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Privacy and Accessibility Policies

We value your privacy and are committed to protecting it. Our policy ensures your information is handled with care and in line with privacy standards.

iQ Office Suites Holdings Inc. and our affiliates and subsidiaries (collectively, the “Company”, “we”, or “us”) value your privacy and are committed to protecting your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information through our interactions with you, including when you use our services, visit our website, or interact with our affiliates and partners.

This policy describes the types of information we may collect about you, how we use it, and the choices you have about how your information is managed. We aim to be transparent about the data we gather, why we gather it, and how we protect your privacy. We adhere to privacy laws in Canada and international best practices, ensuring that your personal information is handled responsibly and in accordance with legal requirements.

By accessing our website, using our services, or otherwise interacting with iQ Offices, you agree to the terms outlined in this Privacy Policy. If you do not agree with our policies and practices, your choice is not to use our website or services.

WHAT IS PERSONAL INFORMATION?

Privacy laws in Canada define “Personal Information” as any information about an identifiable individual, which includes details that can, on their own or in combination with other information, identify, contact, or locate a person.

INFORMATION WE COLLECT

We may collect various types of personal and non-personal information through different interactions with iQ Offices.

Personal or Company Information

Contact Information
    • Full name
    • Email address
    • Phone number
Address Information
    • Mailing address
Billing Information
    • Billing details
    • Payment card information
Employment Information
    • Job title
    • Company affiliation
Identification Documents
    • Government-issued ID

Non-Personal Information

Demographic Data
    • Age
    • Gender
    • Location
Technical Information
    • IP address
    • Browser type & version
Device Information
    • Computer
    • Smartphone
    • Tablet
Usage Data
    • Pages viewed
    • Time spent
    • Location interactions

Technical Information and Automated Data

Cookies & Tracking Technologies
    • We use cookies, web beacons, and similar technologies to gather data about your interactions with our website and services.
Device Information
    • Automatically collects device type, operating system, and browser version.
Log Data
    • Information about interactions with our services, including IP address, pages visited, and time spent on our website.

HOW WE COLLECT YOUR INFORMATION

We collect your information through various interactions with iQ Offices:

Direct Interactions
    • Information you provide during sign-ups, transactions, and customer support interactions.
Automated Technologies
    • Through cookies, log files, and website analytics.
Third-Party Sources
    • Information provided by affiliates, service partners, and integrations.

HOW WE USE YOUR INFORMATION

We use the information we collect for various purposes, which include but are not limited to:
Service Delivery and Support
    • Provide, operate, and maintain iQ Offices services.
    • Process billing and payments.
    • Deliver customer support and address inquiries, concerns, and requests.
Enhancing User Experience
    • Personalize your experience and improve our services.
    • Optimize our website and other user interfaces.
    • Gather insights into your preferences and interactions.
Marketing and Communication
    • Send newsletters, promotions, updates, and notifications.
    • Provide relevant offers and information based on your interests.
Compliance and Legal Obligations
    • Conduct auditing, legal, and compliance activities.
    • Comply with local, provincial, and federal laws and regulatory requirements.
Business Analytics and Development
    • Conduct research and analysis to enhance service efficiency.
    • Perform internal audits, business analysis, and operational improvement initiatives.

SHARING YOUR INFORMATION

We do not sell your personal information but may share it with third parties in the following situations:
Affiliates and Partners
    • Share data within iQ Offices and affiliates to deliver seamless services.
Service Providers
    • Share information with third-party vendors and contractors who assist us in IT Infrastructure & Website Support, Customer Service Operations and Marketing & Analytics.
Legal and Regulatory Disclosures
    • Share information when required by law, court order, or legal proceedings.
    • Collaborate with law enforcement, regulatory authorities, and judicial processes.
Business Transfers
    • In mergers, acquisitions, bankruptcy, or sale of company assets.

YOUR PRIVACY RIGHTS

Access, Correction, and Deletion
You may request access to your personal information, request corrections, or request the deletion of your personal data.
    • How to Request Changes: Send an email to info@iqoffices.com
    • Verification: We may require identification verification to fulfill these requests.
Marketing Opt-Out

You can opt out of receiving marketing communications by following the “unsubscribe” link in our emails or contacting our support team.

Cookies and Tracking
    • You can control the use of cookies through your browser’s privacy settings.
    • Disabling cookies may affect how some services and functions operate on our website.

DATA RETENTION

We retain your personal information only as long as necessary to:
    • Provide our services.
    • Comply with legal obligations.
    • Address business and operational needs.
When data is no longer required, we securely delete or anonymize it to ensure confidentiality.

DATA SECURITY

We implement robust security measures to protect your information:
Physical Security
    • Secure access controls at our facilities.
Digital Security
    • Encryption of transactions, access logs, and regular security patches.
Administrative Safeguards
    • Regular audits, strict internal controls, and employee training.

