Privacy Policy

Oken Ihian and Oken Ihian Grt Ltd., with a registered office at 7355 Torbram Road, Mississauga, Ontario L4T 3W3, Canada, is committed to protecting the privacy and security of the personal information of every individual who interacts with our website, our services, and our business. This Privacy Policy explains in detail what information we collect, how we collect it, why we collect it, how we use it, how we safeguard it, and what rights you have regarding your personal data. We encourage you to read this policy carefully and to contact us if you have any questions or concerns.

Our privacy practices are designed to comply with applicable privacy and data protection laws in Canada, including the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as relevant provincial legislation in Ontario, and to align with the principles of data protection frameworks in other jurisdictions where we may operate or where our clients or website visitors may be located. By accessing or using the website located at https://www.okenihian.lol or by engaging our computer systems design and related services, you acknowledge that you have read and understood the terms of this Privacy Policy. If you do not agree with any part of this policy, you should discontinue use of our website and services.

Information We Collect

In the course of operating our business and providing our computer systems design, integration, consulting, and managed infrastructure services, we collect several categories of information. The types of data we gather depend on how you interact with us, whether you are a website visitor, a prospective client, an existing client, a vendor partner, or a job applicant. We collect this information through various means, including direct interactions with you, automated technologies when you browse our website, and through third-party sources where permitted by law and where applicable consent has been obtained.

Personal Identification Information. When you fill out a contact form on our website, request a consultation, subscribe to our newsletter, or otherwise communicate with us directly, we may collect personal identifiers such as your full name, email address, telephone number, company name, job title, and any other details you voluntarily provide in the body of your message. This information is necessary for us to respond to your inquiry, provide you with information about our services, and enter into or perform a contract with you or the organization you represent.

Technical and Usage Data. When you visit our website, our servers automatically record certain technical information about your device and your browsing activity. This data includes your Internet Protocol (IP) address, browser type and version, operating system, referral source, pages visited, date and time stamps of your visit, time spent on individual pages, and other diagnostic data. We collect this information through server logs and through the use of cookies and similar tracking technologies, as described in greater detail later in this policy. This information is used to analyze website performance, improve user experience, detect and prevent fraud or security incidents, and understand aggregate usage trends.

Communication Data. If you communicate with us via email, telephone, postal mail, or through our online contact forms, we may retain records of those communications, including the content of your messages and our responses. This data helps us maintain a history of our interactions, improve our customer support, train our staff, and resolve any disputes that may arise. If you provide feedback, testimonials, or participate in client surveys, we may record and store that information with your consent.

Business and Client Engagement Data. When you engage Oken Ihian for professional services, we may collect and process additional information necessary for the delivery of those services. This may include business contact details of your personnel, technical specifications related to your systems and infrastructure, project requirements and documentation, service-level agreements, billing and payment information, and other data relevant to the scope of the engagement. We treat all client project data with the highest degree of confidentiality and handle it in accordance with the terms of our service agreements and applicable professional standards.

How We Use Your Information

Oken Ihian uses the information we collect for a range of business and operational purposes, each grounded in a legitimate need to deliver, maintain, and improve our services. We do not use your personal information for purposes that are incompatible with those described in this policy without first providing you with notice and, where required by law, obtaining your consent. The primary purposes for which we use your personal information are set out below.

Service Delivery and Client Support. We use personal and business information to provide, operate, and maintain our computer systems design, integration, consulting, and managed services. This includes communicating with you about project milestones, deliverables, and support requests; processing invoices and payments; managing client accounts and relationships; and fulfilling our obligations under any contract we have with you or the organization you represent. Without this information, we would be unable to effectively deliver the services you have requested or that we have been contracted to provide.

Website Operation and Improvement. We use technical and usage data to monitor and analyze trends, usage patterns, and the performance of our website. This helps us identify areas for improvement, fix technical issues, enhance navigation and content, and optimize the overall user experience for all visitors. Aggregate, de-identified analytics data may also be used for internal reporting, business planning, and to demonstrate the reach and effectiveness of our online presence.

Marketing and Business Development. With your consent where required by law, we may use your contact information to send you newsletters, industry insights, service announcements, event invitations, and other communications that we believe may be of interest to you. These communications are designed to keep you informed about developments in the field of computer systems design, our latest service offerings, and relevant industry trends. You may opt out of marketing communications at any time by using the unsubscribe link provided in each email or by contacting us directly at the email address listed in the Contact Information section below.

Legal and Regulatory Compliance. We may use and retain your information as necessary to comply with applicable laws, regulations, legal processes, or governmental requests. This includes maintaining records for tax and accounting purposes, responding to lawful requests from public authorities, enforcing our terms of service and other agreements, protecting the rights, property, and safety of Oken Ihian, our clients, our employees, and the public, and defending against legal claims or disputes.

