Pivacy Policy

PRIVACY POLICY

1.   Introduction

Procurement Solutions (“we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard personal information in connection with our website, group purchasing agreements, advisory services, training programs, and related activities.

Procurement Solutions operates in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

 

2.   Scope

This Privacy Policy applies to personal information collected through:

• Participation in group purchasing agreements
• Supplier registration and competitive procurement processes
• Advisory and training services
• Communications with members, suppliers, and other stakeholders

This policy does not apply to personal information collected by third-party websites or platforms that may be linked from our site.

3.   What Is Personal Information

“Personal information” means information about an identifiable individual. This may include:

Name, title, organization, and contact information

• • Business email address and phone number
  • Login credentials for secure portals
  • Communications and correspondence
  • Information provided in supplier submissions
  • Billing or payment contact information

Procurement Solutions does not intentionally collect sensitive personal information unless it is necessary for a specific and lawful purpose.

4.   Collection of Personal Information

We collect personal information only for purposes that are reasonable and necessary to provide our services. Information may be collected:

• Directly from individuals (e.g., through forms, registrations, emails)
  • Through member or supplier onboarding processes
  • Through participation in competitive procurement processes
  • Through use of our website and portal systems

Where required, we obtain consent prior to collecting personal information.

 

5.   Use of Personal Information

We use personal information for the following purposes:

• Administering membership and supplier participation
  • Managing competitive procurement processes
  • Establishing and administering group purchasing agreements
  • Delivering advisory and training services
  • Communicating regarding agreements, renewals, updates, or events
  • Responding to inquiries and requests
  • Maintaining internal records and compliance documentation

We do not sell personal information. We do not use personal information for unrelated commercial marketing purposes.

 

6.   Disclosure of Personal Information

We may disclose personal information:

• To participating member organizations where necessary for procurement participation
  • To service providers who support our website, portal, or administrative operations
  • Where required by law, regulation, or court order
  • Where disclosure is necessary to protect legal rights or comply with trade agreement or audit obligations

All third-party service providers are required to maintain appropriate confidentiality and security safeguards.

 

7.   Website and Technology

Our website may use standard technologies such as cookies and analytics tools to improve functionality and user experience. These tools may collect limited technical information such as:

• IP address
  • Browser type
  • Device type
  • Pages visited

This information is used for security, system performance, and service improvement purposes. Users may adjust browser settings to decline cookies where permitted.

 

8.   Safeguards

We maintain reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including:

• Secure hosting environments
  • Password-protected portals
  • Role-based access controls
  • Encrypted data transmission where appropriate
  • Internal confidentiality protocols

Access to personal information is restricted to individuals who require it to perform their duties.

 

9.   Retention

Personal information is retained only as long as necessary to fulfill the purposes for which it was collected, including legal, audit, and contractual obligations. When no longer required, information is securely deleted or anonymized.

 

10.   Access and Correction

Individuals may request access to their personal information and request correction of inaccurate or incomplete information. Requests should be submitted in writing to the Privacy Contact listed below.

We may request verification of identity before releasing personal information.

 

11.   Cross-Border Data Storage

Certain website or portal services may involve data storage or processing outside of Canada. In such cases, personal information may be subject to the laws of the jurisdiction in which it is stored. We take reasonable steps to ensure that service providers maintain appropriate privacy protections.

 

12.   Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in operations, legal requirements, or technology. The current version will always be posted on our website with the effective date indicated.

 

13.   Contact

Questions, access requests, or privacy concerns may be directed to:

info@procurementsolutions.ca