Privacy Policy
Last updated October 29, 2026
Sure Systems Ltd. ("Sure Systems," "we," "us") is a Calgary-based IT managed service provider. This policy explains how we collect, use, disclose and protect personal information under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA). It covers our website (suresystems.ca), our sales and marketing activities, and how we communicate with you.
1. Our Privacy Officer
Alex McGillivray, President & CEO, is accountable for our privacy practices.
Email: [email protected]
Phone: 403-539-9688
Mail: Privacy Officer, Sure Systems Ltd., 210H - 7003 5 Street S.E., Calgary, AB T2H 2G2
2. Why we collect information, and consent
We collect personal information only for reasonable business purposes: answering enquiries, providing quotes and IT services, managing client accounts, billing, supporting and securing our systems, improving our website, and sending relevant business communications. We collect only what we need for those purposes.
We rely on your consent, which may be express (for example, when you submit a form) or implied where reasonable (for example, when you email us a question). You can withdraw consent at any time by contacting our Privacy Officer or by using the unsubscribe link in any marketing email. Withdrawing consent may limit what we can do for you (for example, we cannot respond to a request without your contact details), and we will tell you if that is the case.
3. What we collect
- Website forms: name, business name, email, phone number and your message, collected through our contact forms (Contact Form 7).
- Email and phone: the content of messages and calls with us, your contact details, and call records (number, date, time and duration).
- Website use: technical and usage data described in section 4.
We do not sell personal information, and we do not collect precise location data.
4. Website tools
| Tool | What it collects | Where it is stored |
|---|---|---|
| Google Analytics 4 (Google) | Pages viewed, referring site, approximate location, device and browser type, cookie identifiers. Used for aggregated traffic statistics. | United States and other countries |
| Microsoft Clarity (Microsoft) | Session recordings and heatmaps showing clicks, scrolling and mouse movement. Text typed into form fields and other sensitive fields is masked and not recorded. | United States |
| HubSpot tracking and CRM (HubSpot) | Pages viewed and cookie identifiers. If you submit a form or email us, this activity may be linked to your contact record. HubSpot also stores our contact, company and email records. | United States and/or European Union |
| Apollo.io visitor identification (Apollo) | IP address and page views. These are used to identify the business or organization visiting our site (not individual people) and to enrich business contact records. | United States |
| Trustindex (review display) | Displays our public reviews. It may set cookies and log your IP address and browser details when loading. | European Union |
| Microsoft 365 (Microsoft) | Email, calendar, files and Teams communications with us. | Canada, with some processing in the United States and other countries |
5. Cookies and how to opt out
Cookies are small files stored by your browser. We use them to make the site work, measure traffic, and understand which marketing works. You can block or delete cookies in your browser settings, use your browser's private mode, or install the Google Analytics opt-out add-on. Blocking cookies will not prevent you from using our site, but some features may not work as intended.
6. Service providers outside Canada
We use service providers (including Google, Microsoft, HubSpot, Apollo.io and Trustindex) that store or access personal information outside Canada, mainly in the United States. Information stored outside Canada is subject to the laws of that country and may be accessed by its courts, law enforcement and national security authorities. We require our providers to protect information and use it only to provide services to us.
Notice under Alberta PIPA: For questions about how our service providers outside Canada collect, use, disclose or store personal information for us, please contact our Privacy Officer (section 1).
7. Information from third parties
We may receive business contact information (such as name, job title, business email, business phone and company details) from data providers like Apollo.io and HubSpot enrichment, and from public sources such as company websites, LinkedIn and business directories. We use it to contact businesses about our services. You can ask us to stop contacting you or to delete this information at any time.
8. Client data we handle as a managed service provider
When we provide IT services, we may access or store our clients' data, including data in their Microsoft 365 tenants, devices managed through remote monitoring and management (RMM) tools, backups, and support tickets. We process this data on the client's behalf and only as permitted under our agreement with that client. The client remains responsible for that data. Individuals who have questions about it should contact the organization that holds it. We will help our clients respond.
9. Safeguards
We protect personal information with measures suited to its sensitivity. These include multi-factor authentication, role-based access limited to staff who need it, encryption in transit and at rest where supported, endpoint security and monitoring, secure password management, staff confidentiality obligations and training, and vetting of our service providers.
10. Retention
We keep personal information only as long as needed for the purposes above or as required by law. Lead and marketing information is generally kept for about 24 months after our last contact with you. Client records are kept as required by our client contracts and by legal, tax and accounting requirements. After that, information is securely deleted or anonymized.
11. Breach notification
If a privacy breach creates a real risk of significant harm, we will notify the Office of the Information and Privacy Commissioner of Alberta without unreasonable delay as required by section 34.1 of PIPA. We will also notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA, and keep a record of breaches.
12. Access and correction
You can ask to see the personal information we hold about you, ask how it has been used or disclosed, and ask us to correct it. Send your request to our Privacy Officer. We may need to verify your identity. We will respond within 30 days, or tell you if we need more time as the law allows. If we cannot give you access, we will explain why, unless the law prohibits us from doing so.
13. Children
Our services are for businesses and organizations. We do not knowingly collect personal information from children under 18. If you believe a child has given us information, contact us and we will delete it.
14. Questions and complaints
Please contact our Privacy Officer first, and we will try to resolve your concern. If you are not satisfied, you can contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.
15. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top shows when it last changed. Significant changes will be highlighted on this page.