Privacy Policy

Overview

Lexcom Systems Group ("Lexcom," "we," "us," or "our") is committed to protecting your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our websites (lexcom.com and lexcom.ca), engage our services, or contact us.

By using our websites or services, you consent to the data practices described in this policy. If you do not agree, please discontinue use of our services.

Information We Collect

Information you provide directly

• Contact information — name, email address, phone number, job title, and company name when you contact us, complete a form, or register for an event.
• Account and service information — credentials, configuration preferences, and billing details when you use our client portal or engage our services.
• Communications — messages, emails, support tickets, and other correspondence you send to us.

Information collected automatically

• Log data — IP address, browser type, operating system, referring URLs, pages visited, and time spent on pages.
• Cookies and tracking technologies — session identifiers and analytics data as described in our Cookies section below.
• Device information — hardware model, operating system version, and unique device identifiers.

Information from third parties

We may receive information about you from business partners, referral sources, and publicly available databases to the extent permitted by applicable law.

How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve our managed IT and professional services
• Respond to inquiries, support requests, and service notifications
• Send transactional communications (service updates, invoices, security alerts)
• Send marketing communications where you have consented or where permitted by law
• Comply with legal obligations, including regulatory and contractual requirements
• Detect, prevent, and respond to fraud, security threats, and policy violations
• Analyze usage patterns and improve our website and service delivery

We do not sell your personal information to third parties for advertising purposes.

Sharing Your Information

We may share your information with:

• Service providers — vendors and contractors who perform services on our behalf (hosting, analytics, billing, security monitoring) under strict confidentiality agreements.
• Business partners — technology vendors and reseller partners as required to deliver services you have contracted for.
• Legal and regulatory authorities — when required by law, court order, or government request, or to protect the rights, property, and safety of Lexcom, our clients, or the public.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to the successor entity honoring the commitments in this policy.

We require all third parties to respect the security of your personal information and to treat it in accordance with applicable law.

Data Security

We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These include:

• Encryption in transit (TLS 1.2+) and at rest where applicable
• Access controls and multi-factor authentication for systems containing personal data
• Regular security assessments aligned with NIST CSF and ISO 27001
• Employee training on data protection and acceptable use
• Incident response procedures with breach notification protocols

No method of transmission over the internet is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your information using commercially reasonable means.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law or contract. Our standard retention periods are:

• Client account and service data: Duration of the engagement plus 7 years
• Contact and inquiry data: 3 years from last contact
• Website analytics: 26 months (rolling)
• Security logs: 12 months minimum, up to 7 years for incident-related records

When data is no longer required, we securely delete or anonymize it in accordance with our data disposal procedures.

Your Rights

Depending on your jurisdiction, you may have the right to:

• Access — request a copy of the personal information we hold about you
• Correction — request that we correct inaccurate or incomplete information
• Deletion — request that we delete your personal information, subject to legal and contractual obligations
• Withdrawal of consent — withdraw consent to marketing communications at any time
• Data portability — receive your data in a structured, machine-readable format where applicable
• Complaint — file a complaint with your applicable privacy regulator

To exercise any of these rights, contact us at privacy@lexcom.com. We will respond within 30 days.

Cookies

Our website uses cookies and similar technologies to improve your experience. We use:

• Essential cookies — required for the website to function correctly. Cannot be disabled.
• Analytics cookies — help us understand how visitors use our site (e.g., Google Analytics). Anonymized where possible.
• Preference cookies — remember your settings and choices across visits.

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality. We do not use advertising or cross-site tracking cookies.

Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, contact us immediately at privacy@lexcom.com.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on our website with a new effective date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

Contact Us

For privacy-related inquiries, access requests, or complaints, contact our Privacy Officer:

Canadian residents may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca. Alberta residents may contact the Office of the Information and Privacy Commissioner of Alberta at oipc.ab.ca.