Legal Bases for Processing

Oken Ihian processes personal information on one or more of the following legal bases, depending on the nature of the data, the context in which it was collected, and the jurisdiction in which you are located. We carefully evaluate the appropriate legal basis for each processing activity to ensure that our data practices are lawful, fair, and transparent.

Consent. In many cases, we process your personal information based on your freely given, specific, and informed consent. This applies, for example, when you subscribe to our marketing communications, when you agree to the placement of certain types of cookies on your device, or when you voluntarily provide information through our website contact forms. You have the right to withdraw your consent at any time, and we provide clear mechanisms for doing so. The withdrawal of consent does not affect the lawfulness of processing that occurred before the withdrawal.

Contractual Necessity. We process personal information where it is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract. This includes processing your information to provide services you have requested, to respond to your inquiries about our services, to prepare proposals and statements of work, and to manage ongoing client relationships and service delivery.

Legitimate Interests. We may process your personal information where we have a legitimate business interest in doing so, provided that our interest is not overridden by your data protection rights and freedoms. Our legitimate interests include improving and optimizing our website and services, ensuring the security and integrity of our systems and networks, preventing fraud and unauthorized access, conducting business analytics and planning, and marketing our services to existing and prospective clients in a relevant and proportionate manner. We carefully balance our interests against any potential impact on your privacy before relying on this legal basis.

Legal Obligations. In certain circumstances, we are required to process personal information to comply with applicable laws, regulations, court orders, or other binding legal requirements. This may include obligations related to tax reporting, financial record-keeping, responding to lawful information requests from regulatory or law enforcement authorities, and complying with data protection and privacy laws that require us to maintain records of processing activities or to respond to data subject rights requests.

Data Sharing and Disclosure

Oken Ihian does not sell, rent, or trade your personal information to third parties for their own marketing purposes. We share your information only in the limited circumstances described below and only with parties who are contractually or legally obligated to protect your data in a manner consistent with this Privacy Policy and with applicable data protection laws. We take reasonable steps to ensure that any recipient of your personal information provides an adequate level of protection.

Service Providers and Business Partners. We may engage trusted third-party companies and individuals to perform functions on our behalf and to assist us in operating our business. These service providers include, but are not limited to, website hosting and analytics providers, cloud infrastructure and data storage services, email communication and marketing platforms, customer relationship management software providers, payment processing services, accounting and legal professionals, and IT support and cybersecurity firms. We provide these service providers with access only to the personal information that is reasonably necessary for them to perform their designated functions, and we require them through contractual agreements to process that information solely in accordance with our instructions and to implement appropriate security measures.

Legal and Regulatory Disclosure. We may disclose your personal information if we believe in good faith that such disclosure is necessary to comply with a legal obligation, to protect and defend the rights or property of Oken Ihian, to prevent or investigate possible wrongdoing in connection with our services, to protect the personal safety of users of our services or the public, or to protect against legal liability. This may include responding to subpoenas, court orders, or other lawful requests from government or law enforcement authorities.

Business Transfers. In the event that Oken Ihian or Oken Ihian Grt Ltd. is involved in a merger, acquisition, reorganization, sale of assets, or similar corporate transaction, your personal information may be transferred as part of that transaction. We will provide notice on our website and, where feasible, notify you directly before your personal information becomes subject to a different privacy policy. The acquiring entity will be required to honor the commitments we have made in this Privacy Policy unless and until you are provided with notice of changes.

With Your Consent. We may share your personal information with other parties for purposes not described in this policy when we have obtained your explicit consent to do so. You have the right to withdraw such consent at any time.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand where our visitors come from. A cookie is a small text file that is placed on your device by a web server when you visit a website. Cookies enable the website to remember your actions and preferences over a period of time, so you do not have to re-enter them whenever you return to the site or browse from one page to another. Other tracking technologies, such as web beacons, pixels, and scripts, may also be used to collect and analyze usage data.

Types of Cookies We Use. We use several categories of cookies on our website. Strictly necessary cookies are essential for the operation of the website and enable core functionality such as security, network management, and accessibility. These cookies do not require consent under most data protection frameworks. Performance and analytics cookies collect information about how visitors use our website, such as which pages are visited most often and whether visitors receive error messages. This data is aggregated and anonymized and is used solely to improve how our website functions. Functionality cookies allow the website to remember choices you make and provide enhanced, more personalized features. Targeting and advertising cookies may be set through our site by our advertising partners to build a profile of your interests and show you relevant advertisements on other sites.

Managing Your Cookie Preferences. Most web browsers allow you to control cookies through their settings preferences. You can typically configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is being set. You may also delete cookies that have already been placed on your device. The methods for doing so vary from browser to browser, and we encourage you to consult the help documentation for your specific browser. Please be aware that if you choose to disable or reject cookies, some parts of our website may not function properly or may become inaccessible, and your user experience may be diminished.

