Privacy Policy
Last updated: June 2026
1. Introduction
NexusGear Inc. (“NexusGear,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website at nexusgear.ca, use our services, or interact with us.
We operate in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable British Columbia privacy legislation. By using our website or services, you consent to the practices described in this policy.
2. Information We Collect
2.1 Information You Provide Directly
- Contact Forms: name, email address, phone number, company name, and project details when you submit a quote request or contact inquiry.
- Account Registration: email address, password (stored encrypted), company name, billing address, and role when you create a client dashboard account.
- Service Engagement: project requirements, brand assets, content, feedback, and communications throughout our engagement.
- Payment Information: billing address and payment method. Credit card details are processed and stored by Stripe. We do not store full card numbers on our servers.
- Support Requests: details of issues you raise through our ticketing system or email.
2.2 Information Collected Automatically
- Usage Data: pages visited, time spent on pages, referring URL, browser type, device type, and operating system.
- IP Address: used for analytics, fraud prevention, and security monitoring.
- Cookies & Similar Technologies: see Section 4 for details.
3. How We Use Your Information
We use your personal information for the following purposes:
- Service Delivery: to provide, maintain, and improve our digital services (web design, SEO, advertising, POS systems, B2B solutions).
- Communication: to respond to inquiries, send project updates, invoices, support messages, and service-related announcements.
- Billing & Payments: to process invoices, manage subscriptions, and handle payments through Stripe.
- Analytics & Improvement: to understand how users interact with our website and improve our services and user experience.
- Marketing (with consent): to send promotional emails about our services, case studies, and industry insights. You may opt out at any time.
- Legal Compliance: to comply with applicable laws, regulations, and legal processes.
We do not sell your personal information to third parties for their marketing purposes.
4. Cookies & Tracking Technologies
We use cookies and similar technologies to enhance your experience. Here's what we use:
| Type | Purpose | Duration |
|---|---|---|
| Session Cookie | Maintain your login session and preferences | Session |
| CSRF Token | Protect against cross-site request forgery | Session |
| Google Analytics (_ga, _gid) | Track page views, sessions, and anonymized user behaviour | Up to 2 years |
| NextAuth (next-auth.session-token) | Authenticate client dashboard users | Up to 30 days |
You can control cookies through your browser settings. Disabling certain cookies may affect website functionality. For more details, see aboutcookies.org.
5. Third-Party Services
We use trusted third-party service providers to operate our business. These providers have access to personal information only as necessary to perform their functions:
- Stripe — payment processing. See Stripe's Privacy Policy.
- Resend — transactional and marketing email delivery.
- Vercel / AWS — hosting and infrastructure.
- Google Analytics — website analytics. See Google's Privacy Policy.
- IONOS — domain registration and DNS management.
6. Data Retention
We retain your personal information only as long as necessary to fulfill the purposes described in this policy:
- Account data: retained for the duration of your account plus 2 years after closure.
- Invoicing & payment records: retained for 7 years as required by Canadian tax law.
- Analytics data: anonymized after 26 months.
- Support tickets: retained for 3 years after resolution.
When data is no longer required, we securely delete or anonymize it.
7. Data Security
We implement industry-standard security measures to protect your personal information:
- Encryption in transit (TLS 1.3) for all website traffic.
- Encryption at rest for databases and backups.
- Access controls and authentication for all systems.
- Regular security audits and dependency updates.
- Annual employee privacy and security training.
Despite these measures, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.
8. Your Rights (PIPEDA)
Under Canada's PIPEDA, you have the following rights regarding your personal information:
- Access: request a copy of the personal information we hold about you.
- Correction: request correction of inaccurate or incomplete information.
- Deletion: request deletion of your personal information, subject to legal retention requirements.
- Withdrawal of consent: withdraw consent for marketing communications at any time.
- Data portability: request your data in a structured, commonly used format.
To exercise any of these rights, contact us at hello@nexusgear.ca. We will respond within 30 days as required by PIPEDA. If you are unsatisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada.
9. International Data Transfers
Your information may be stored and processed in Canada and the United States (where our hosting providers operate). We ensure appropriate safeguards are in place for cross-border data transfers, including contractual clauses that require comparable levels of protection.
10. Children's Privacy
Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If we become aware that a child under 13 has provided us with personal information, we will delete it immediately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated by:
- A notice on our website.
- An email notification to registered account holders.
We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices:
NexusGear Inc.
Kelowna, British Columbia
Email: hello@nexusgear.ca
Response time: Within 30 days