How PorroVia handles your information

1. Scope and applicable law

This Privacy Policy applies to personal information collected through the PorroVia website (porroviaglobal.com), contact forms, email inquiries, consultation requests, downloadable resources, and related communications with Quality Integrated Technologies and Systems Inc. (QuinTechSys) operating as PorroVia ("PorroVia," "we," "our," or "us").

PorroVia is subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. Our privacy practices are designed to comply with PIPEDA's ten fair information principles. PorroVia has designated a Privacy Officer who is accountable for the organization's compliance with these principles and can be reached at ask@porrovia.com.

This policy does not replace any specific confidentiality agreement, mediation agreement, engagement letter, or professional obligation that may apply to a particular client matter.

2. Information we collect

Information you provide. We may collect information you choose to submit, including your name, email address, phone number, organization name, role or title, type of situation or dispute, message content, and any other details included in a contact form, email, or consultation request.

Automatically collected information. We may also collect limited technical information through website hosting, analytics, form processing, or security tools, including browser type, device type, operating system, pages visited, time on site, approximate geographic location (city/region), referring URL, and IP address. This information is collected in aggregate or pseudonymized form where possible.

Information we do not knowingly collect. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently received information from a minor, please contact us so we can delete it promptly.

3. How we use information

PorroVia collects and uses personal information only for purposes that a reasonable person would consider appropriate in the circumstances, including to:

• Respond to inquiries, consultation requests, and general questions.
• Assess whether PorroVia is a suitable fit for a particular situation.
• Provide mediation, facilitation, coaching, training, workplace restoration, or related services when formally engaged.
• Send resources you have requested, such as guides, follow-up materials, or confirmation emails.
• Send commercial electronic messages where you have provided express or implied consent, in compliance with Canada's Anti-Spam Legislation (CASL). You may unsubscribe at any time using the link in any such message or by contacting us at ask@porrovia.com.
• Operate, secure, maintain, diagnose, and improve the website and its features.
• Meet legal, regulatory, professional, administrative, and recordkeeping obligations.
• Protect the rights, property, and safety of PorroVia, its clients, and the public.

We will not use your personal information for a new purpose that is materially different from those described above without your consent, unless otherwise authorized by law.

4. Consent

PorroVia relies on express or implied consent for the collection, use, and disclosure of personal information, depending on the sensitivity of the information and the reasonable expectations of the individual.

Express consent is obtained when you actively submit personal information through a contact form, consultation request, or email, or when you opt in to receive commercial electronic messages. Express consent applies to the collection of contact details, the description of your situation or dispute, and the sending of marketing or promotional communications under CASL.

Implied consent may apply where you voluntarily engage with the website and a reasonable person would expect certain information to be collected, such as automatically collected technical data (browser type, pages visited, IP address) used to operate and improve the website, and follow-up communications related to an existing inquiry or business relationship.

You may withdraw consent at any time by contacting us at ask@porrovia.com, subject to legal, contractual, professional, or practical limitations. Withdrawal of consent may limit our ability to provide certain services or follow up on your inquiry.

5. Confidentiality and mediation-related information

PorroVia understands that conflict-related and workplace information can be highly sensitive. Information shared during an initial inquiry is treated with discretion and is not shared beyond what is necessary to respond to you. We encourage you not to include highly sensitive personal or third-party details in an initial website inquiry unless necessary.

If PorroVia is engaged for mediation or related professional services, separate and more detailed confidentiality obligations will apply through a mediation agreement, engagement letter, or applicable professional standards.

6. Sharing and service providers

We do not sell personal information.

We may share information with trusted third-party service providers who perform functions on our behalf, including website hosting, form processing, email delivery, scheduling, document management, analytics, and security services. These providers are authorized to use your information only as necessary to perform their functions and are required to maintain appropriate safeguards. A current list of service provider categories and the jurisdictions in which they operate is available upon request by contacting ask@porrovia.com.

