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Xyntax Privacy Policy

Xyntax Group Inc. is committed to your privacy. Read our customer Privacy Policy for a clear explanation of how we collect, use, disclose, transfer, and store your information.


At Xyntax, we pride ourselves in our commitment to protecting your privacy. We are committed to the security and privacy of our not only our client's personal data ("Personal Data") and business information ("Business Information") but also the information of those businesses and individuals they serve, all the while providing you with the opportunity to receive products and services that enhance your business activities.


This Privacy Policy explains our commitment to safeguarding your data and serves as our agreement with you and other parties about our data handling practices. If you object to our use of your data in the manner set out in this policy, please contact us immediately. This policy lists the types of data our company and software collects, explains how we use and protect that data, and discloses our key procedures surrounding privacy.


Data Collection

We collect personal data necessary to enable us to respond to your requests and to send you information regarding our products and services from time to time. Since users of our products and website are doing so in their capacity as an employee or company representative, most information we collect is strictly held in a business capacity.


Commonly this includes:

  • your name;

  • your business address;

  • your telephone number;

  • your email address;

  • your website address.


When you visit our website, you may be asked to submit information such as an email address, company name, mailing address and telephone number. We may also ask you where you heard about our company or products which will greatly help us understand more about your needs as well as process your requests for further information.


Xyntax Support
We offer certain limited online support on our website. If you access online support, you may be asked for information such as your name and the product you are using. This is used to help us determine what the technical issue is and how best to help resolve the problem experienced. Also, certain products allow you to submit support-related questions directly from that product. If you access online support services from a product, information about your network, operating system, program used, module, user id and other similar information will automatically be pre-populated for submission to support staff to assist them in answering your question(s).


Electronic Communication
When you subscribe or sign up to receive electronic communication, we will ask you for information necessary to enable us to process your request and to send you details regarding our products and services. Each email we send will contain instructions on how to unsubscribe if you do not wish to receive future promotional emails. If you choose to opt out of receiving promotional email communications, we may still periodically communicate with you via regular mail or telephone. Please allow 10 business days to be removed from the email list.



Disclosure of Your Business Information

In addition to the uses set forth above. Xyntax may use your Business Information to:

  • Inform you of product upgrades, updates and subscription renewals;

  • Inform you of any tax, regulatory and other compliance issues with your software product or service;

  • Notify you of products and services that we think may be of interest to you;

  • Offer you discounts or other promotions concerning any Xyntax product or service;

  • Contact you to determine how we can better serve you or provide better products to meet your needs.


Xyntax may also use your personal data to inform you of special discounts or offers from other companies we have carefully selected, and whose products and services we may think will be of beneficial interest to you. It is our policy to accept personal data only from parties whom we believe have obtained the information from you fairly. However, we do not control the manner in which third parties collect personal data. If you believe that a third party has passed to us your data against your wishes, then please let us know by contacting us.


From time to time, we may be required to release Personal Data:

  • To comply with valid legal requirements such as a law, regulation, search warrant, subpoena, or court order;

  • To enforce or apply the terms of any of our service or license agreement;

  • In special cases such as protecting the rights, property, or safety of Xyntax staff, our customers, or others.


We may also provide Business Information to government agencies, our vendors, our suppliers, other business development and industry partners ("Partners") to enable them to:

  • Provide us with products and services for improved operation and maintenance;

  • Provide you with a product or service requested by you;

  • Enable them to market products or services to you.


Partner and Government Services
We may engage our partners to perform functions on our behalf. Certain partners and government agencies may collect Business Information (such as business name, mailing address, email, credit card information and customer ID) directly from you. Any information provided by you to third parties is not governed by this policy even though those partners and government agencies may share such information with us.


Services and Product Data
Personal data we collect as set forth above does not include your company's data entered in the course of operating our products ("Product Data") or data provided by you while using our services ("Services Data"). We will not access your Product or Services Data except in the following limited circumstances:
To provide you with technical support solely at your request and with your permission and supervision;
On a limited-access basis to install updates, produce regular backups or restore data from backups at your request;
Unless you opt-out, to utilize aggregate information derived from Product and Services data to help us improve our products and services and in developing additional offerings.

Third Party Access
We will not provide your Product or Services Data to any third party or permit any third party to access your Product or Services Data except by your permission or to comply with valid legal requirements such as a law, regulation, search warrant, subpoena or court order. Also, if at any time you decide to discontinue your use of the applicable service, your Services Data will be destroyed and removed from all servers according to the terms outlined in your Service Agreement.


Business Transfers
If all or a portion of Xyntax Group Inc., is bought or sold, your data will likely be included among the transferred business assets, but such information remains subject to this Privacy Policy or a Privacy Policy substantially similar to this Privacy Policy.