Data Retention

Oken Ihian retains your personal information only for as long as is necessary to fulfill the purposes for which it was collected, or as required to comply with applicable legal, regulatory, accounting, or reporting obligations. The specific retention period for each category of information depends on the nature of the data, the purpose for which it was collected, the context of our relationship with you, and applicable statutory requirements. We have established internal data retention and deletion policies that are reviewed periodically to ensure compliance with these principles.

When determining the appropriate retention period, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the data, whether those purposes can be achieved through other means, and the applicable legal requirements. For example, information related to client engagements and financial transactions may be retained for a minimum period of seven years to comply with tax and accounting obligations under Canadian law. Contact information used for marketing purposes will be retained until you opt out or until we determine that the information is no longer current and relevant to our communications. Technical and usage data collected through cookies is typically retained for shorter periods, generally not exceeding twenty-six months, unless earlier deletion is required or requested. Once the retention period has expired, we securely delete, destroy, or anonymize your personal information so that it can no longer be associated with you.

Data Security

We take the security of your personal information seriously and have implemented a comprehensive set of technical, administrative, and physical safeguards designed to protect your data against unauthorized access, alteration, disclosure, or destruction. Our security measures are continuously reviewed and updated to address evolving threats and to reflect advances in security best practices. We align our security program with recognized industry standards and frameworks, including the principles of ISO 27001 and SOC 2, and we apply a defense-in-depth approach that layers multiple protective controls across our systems and processes.

Our technical safeguards include, but are not limited to, encryption of data in transit using Transport Layer Security (TLS) protocols, encryption of data at rest where appropriate, network firewalls and intrusion detection and prevention systems, endpoint protection and anti-malware software, regular vulnerability scanning and penetration testing, secure authentication mechanisms including multi-factor authentication for administrative access, and comprehensive access logging and monitoring. Our administrative safeguards include employee background checks, regular privacy and security training for all personnel, strict access control policies that limit data access to those with a legitimate business need, confidentiality agreements, and a dedicated incident response plan. Our physical safeguards include secure facilities with controlled access, visitor management procedures, and secure disposal of physical media containing personal information.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is absolutely secure. We cannot and do not guarantee the absolute security of your data. In the unlikely event of a data breach that affects your personal information, we will notify you and the relevant supervisory authorities in accordance with the timeframes and procedures required by applicable law. We also encourage you to take steps to protect your own information, including using strong and unique passwords, keeping your login credentials confidential, and being mindful of the information you share in public or unsecured environments.

International Data Transfers

Oken Ihian is headquartered in Canada, and our primary data processing activities take place on servers and systems located within Canada. However, in the course of operating our business and delivering our services, we may engage service providers, cloud platforms, and technology partners that are located in, or that process data in, other countries, including the United States and other jurisdictions. As a result, your personal information may be transferred to, stored, or processed in a country other than the one in which you reside.

When we transfer personal information across international borders, we take appropriate steps to ensure that the data receives an adequate level of protection in the destination country, consistent with the standards described in this Privacy Policy and with applicable data protection laws. These steps may include entering into data processing and transfer agreements that incorporate standard contractual clauses approved by relevant data protection authorities, conducting transfer impact assessments to evaluate the legal and practical protections available in the recipient jurisdiction, and implementing supplementary technical and organizational measures where necessary to bring the level of protection up to the standard required by the laws of the originating jurisdiction. By submitting your personal information to us or by using our services, you acknowledge that your data may be transferred, stored, and processed in countries outside your country of residence, including Canada and the United States, and you consent to such transfer, storage, and processing as described in this policy, to the extent such consent is required by applicable law.

Privacy for Children

Our website and our professional services are not directed to, and we do not knowingly collect, solicit, or process personal information from, individuals under the age of sixteen (16). We do not offer services or products that are targeted at children, and our client engagements are exclusively business-to-business in nature. We take our obligations under the Childrens Online Privacy Protection Act (COPPA) and similar laws in other jurisdictions seriously, and we have structured our data collection practices accordingly.

If we become aware that we have inadvertently collected personal information from a child under the age of sixteen without verified parental consent, we will take immediate steps to delete that information from our records and to cease any further processing of it. If you are a parent or legal guardian and you believe that your child has provided us with personal information without your consent, please contact us immediately using the contact details provided at the end of this policy. We will work with you to address the situation promptly and to ensure that the information is removed from our systems. We encourage parents and guardians to monitor the online activities of children in their care and to instruct them never to provide personal information through websites or online services without parental permission.