Cross-border transfers. Some service providers operate outside Canada, including in the United States. By using this website and submitting information, you acknowledge that your personal information may be transferred to, stored, or processed in jurisdictions where privacy laws may differ from those in your province or country. We protect cross-border transfers through contractual arrangements with service providers that require them to handle personal information in a manner consistent with Canadian privacy law, including obligations regarding use limitations, security safeguards, breach notification, and data return or destruction upon termination of the arrangement.

We may also disclose information: (a) where required by law, court order, or regulatory authority; (b) to protect the rights, property, or safety of PorroVia, its clients, or others; or (c) with your express consent.

7. Security and retention

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information held, including access controls, encryption where feasible, and secure service provider arrangements. No website, email system, or online service can be guaranteed completely secure, and we cannot warrant against all unauthorized interception or access.

We retain personal information only as long as reasonably necessary to fulfill the purposes for which it was collected, unless a longer retention period is required or permitted by law, professional standards, dispute management needs, or legitimate business reasons. General retention guidelines include:

• Website inquiries that do not proceed to an engagement are typically retained for up to two (2) years and then securely disposed of.
• Client engagement records (contracts, correspondence, mediation-related documents) are retained for seven (7) years following completion of the engagement, or longer where required by law or professional standards.
• Website analytics data is retained in aggregate or pseudonymized form for up to twenty-six (26) months.
• Financial and billing records are retained as required by applicable tax and corporate law.

When personal information is no longer required for the purposes for which it was collected and no legal or professional obligation requires its retention, it is securely destroyed, erased, or anonymized.

8. Breach notification

In the event of a breach of security safeguards involving personal information under PorroVia's control, we will assess the breach to determine whether it creates a real risk of significant harm to any affected individual, as required by PIPEDA (Division 1.1, ss. 10.1–10.3).

Where a breach poses a real risk of significant harm, PorroVia will:

• Report the breach to the Office of the Privacy Commissioner of Canada as soon as feasible.
• Notify affected individuals as soon as feasible, including a description of the breach, the types of personal information involved, the steps PorroVia is taking to reduce the risk of harm, and steps individuals can take to protect themselves.
• Notify any other organization or government institution that may be able to reduce the risk of harm.

PorroVia maintains records of all breaches of security safeguards involving personal information, regardless of whether they meet the threshold for reporting, as required by PIPEDA.

9. Cookies and analytics

This website may use cookies, pixels, or similar technologies to support basic site functionality, understand how visitors use the site, measure performance, and protect against misuse. This may include tools such as Google Analytics, which collects pseudonymized usage data. Where available, we enable IP anonymization so that your full IP address is not stored by Google. Google may process analytics data on servers outside Canada. You can review Google's privacy practices at policies.google.com/privacy and opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

You can manage cookie preferences through your browser settings. Disabling cookies may affect the availability or performance of certain site features.

10. Access, correction, and your rights

Subject to limited exceptions permitted by law, you have the right to:

• Request access to personal information PorroVia holds about you.
• Request correction of inaccurate or incomplete information.
• Withdraw consent to collection, use, or disclosure where consent is the basis for processing.
• Ask questions about our privacy practices.

We will respond to access requests within 30 days of receipt, as required by PIPEDA. We may require verification of your identity before processing a request. In some cases, we may be unable to provide access where doing so would reveal information about a third party, is subject to legal privilege, or is otherwise restricted by law.

Privacy inquiries and requests can be sent to PorroVia's Privacy Officer at: ask@porrovia.com

If you are not satisfied with our response to a privacy concern, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca or by calling 1-800-282-1376.

11. Changes to this policy

PorroVia may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. The updated version will be posted on this page with a revised effective date. Where we make material changes that affect how your personal information is collected, used, or disclosed, we will make reasonable efforts to notify you directly (for example, by email to the address associated with your inquiry) and will note the changes prominently on this page. Where required by law, we will obtain your consent before applying material changes to information previously collected.