No Sales of Personal Data to Third-Parties

We will not sell, rent or similarly commercialize your data, and we limit its distribution to the extent necessary to fulfill the purposes for which the data was requested. When we employ other companies or individuals to perform functions on our behalf (such as delivering products, taking orders, processing credit card payments, etc.), we attempt to ensure that these parties will not use your data for any other purpose than it was originally requested.


Public Forums

Please remember that any information (including personal and business information) that you submit, post or otherwise reveal in a public forum (such as a bulletin board, chat room, blog or product discussion forum) is not subject to this Privacy Policy, as it will be seen by third parties not related to Xyntax Group Inc. and may be used by them to contact you for any purpose.


Use of Cookies

This website uses cookies to enhance the user experience, deliver personalized content, and collect information about the use of the website. "Cookies" are small computer files that we transfer to your computer's hard drive. Cookies allow us to statistically monitor how many people are using our website and for what purposes, how often someone visits the website, and the length of their stay.


We also use Cookies to prevent you from having to re-enter your information each time you visit our website. Cookies are not designed to retrieve personal or business data from your hard drive, your email or any other personal information. Most browsers are initially set to accept Cookies, but users can change the settings to refuse Cookies or to be alerted when Cookies are being sent. Although refusal of Cookies will not interfere with the ability to interact with most of the website, you will need to accept Cookies to access information and use certain functions.


For example, Cookies are required to be accepted for access to our web-based services or desktop products with online features. The Cookies are renewed each time a user logs on to one of the websites that use Cookies. Although the majority of the online advertisements on the website are displayed by Xyntax, we also from time to time allow third-party vendors, such as Google, to display advertisements on our website. These third-party vendors may assign a different cookie to you. These cookies may be used to select which ads you see on the website and determine the effectiveness of this advertising. You may choose to decline cookies from third-party ad servers, which we do not control.


Privacy Protection

We operate a number of technical and organizational measures to ensure that your data is kept secure and to prevent unlawful or unauthorized disclosure, misuse, alteration or damage. We want your data to remain as secure as reasonably possible. We combine industry-standard technical safeguards with a code of conduct for those employees who are permitted to access your personal information. Many of our web-based services are hosted on servers that are co-located at a third-party facility with whom we have a contract providing for security measures.


For example, hosted Services Data is submitted via SSL encryption and stored on a server equipped with industry-standard firewalls. Hosted data may include personally identifiable information that belongs to our customers' customers, website visitors or other users.


We will not review, share, distribute or reference any such client data except as provided in the service or license agreement or as may be required by law. Individual records of client data may be viewed or accessed by authorized Xyntax employees, agents or independent contractors only for the purpose of resolving a problem, support issues, or suspected violation of the service or license agreement, or as may be required by law.


Xyntax requires that employees respect the confidentiality undertakings in this policy.  Those employees that violate our Privacy Policy or their confidentiality agreements are subject to disciplinary action, up to and including termination.  Xyntax does not represent or warrant that Business Information will be protected against loss, misuse, attacks, or alteration by third parties. At all times customers are responsible for maintaining the security and confidentiality of their usernames and passwords.

Linked Sites

This site may contain links to third-party websites and resources (collectively, "Linked Sites"). These Linked Sites are provided solely as a convenience to you and not as an endorsement by Xyntax of the content on such linked sites.


Xyntax makes no representations or warranties regarding the correctness, accuracy, performance or quality of any content, software, service or application found at any Linked Site. Xyntax is not responsible for the availability of the Linked Sites or the content or activities of such sites.


If you decide to access any Linked Site, you do so at your own risk. Your use of any Linked Site is subject to the policies, terms of use, and privacy policies of such Linked Sites if any. If you access and use any third-party link contained on this site, any information you reveal will be submitted to the third-party and is not subject to this Privacy Policy. You should consult the privacy policy of the third-party site concerning its treatment of any information that you may reveal in connection with such service.



Notification of Changes

As we create new services that may generate a need to amend this Privacy Policy, we will highlight such changes via this website. We reserve the right to change policy at any time by posting the then current Privacy Policy to the site. Your use of this website constitutes acceptance of the current provisions of this policy and your continued usage after such changes are posted constitutes acceptance of each revised Privacy Policy.




To fulfill requests for personal information records or to answer any questions or address any concerns individuals may have about privacy, Xyntax Systems has designated a privacy officer. In addition to answering inquiries, the privacy officer is also responsible for ensuring that legislation and privacy practices and related procedures are being met.


All inquiries or complaints regarding privacy should be directed to the privacy officer by mail, fax or e-mail at the addresses below. Inquiries will be responded to in accordance with the legislated timeframes. If you have any questions regarding this Privacy Policy and or the information practices of our company, please contact us at:


Attn: Xyntax Privacy Compliance Officer

Units 3 & 4, 214 Grande Boulevard,

Cochrane, AB, T4C 2G4


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