We use your personal data to provide you with the products and services you request. This includes using your data to complete transactions or communicate with you. Credit card numbers are used only for payment processing and are not used for any other purpose.

We may also use your personal data in a way that does not identify you or allow third parties to contact you, but that does allow us to identify certain general criteria regarding users of our website (e.g., we may inform third parties of the number of registered users, the number of unique visitors, and the pages or products that are most frequently visited).

Sharing your personal data

We do not sell, trade or rent your name or personal data. We do not sell, trade or rent our mailing list to third parties.

Ten Oaks will not disclose your personal data to authorities unless required by law, search warrant, court order, subpoena or fraud investigation.

Unless otherwise stated in this policy, Ten Oaks will share your information with third parties only for the purpose of providing you with services and products. All third parties are legally prohibited from using your personal data except for the purpose of providing you with these services and are required to respect the confidentiality of your data.

Type of personal data

Ten Oaks automatically collects your Internet Protocol (IP) address, your general geolocation and data on your interaction with our website. We collect your IP address and general geolocation in order to automatically present you with products and services adapted to your location. We collect data related to your interaction with our website through cookies that you have approved via the consent banner.

Collection of your personal data

Ten Oaks stores only the personal data required to access and use our services. This personal data includes the following information: first name and last name, email address, telephone number and other payment processing information as well as document creation data.

Hosting your data

Your consents are managed by the company “Didomi,” and the history of your consents is also hosted in their databases.

Your data rights

You have the right to ask Ten Oaks to provide you with the personal data we have collected about you. You also have the right to ask Ten Oaks to correct any inaccuracies in the personal data we hold about you.

You have the right to withdraw your consent to the collection and use of your personal data at any time. If you withdraw your consent, you will no longer be able to access the Ten Oaks website. We require a limited amount of personal data to create your account on the Ten Oaks website. In addition, the personal data you enter on the forms on the Ten Oaks website are required to create your personalized document.

Once we have received and confirmed your request for client data, we will delete your personal data from our records, unless an exception applies.

Retention of closed files

Closed, undestroyed files are stored in a physical location to maintain the confidentiality of the individuals involved and protect them from damage or loss. They may also be stored on the server and/or on the company’s remote sites where our backups are made.

File destruction

When the file manager closes a file and if the file is ready to be destroyed, the destruction date will be determined according to the Ten Oaks standard as defined, unless the file manager determines that another destruction date would be more appropriate.

Ten Oaks retains closed files primarily to address risk management concerns and under the Income Tax Act, which requires that files be retained for six years after the last tax year to which they relate. It is therefore prudent to keep files closed for a specific period of time in accordance with any legal requirements.

The destruction date must be suspended in cases relating directly or indirectly to:

(a) a real or potential claim against Ten Oaks
(b) a request to disclose information about an employee, client or supplier
(c) government audits and investigations

This may be ordered by the file manager.

The file destruction date can be postponed at any time if necessary (e.g., if new consent is granted in the meantime).

This policy must be applied in a manner that ensures the confidentiality of personal information is maintained and that applicable federal and provincial privacy laws are complied with.

Ten Oaks plans to maintain a register of destroyed files, which will include the name of the person, the file number, the file closing date, the file destruction date and the name of the file manager for each file.

Ten Oaks intends to destroy paper and electronic files, including electronic information and data such as emails, preliminary versions of documents on a server or document management system, images of documents or scanned documents, faxes where no hard copy exists, voicemail, metadata and other case-related information or data that is saved and stored in electronic format (e.g., on servers, magnetic media, magneto-optical systems, compact discs, DVDs) if known to Ten Oaks.

Exercising your data rights

To exercise your data rights as described above, please submit a client data request by contacting us in one of the following ways:

By email to privacy@tenoaksflooring.com or
By phone at 418-227-1182

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