PRIVACY POLICY
INTRODUCTION
At MAVENSMOOR (the "Firm", "we", or "us"), your privacy is important to us. We are committed to protecting your personal information and maintaining your trust. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA).
By working with us, visiting our website, or providing personal information, you agree to the practices described in this policy.
WHAT IS PERSONAL INFORMATION?
Personal information means information about an identifiable individual. This may include:
- Your name, address, and contact details
- Date of birth and Social Insurance Number (SIN)
- Financial and investment information
- Employment and income details
- Investment preferences and risk tolerance
HOW WE COLLECT PERSONAL INFORMATION
We collect personal information directly from you when you:
- Open or maintain an account with us
- Provide documents or forms for regulatory compliance
- Contact us by phone, email, or through our website
- Participate in surveys or subscribe to newsletters
We may also collect personal information from third-party sources, including financial institutions, credit agencies, or background check providers, with your consent.
Additionally, we may collect non-identifiable technical data (e.g., browser type, IP address) from your use of our website to improve functionality and user experience.
WHY WE COLLECT AND USE YOUR INFORMATION
We use your personal information to:
- Open, manage, and service your investment account
- Comply with legal and regulatory obligations (e.g., OSC, CRA)
- Communicate with you about account activity or services
- Prevent fraud and manage operational risks
- Conduct limited marketing, with your consent
You may opt out of marketing communications at any time.
WHEN WE MAY SHARE YOUR INFORMATION
We may share your personal information in the following cases:
- With service providers (e.g., custodians, auditors) under confidentiality obligation
- With professional advisors such as legal counsel or consultants, where necessary and bound by confidentiality
- With regulators such as the Ontario Securities Commission (OSC) and Canadian Investment Regulatory Organization (CIRO), as required by law
- To comply with legal requests or enforce our rights
- During a business transaction such as a merger or acquisition
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
HOW WE SAFEGUARD YOUR INFORMATION
We implement reasonable physical, technological, and organizational safeguards to protect your personal information, including:
- Encryption of data in transit and at rest
- Access controls and authentication procedures
- Restriction of access on a "need-to-know" basis for authorized personnel only
- Ongoing monitoring and security assessments
While no system can guarantee absolute security, we continuously evaluate and enhance our safeguards.
HOW LONG WE KEEP YOUR INFORMATION
We retain personal information only as long as necessary to fulfill legal, regulatory, and operational requirements. For example, we follow applicable retention periods under OSC, CRA, and anti-money laundering legislation. Once no longer required, personal information is securely destroyed or anonymized.
ACCESSING OR CORRECTING YOUR INFORMATION
You may request access to your personal information and ask for corrections if it is inaccurate or incomplete. Please contact us using the details below. We will respond in accordance with applicable laws.
WEBSITE TRACKING AND COOKIES
Our website may use cookies and tracking technologies to improve website performance and understand user behavior. You may adjust your browser settings to manage or disable cookies, though some features may not function properly without them.
CONSENT
By using our services or providing personal information, you consent to the collection, use, and disclosure practices outlined in this policy. Where required by law, we will obtain express consent. In some cases, implied consent may be appropriate. You may withdraw your consent at any time, subject to legal and contractual obligations.
CROSS-BORDER DATA TRANSFERS
Some of our service providers may store or process data outside of Canada. Data will only be transferred or stored outside of Canada if absolutely necessary to support critical operations (e.g., secure cloud storage, technology platforms). In such cases, we ensure that your personal information receives comparable levels of protection in accordance with Canadian privacy laws and regulatory expectations.
ACCESS TO FULL PRIVACY POLICY
This client-facing summary is intended to provide a clear overview of how we handle personal information. Upon request, you may obtain a copy of MAVENSMOOR Inc.'s full Privacy and Confidentiality Policy, which outlines our internal governance framework and detailed privacy controls.
POLICY UPDATES
We may update this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory developments, or operational needs. Any updates will be posted on our website with a revised "Last Updated" date.
If we make material changes that affect how your personal information is handled, we will notify you directly using appropriate means (e.g., email or written communication), where required by law or where appropriate based on the nature of the change.
CONTACT US
If you have any questions about your privacy or this policy, or if you wish to access or correct your personal information, please contact us at:
MAVENSMOOR Inc.
Email: compliance@mavensmoor.com
Phone: (888) 841-5536
