1. Who we are

Dot Internet Solutions Inc. (“Dot”, “we”, “us”) provides web hosting, domains, email, Microsoft 365, VoIP phone service, IT support and related services to businesses and individuals. This policy explains how we collect, use, share and protect personal information when you visit dotinc.net or use our services.

We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and its ten fair information principles.

2. Information we collect

We only collect what we need to provide and support our services:

• Contact details such as your name, company, email address and phone number, when you contact us, request a quote, open an account or leave a review.
• Account and billing information such as billing address, services ordered, invoices and payment history. Card payments are handled by our payment processor; we do not store full card numbers on our website.
• Service information needed to run your services, for example domain registration details, mailbox and user names, phone extensions, call records (numbers, dates and durations), voicemail and call recordings where you turn recording on, and the emergency (911) service address you give us for each phone line.
• Support information such as the details of your requests, and device information when you allow us to connect remotely or install monitoring software on your computers.
• Website information such as your IP address, browser type and pages visited, which our web server records in standard logs for security and troubleshooting.

3. How we use your information

• To set up, provide, maintain and bill for the services you order.
• To answer your questions and provide technical support.
• To protect your accounts and our network, including detecting spam, fraud and abuse.
• To send you important service notices such as renewals, outages and security alerts.
• To route 911 calls to emergency services with your registered location.
• To meet our legal, tax and accounting obligations.

We will only send you marketing emails if you have agreed to receive them, and you can unsubscribe at any time, as required by Canada’s Anti-Spam Legislation (CASL).

4. When we share information

We do not sell or rent your personal information. We share it only when needed to provide our services or when the law requires it:

• Service providers who help us deliver our services, such as domain registries and registrars, Microsoft (for Microsoft 365), our VoIP carrier and 911 provider, spam filtering, backup and remote monitoring providers, and our payment processor. They may only use your information to provide services to us or to you.
• Domain registration: registries require certain contact details for each domain, and some of these may appear in public WHOIS or RDAP records unless privacy protection is available and enabled.
• Legal requirements: when required by law, a court order or a valid request from law enforcement, or to protect the rights and safety of our customers or our network.

Some of our providers store or process information outside Canada, including in the United States. When that happens, your information may be subject to the laws of that country and accessible to its authorities.

5. Cookies

Our website uses a small number of cookies that are needed for it to work, such as cookies that keep you signed in to the client area or remember form entries. We do not use advertising cookies. You can block or delete cookies in your browser settings, although some parts of the site may not work properly without them.

6. Reviews and testimonials

If you leave a review, we may publish it on our website with your name and company. We only publish reviews you submit to us, and we will remove yours at any time if you ask.

7. How we protect your information

We use reasonable physical, technical and organizational safeguards, including encrypted connections (HTTPS), multi-factor authentication, access limited to staff who need it, and up-to-date security software. No system is perfectly secure, but we work hard to protect your information. If a breach creates a real risk of significant harm, we will notify you and the Privacy Commissioner of Canada as required by law.

8. How long we keep it

We keep personal information only as long as we need it for the purposes above, or as required by law, for example tax records are kept for at least six years. When information is no longer needed, we securely delete or anonymize it. Data stored in your hosting, email or backup services is deleted according to our cancellation of services process after your service ends.

9. Your rights and choices

• Ask to see the personal information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Withdraw your consent to certain uses, such as marketing emails, subject to legal or contract limits. Withdrawing consent may mean we can no longer provide some services.
• Make a complaint to us, and if you are not satisfied with our response, to the Office of the Privacy Commissioner of Canada.

We will respond to requests within 30 days. We may need to confirm your identity first.

10. Children

Our services are intended for businesses and adults. We do not knowingly collect personal information from children under 13.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated. If we make significant changes, we will let customers know by email.

12. Contact us

Our Privacy Officer is responsible for how we handle personal information. For any question, request or complaint about privacy, email mike@dotinc.net or use our contact form.