Global Privacy Policy

Effective from July 1, 2021

At Xilica we recognize the importance of protecting your personal information and are committed to processing it responsibly and with care, in full compliance of all applicable regulations in the countries in which Xilica operates. Our Global Privacy Policy describes Xilica’s privacy control practices that apply to the personal information we collect, use and share from our customers, business partners, suppliers and third-parties with which Xilica has a business relationship. Additionally, where Xilica products and services collect supplementary data about you that is not covered within this Global Privacy Policy, those products and services will have additional terms that govern the use of your personal information in an appropriate and responsible manner. 

Why and how we collect and use your personal information 

We may collect your personal information as an individual for various purposes, such as the following: 

  • Access and use of websites or other online service (including apps)
    When entering one of our websites, or using an online service (where references to online services include desktop or mobile applications or “apps”), we will record information necessary to provide you with access, for the operation of the website and for us to comply with security and legal requirements in relation to operating our site, such as passwords, IP address and browser settings. We also collect information about your activities during your visit in order to personalise your website experience, such as recording your preferences and settings, and to collect statistics to help us improve and further develop our websites, products and services.
  • Responding to your request for information, order, or support 
    When you contact us (online or offline) in connection with a request for information, to order a product or service, to provide you with support, or to participate in a forum or other social computing tool, we collect information necessary to fulfil your request, to grant you access to the product or service, to provide you with support and to be able to contact you. For instance, we collect your name and contact information, details about your request and your agreement with us and the fulfilment, delivery and invoicing of your order and we may include client satisfaction survey information. We retain such information for administrative purposes, defending our rights, and in connection with our relationship with you.
    When you provide your name and contact information to register in connection with such a request, the registration may serve to identify you when you visit our websites. For ordering of most services and products we require you to have registered a Xilica ID (or Xilica APN). Registration may also allow you to customize and control your privacy settings.
  • Your use of Xilica software and/or online services
    We collect information about your use of Xilica products and services to enable product features to operate, improve your user experience, tailor our interactions with you, inform our customers on the overall use of the services, provide support and improve and develop our products and services. 
  • Contacting employees of our customers, prospects, partners and suppliers
    In our relationship with customers or prospects, partners and suppliers, they also provide us with business contact information (such as name, business contact details, position or title of their employees, contractors, advisors and authorized users) for purposes such as contract management, fulfilment, delivery of products and services, provision of support, invoicing and management of the services or the relationship.
  • Marketing
    Most information we collect about you comes from our direct interactions with you. When you register for an event we may collect information (online or offline) in relation to the event organisation, and during an event, such as participation in sessions and survey results. We combine the personal information we collect to develop aggregate analysis and business intelligence for conducting our business and for marketing purposes. You can choose to receive information by email, telephone or postal mail about our products and services. When visiting our websites or using our services we may provide you with personalised information. You can always opt out from receiving personalised communication from Xilica by setting your marketing communication preferences in the footer links.

Where we reference that we use your personal information in connection with a request, order, transaction or agreement (or preparing for the same), or to provide you with services that you requested (such as a website), we do this because it is necessary for the performance of an agreement with you. 

Where we reference that we use your personal information in relation to marketing, improvement or development of our products or services, for reasons of safety and security, or regulatory requirements other than in connection with your agreement or request, we do this on the basis of our or a third party’s legitimate interests, or with your consent. 

Sharing of Personal Information 

Xilica is a global business with employees, facilities and suppliers in a wide variety of locations. We may share information about you with our subsidiaries and transfer it to countries in the world where we do business in accordance with this Global Privacy Policy. Between Xilica subsidiaries, we only grant access to personal information on a need-to-know basis, necessary for the purposes for which such access is granted. In some cases, suppliers of Xilica located in various countries may collect, use, analyze and process personal information on our behalf. 

If Xilica decides to sell, buy, merge or otherwise reorganise businesses in some countries, such a transaction may involve the disclosure of personal information to prospective or actual purchasers, or the receipt of such information from sellers. It is Xilica’s practice to require appropriate protection for personal information in these types of transactions. 

Please be aware that in certain circumstances, personal information may be subject to disclosure to government agencies pursuant to judicial proceeding, court order, or legal process. We may also share your personal information to protect the rights or property of Xilica, our business partners, suppliers or clients, and others when we have reasonable grounds to believe that such rights or property have been or could be affected.

Information Security and Accuracy 

We intend to protect your personal information and to maintain its accuracy. Xilica implements reasonable physical, administrative and technical safeguards to help us protect your personal information from unauthorised access, use and disclosure.  For example, we encrypt certain sensitive personal information such as credit card information when we transmit such information over the Internet.  We also require that our suppliers protect such information from unauthorised access, use and disclosure. 

Retention Period 

We will not retain personal information longer than necessary to fulfil the purposes for which it is processed, including the security of our processing complying with legal and regulatory obligations (e.g. audit, accounting and statutory retention terms), handling disputes, and for the establishment, exercise or defense of legal claims in the countries where we do business. 

How to contact us

If you have a question related to this Global Privacy Policy, please contact our Customer Relations team using the contact information available online. Your message will be forwarded to the appropriate employee(s) of Xilica including the nominated Data Protection Officer. 

Where this is relevant, the controller of your personal information is Xilica Corporation, 100 University Avenue, Toronto, M5Y 1VJ, Ontario, Canada, unless indicated otherwise. 

Your rights

You can request to access, update, or correct, and in certain circumstances, to delete your personal information. You also have the right to object to direct marketing. You can request this by contacting us through the method detailed in this Global Privacy Policy.

You may have additional rights pursuant to your local law applicable to the processing. 

Right to Lodge a Complaint 

In the event you consider our processing of your personal information not to be compliant with the applicable data protection laws, you can lodge a complaint: 

  • Directly with Xilica through Customer Relations.

  • With the competent data protection authority.

Changes to our Global Privacy Policy 

We may update this Global Privacy Policy from time-to-time to reflect changes to our data governance practices. The revised Global Privacy will be posted here with an updated revision date. We encourage you to check back periodically for any changes or updates. By continuing to use our website(s) after such revision takes effect we consider that you have read and understand the changes.