Effective Date: 9/24/2025
Facility Network (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect the information we gather from you when you use our website, Client Portal, or Vendor Portal.
1. Information We Collect
We may collect the following types of personal data:
- Identity Data: Name, email address, phone number, company information, and role.
- Account Data: Portal usernames, passwords (encrypted), permissions, and access logs.
- Service Data: Work order details, trip records, project documents, uploaded photos, and service notes.
- Vendor Data: Compliance and licensing documents, insurance certificates, tax information, and banking/payment details.
- Client Billing Data: Invoices, purchase orders, and payment details (including pre-authorizations and payment confirmations).
- Technical Data: IP address, browser type, operating system, and device information used for security and system performance.
This data may be collected through our website forms, portal accounts, service interactions, and communications with our team.
2. How We Use Your Information
We use your information for:
- Operations: Managing work orders, dispatching vendors, and tracking service levels.
- Compliance: Validating vendor qualifications, certifications, and insurance.
- Billing & Payments: Processing client invoices, payments, and vendor payouts.
- Analytics & Service Improvement: Monitoring system use, improving functionality, and reporting on key performance metrics.
- Security: Enforcing role-based access, monitoring logins, and protecting against fraud or unauthorized use.
- Marketing & Communications: Informing you about services, promotions, and updates (with the option to unsubscribe).
3. Cookies and Tracking
Our website and portals use cookies and similar technologies to:
- Maintain secure sessions for logged-in users.
- Track system performance and usage.
- Provide analytics through internal and third-party tools.
By using our website and portals, you consent to the use of cookies. You can manage your cookie preferences in your browser settings.
4. Legal Basis for Processing
We process personal data based on:
- Consent: For marketing communications and optional features.
- Contractual Necessity: To provide services through the Client Portal and Vendor Portal.
- Legal Obligation: To meet regulatory, financial, or audit requirements.
- Legitimate Interests: For system security, analytics, and business operations.
5. Data Sharing
We do not sell your personal data. We may share information only with:
- Payment processors and financial institutions to process transactions.
- IT service providers that support our portals and infrastructure.
- Regulators or auditors if legally required.
All vendors and service providers are contractually bound to safeguard your information and keep it within Canada.
6. Your Rights
You have the right to:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request corrections to inaccurate or incomplete information.
- Deletion: Request deletion of your data, subject to contractual and legal requirements.
- Withdrawal of Consent: Opt out of marketing communications at any time.
- Restriction: Limit how we process your information in certain circumstances.
To exercise these rights, please contact us at info@facilitynetwork.com.
7. Data Retention
We retain personal data based on its purpose:
- Work Order and Service Data: Retained for at least 7 years to meet contractual and regulatory requirements.
- Vendor Compliance Data: Retained until expiry, renewal, or termination of relationship.
- Client Billing and Financial Data: Retained for at least 7 years in accordance with Canadian financial record-keeping requirements.
- Marketing Data: Retained for up to 3 years unless you unsubscribe.
8. Security Measures
We use appropriate safeguards to protect your information, including:
- SSL encryption for data transmission.
- Multi-factor authentication and role-based access controls.
- Encrypted storage for sensitive data (including financial and compliance records).
- Regular employee training on data security.
- Backups, disaster recovery, and business continuity measures.
- Continuous monitoring and regular security updates.
9. Children’s Privacy
Our website, Client Portal, and Vendor Portal are not intended for children under the age of 13. We do not knowingly collect data from children.
10. Policy Updates
We may update this Privacy Policy from time to time. Updates will be posted on this page with a new effective date. We encourage you to review this page periodically.
11. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
Email: info@facilitynetwork.com
