retention. We keep personal information only as long as needed for the purposes for which it was collected, or as required by law. Financial records are kept for six years from the end of the tax year they relate to, as required by the Canada Revenue Agency. When information is no longer needed, we securely destroy it or make it anonymous.

Safeguards. We protect personal information with security measures appropriate to its sensitivity, including password protected accounts, restricted access, and password protected file transfers. Access is limited to people who need it to do their work.

Breaches. If a breach of security safeguards involving personal information under our control creates a real risk of significant harm, we will report it to the Office of the Privacy Commissioner of Canada and notify affected individuals as required by PIPEDA. We keep a record of every breach.

6. YOUR RIGHTS, QUESTIONS, AND COMPLAINTS

Access and correction. You may ask in writing to see the personal information we hold about you, how it has been used, and to whom it has been disclosed. We will respond within 30 days, or tell you within that time if we need an extension permitted by PIPEDA. Access is free or at minimal cost, and we will give you an estimate before charging any fee. We may ask you to verify your identity. If we refuse a request in whole or in part, we will explain why in writing. You may ask us to correct information that is inaccurate or incomplete.

Privacy Officer. Our Privacy Officer is accountable for our compliance with this policy. Send requests, questions, and complaints to:

Privacy Officer, MW Site • Orillia, Ontario • info@mwsite.ca • (705) 350-0359

We will investigate every complaint and, if it is justified, take appropriate measures, including amending our practices.

Office of the Privacy Commissioner of Canada. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

Changes to this policy. We may update this policy from time to time. The current version and its effective date will always be posted on this page.