Updated 28 August 2024

Introduction

Hosting Controller Inc. respects your concerns about privacy. References in this Privacy Policy to “Hosting Controller”, “we”, “us”, and “our” are references to the Hosting Controller entity responsible for the processing of your Personal Information. For the purposes of the General Data Protection Regulation (GDPR) Hosting Controller is the data controller of the Personal Information we hold about you.
In this Privacy Policy we describe the information that we collect about you that you provide to us and will be processed by us, as you use our website and the Hosting Controller products available through this website. The Privacy Policy also describes with whom we may share this information, how you may exercise your rights regarding our processing of the information, the measures we take to safeguard the Personal Information we obtain and how you can contact us about our Privacy Policy.
We recommend that you read this policy carefully in order to understand what Hosting Controller does with your Personal Information.

What, How and When we collect.

What information does Hosting Controller collect?

The types of Personal Information we collect about you include:

• Your contact information (such as your name, email address, telephone number, mobile number, website)
• Employment information (such as name of your company, job title)
• Your geolocation (country, time zone)
• Billing and financial information (such as billing address, PayPal account and payment card details)
• Technical and server information for the purpose of troubleshooting (server address / hostname, server IP, domain name, server username and password)

How does Hosting Controller collect information?

We collect information directly from you through our website, email and telephone. We do not collect information about you from our Resellers and other Hosting Controller clients or customers.

We partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our website through behavioral metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

When does Hosting Controller collect information?

We obtain Personal Information through any of the following interactions with us:

• When you visit our website and fill any of the online forms present on the website
• When you visit our live chat
• When you call us directly on any one of our listed numbers
• When you access our license management system (LMS)
• When you register for a support and maintenance account
• When you sign up for an account on our online forum
• When you email us directly on any of our listed email addresses
• When you register for an account on our online translation software
• When you subscribe to our newsletter

How we use your information?

We use the information to:

• Create and manage your account with Hosting Controller
• Communicate with you about your account and orders (including sending emails relating to your registration, account status, order confirmations, renewal or expiration notices and other important information)
• Operate, maintain and provide to you the features and functionality of the Hosting Controller products
• Respond to your inquiries and complaints made by you relating to the Hosting Controller products and services or any information that you request
• Provide training, support and consulting services
• Process and fulfill orders in connection with Hosting Controller products and services and keep you informed about the status of your order
• Help you complete a transaction or order
• Bill you for products and services you purchased
• Send statements and invoices
• Communicate with you about any changes in our Terms and Conditions that apply to you
• Perform data analytics and research
• Verify your identity to detect and prevent fraud
• Conduct marketing and sales activities (such as sending newsletters, special offers and promotions or contacting you about services or information we think may interest you)

With who and why we share your information?

We do not sell, rent or otherwise disclose the Personal Information you provide to us through our website to third parties. We only publish client testimonials on our website, only after seeking valid permission from you. In the said testimonials we only publish company name, website, client appreciation and experience.

Our legal basis for processing your Personal Information

We process your Personal Information based on the following legal grounds, as recognized by and in compliance with the applicable data protection laws:

• To perform our contract with you or to take steps prior to entering into the said contract
• Our legitimate business interests namely administering Hosting Controller products, administering our ticketing systems, our forums and for communicating with users. These interests are not overridden by your interests or rights in the protection of your Personal Information.
• Your consent to the processing of your Personal Information, which you can revoke at any time.
• To meet a legal obligation, a court order, or to exercise or defend legal claims

How do we store and protect your information?

We take the security of your information seriously and we will endeavor to ensure that the personal information you submit to us is kept private and secure, and held in accordance with relevant laws. We use appropriate administrative, technical and physical measures to protect your Personal Information against accidental or unlawful destruction, loss, change or damage. All Personal Information you provide to us is stored on our secure servers and Microsoft Cloud. Any payment transactions will be encrypted using SSL/TLS technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

How long do we retain your information?

Hosting Controller retains your information for as long as it is needed for the purposes for which it was obtained, in accordance with the terms of this Privacy Policy, which generally means that we will keep your personal information for the duration of our relationship or as long as you keep your account open with us. As described in the “Your rights” section below, to the extent provided by the law of your jurisdiction, you may request that we delete your information or restrict the processing of such information by contacting us as indicated below.

Your rights

Under the General Data Protection Regulation (GDPR) you have several rights in relation to your Personal Information. You have the following rights regarding Personal Information covered by the GDPR. You can exercise your rights at any time by contacting us on the details mentioned at the end of this Privacy Policy.

Right to access your information

You have the right to request from us access to your Personal Information, give you a copy of that data, provide you with other information about your personal data such as what data we have, what we use it for and how we protect it, how long we keep it for, what rights you have, how you can make a complaint, where we got your data from and whether we carry out any automated decision making or profiling.  We aim to give you all this information in this Privacy Policy, although if anything is unclear, please contact us on the details mentioned at the end of this Privacy Policy. To help protect your privacy and maintain security, we may take steps to verify your identity before granting you access to the information.

Right to rectify your information

You have the right to request from us rectification of your Personal Information where that Personal Information is inaccurate, incomplete or out of date. This facility is free of charge.

Right to erase your data

You have the right to request from us erasure of your Personal Information where it is no longer necessary to retain such information.

Right to restrict the processing of your data

You have the right to request from us restriction of the processing of your Personal Information in some circumstances, where there is a dispute in relation to the accuracy or processing of the information. You can restrict the processing of your Personal Information free of charge.

Changes to our Privacy Policy

We may review and update this Privacy Policy from time to time. We will indicate at the top of this Privacy Policy when it was most recently updated. We encourage you to periodically review this Privacy Policy for the latest information on our privacy practices.

How to Contact Us?

Should you wish to request which information we hold on you or your company, to amend any data that we hold on you or your company or to make a complaint, please contact us through the contact information below:

Hosting Controller Inc.
1056 Gardiners Rd, Kingston, ON,
K7P 1R7 Canada

Our offices can be reached via e-mail at sales@hostingcontroller.com or via Fax at + 1 (604) 227-0273.