Your Rights and Choices

Depending on your jurisdiction of residence, you may have certain rights regarding the personal information we hold about you. Oken Ihian respects these rights and has established procedures to facilitate their exercise. We will respond to all verified requests in accordance with applicable law and within the timeframes prescribed by the relevant data protection framework. The rights that may be available to you include the following:

Right of Access. You have the right to request confirmation of whether we process your personal information and, if so, to obtain access to a copy of that information, along with details about how we use it, who we share it with, and how long we retain it. We will provide this information in a commonly used electronic format unless you request otherwise.

Right of Rectification. You have the right to request the correction of inaccurate or incomplete personal information that we hold about you. We encourage you to notify us of any changes to your personal information so that we can keep our records accurate and up to date.

Right of Erasure. In certain circumstances, you may have the right to request that we delete your personal information. This right is not absolute and may be subject to exceptions, such as where we need to retain the information to comply with a legal obligation, to establish, exercise, or defend legal claims, or to complete a transaction for which the information was collected.

Right to Restriction of Processing. You may have the right to request that we restrict the processing of your personal information in certain situations, such as where you contest the accuracy of the data, where the processing is unlawful, or where we no longer need the information but you require it for legal claims.

Right to Data Portability. Where processing is based on consent or contractual necessity and is carried out by automated means, you may have the right to receive your personal information in a structured, commonly used, and machine-readable format, and to have that information transmitted directly to another data controller where technically feasible.

Right to Object. You have the right to object, on grounds relating to your particular situation, to the processing of your personal information where we rely on legitimate interests as the legal basis. You also have an absolute right to object to the processing of your personal information for direct marketing purposes at any time.

Right to Withdraw Consent. Where processing is based on your consent, you have the right to withdraw that consent at any time. The withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

Right to Lodge a Complaint. You have the right to lodge a complaint with a supervisory authority, in particular in the jurisdiction of your habitual residence, place of work, or place of the alleged infringement, if you consider that our processing of your personal information violates applicable data protection law. In Canada, the Office of the Privacy Commissioner of Canada is the relevant federal authority.

To exercise any of these rights, please contact us using the contact information provided in the final section of this policy. We may need to verify your identity before processing your request to ensure the security of your information. We will make reasonable efforts to respond to your request promptly and, in any event, within the timeframes required by applicable law. If we are unable to fulfill your request, we will provide you with a clear explanation of the reasons.

Third-Party Links

Our website may contain links to third-party websites, plugins, applications, or services that are not owned, operated, or controlled by Oken Ihian or Oken Ihian Grt Ltd. These links are provided for your convenience and informational purposes only. Clicking on those links may allow third parties to collect or share data about you. We do not exercise any control over these third-party websites and we are not responsible for their privacy practices, content, or security measures.

When you leave our website and navigate to a third-party site, we encourage you to review the privacy policy and terms of service of every site you visit. The inclusion of a link on our website does not imply our endorsement of the linked site or its operators, nor does it imply any association between Oken Ihian and the third party unless explicitly stated. We do not accept any liability for any loss or damage that may arise from your use of third-party websites or from your reliance on the content, goods, or services available through them. If you have concerns about a link on our website or about the privacy practices of a linked third party, please notify us so that we may evaluate the matter.

Changes to This Privacy Policy

Oken Ihian reserves the right to update, modify, or amend this Privacy Policy at any time and from time to time to reflect changes in our data practices, our services, applicable laws, or regulatory requirements. When we make material changes to this policy, we will post the updated version on this page and update the effective date at the top of the policy. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal information and about any updates that may have been made since your last visit.

In cases where changes to this policy are significant in nature or where applicable law requires us to do so, we may provide additional notice, such as by sending an email to the address we have on file for you, by posting a prominent notice on our website, or by other means reasonably designed to bring the changes to your attention. Your continued use of our website or services after the effective date of any revised Privacy Policy constitutes your acknowledgment and acceptance of the updated terms. If you do not agree with the revised policy, you should discontinue use of our website and services and, where applicable, exercise your data subject rights as described in this policy. We will not retroactively apply material changes to personal information collected under a prior version of this policy without your consent, where required by law.

Contact Information

If you have any questions, concerns, comments, or requests regarding this Privacy Policy, our data practices, or your rights under applicable data protection law, we encourage you to reach out to us. Our team is committed to addressing your inquiries promptly, transparently, and thoroughly. You may contact Oken Ihian through any of the following channels:

Oken Ihian Grt Ltd.

7355 Torbram Road
Mississauga, Ontario L4T 3W3
Canada

Email: connect@okenihian.lol
Phone: +1 (815) 781-8036
Website: https://www.okenihian.lol

We aim to acknowledge all privacy-related inquiries within two business days and to provide a substantive response within thirty calendar days, or sooner where required by applicable law. If your inquiry is complex or requires additional investigation, we will inform you of the expected timeline for a resolution. If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner of Canada or the data protection authority in your jurisdiction of residence. We value your trust and are committed to working with you to resolve any privacy concerns fairly and efficiently.