While we use appropriate security measures, no transmission or storage method over the internet is fully secure. You provide your information at your own risk.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, legal obligations, and business operations. We will notify you of any updates by:
    • Posting the revised policy on our website, along with an updated “Last Updated”.
    • Notifying you via email for significant updates.
By continuing to use our services after any updates, you acknowledge and agree to the changes.

CHILDREN'S PRIVACY

iQ Offices does not knowingly collect personal information from individuals under the age of 16. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us at info@iqoffices.com, and we will take steps to remove such data.

This policy is designed to fulfill the requirements of the Accessibility Standards for Customer Service, Ontario Regulation 429/07, under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). It applies to the provision of goods and services to members, guests, and other third parties.

STATEMENT OF COMMITMENT

At iQ Offices, we are committed to ensuring equal access and participation for individuals with disabilities. We strive to provide the same opportunities to access our goods and services in a manner that respects dignity, independence, and inclusion.
We adhere to the requirements set forth under the AODA and the Integrated Accessibility Standards Regulation (IASR). As an organization, we will fulfill our responsibilities in the following areas: communication, assistive devices, support persons, service animals, notice of temporary disruptions, employee training, feedback, and policy modifications.

POLICY

Provision of Goods and Services

We are committed to ensuring that our policies, practices, and procedures align with the principles of dignity, independence, integration, and equal opportunity. This includes:

    • Ensuring all members and guests receive equal service quality.
    • Allowing individuals with disabilities to access goods and services in their preferred manner, provided it does not pose a safety risk.
    • Offering alternative methods to ensure equal access to our services.
    • Considering individual needs when providing goods and services.
    • Communicating effectively and respectfully with individuals with disabilities.

Assistive Devices

Individuals with disabilities are welcome to use their own assistive devices when accessing services at iQ Offices.

In cases where the use of an assistive device presents a safety concern (e.g., an oxygen tank in proximity to an open flame), alternative measures will be explored to ensure accessibility.

All iQ Offices locations are equipped with elevators to assist individuals in accessing different floors.

Guide Dogs, Service Animals, and Service Dogs

Individuals with disabilities accompanied by a guide dog, service animal, or service dog are permitted to access our premises, unless otherwise prohibited by law. If access is restricted due to legal reasons, we will provide alternative solutions to ensure accessibility.
Service animal owners are responsible for the care and control of their animals at all times. If it is not immediately apparent that an animal is a service animal, iQ Offices may request verification in one of the following forms:
    • A letter from a physician or nurse confirming the need for the service animal;
    • A valid identification card issued by the Attorney General of Canada;
    • A certificate from a recognized service animal training school.

Support Persons

Individuals with disabilities who require the assistance of a support person will be allowed to access the premises together. They will not be denied access to their support person while on-site.
In cases where confidential information is being discussed, consent will be obtained from the individual before proceeding with the conversation in the presence of the support person.

Notice of Service Disruptions

In the event of a planned or unexpected service disruption, iQ Offices will notify members and guests as soon as possible. Notices will be posted in a visible location on the premises, sent via direct email, and shared on the member Slack channel. The notice will include:
    • The services affected;
    • The reason for the disruption;
    • The expected duration;
    • Available alternative services or facilities.

Feedback

At iQ Offices, we aim to exceed the expectations of all our members and guests, including those with disabilities. We welcome and appreciate feedback on our services.

Feedback can be submitted via email to hr@iqoffices.com or in person to any manager on duty, who will forward it to the Human Resources Manager team. Feedback will be acknowledged within two (2) business days, along with any necessary follow-up actions based on the concerns raised.

Training

All employees, volunteers, and individuals acting on behalf of iQ Offices will receive training on providing services to individuals with disabilities. Training will cover:
    • The purpose of the AODA;
    • The requirements of the Accessibility Standards for Customer Service (O. Reg. 429/07);
    • Effective interaction and communication with individuals with various disabilities;
    • Assisting individuals who use assistive devices, guide dogs, service animals, or support persons;
    • Proper use of equipment and devices available on the premises to assist individuals with disabilities;
    • Procedures to follow when an individual experiences difficulty accessing our goods or services.
New employees will receive training within their first week of employment. Refresher training will be provided when legislative requirements, policies, or procedures change.

A record of all training sessions, including the names of employees and completion dates, will be maintained.

Availability of Documents

Members and guests will be informed of the availability of documents related to the Accessibility Standards for Customer Service. These documents will be made available upon request in an accessible format that meets the individual’s needs. Notices regarding document availability will be posted prominently on the premises, on our website, and through other appropriate channels.

Contact Information

For any questions, comments, or requests related to these policies, please contact us at:

contact@iqoffices.com

+1 800-933-3176

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