Plain-language summary
- We collect the contact and billing details you give us, the information we need to do the work you hire us for, minimal website and product diagnostics, and, for devices you ask RGB to look after, the device-status information (backup logs, free space, software versions) described in your services agreement.
- We use it to deliver and support our services, invoice you, keep systems secure, meet legal obligations, and, only with your consent, send you news and offers.
- We don't sell personal information, use it for advertising, or use it to train AI models.
- We share it only with service providers who help us run the business, when the law requires, or with your permission. Some providers store data outside Canada.
- RGB applications have their own privacy notices describing what each one accesses, including any Google user data.
- Your rights: ask us what we hold about you, correct it, or have it deleted; withdraw consent; unsubscribe from marketing at any time. Contact our Privacy Officer at support@rgbx.com.
- If there's a breach that creates a real risk of harm, we notify affected people, our clients and regulators as the law requires, and we keep breach records as the law requires.
This summary is provided for convenience only and is not part of the agreement. If anything in the summary differs from the full terms below, the full terms govern.
RGB Technologies Inc. ("RGB", "we") is a British Columbia, Canada company. This Privacy Policy explains how we handle personal information — information about an identifiable individual — when you visit rgbx.com, contact us, buy or use our products and services, or when we process information on behalf of a client. It is written to comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), and British Columbia's Personal Information Protection Act (PIPA).
1. Who is responsible
RGB is accountable for personal information under its control. Our Privacy Officer can be reached at RGB Technologies Inc., 5307 Victoria Drive #1026, Vancouver, BC V5P 3V6, Canada, support@rgbx.com. Please direct questions, requests and complaints to the Privacy Officer.
2. Our two roles
2.1 When RGB decides how information is used (our own customers, prospects, website visitors, suppliers), this policy applies directly.
2.2 When RGB processes information for a client — for example, administering a client's computers and accounts, handling a client's correspondence, bookkeeping records or receipts, or monitoring a client's devices — the client is the organization accountable for that information and RGB acts on the client's instructions as a service provider under the Terms of Service. Questions about that information should go to the client; RGB will assist.
3. What we collect and why
| Category | Examples | Purpose | Legal basis / consent |
|---|---|---|---|
| Contact and account details | Name, organization, email, phone, postal address, role | Respond to enquiries, set up and manage your account, deliver services, send notices about the agreement and our legal documents | Consent when you provide it; necessary for the contract |
| Billing information | Billing address, invoices, payment references, tax status; card details are handled by our payment processor and not stored by RGB | Invoicing, collection, accounting and tax obligations | Necessary for the contract; legal obligation |
| Service and engagement records | Work session notes, call summaries, tickets, correspondence, configurations, credentials you give us (stored encrypted) | Perform and document the services, support invoices, security and audit | Necessary for the contract |
| Client-entrusted information | Information in a client's systems, email, files and accounts that we access to do the work, which may include financial, health-insurance, corporate and family information | Only as instructed by the client | Client's authority and instructions (Section 2.2) |
| Device status | Backup logs, free space, installed-software and OS versions, and agent check-ins from devices you ask RGB to look after; hashed failure diagnostics from RGB applications | Keep backups and updates working; fix product defects | Client authorization in your services agreement; product diagnostics with notice in the app |
| Website data | IP address, browser type, pages requested, referring page, as recorded in hosting and content-delivery logs; no advertising cookies or trackers | Operate and secure the website; aggregate statistics | Legitimate operation of the site; hosting logs are retained by our providers for a short period |
| Marketing preferences | Your subscription choices, including legal-document update notices | Send communications you have asked for | Express consent (CASL); withdraw at any time |
We collect personal information directly from you, from the client who engages us, from the systems we are asked to administer, and from public sources such as business directories. We collect only what is reasonable for the purposes identified, and we obtain consent for new purposes.
4. RGB applications
RGB applications that handle personal information, including any application that connects to your Google Account, have their own privacy notices, listed under Product terms and notices on our Legal page. Each notice describes what the application accesses, how it uses and protects that information, and your choices, and supplements this policy.
5. Artificial intelligence
We use AI tools, including third-party AI services, to help deliver our services, for example to draft documents, analyze information and write software. When we use them with client information, we choose providers whose terms protect confidentiality, and we follow any restrictions in the client's agreement. How each RGB application uses AI is described in its product terms and privacy notice; features that would send content to an external model provider are off by default and disclosed before you enable them.
6. Who we share information with
We do not sell or rent personal information. We share it only:
- With service providers that process it for us under contracts that require confidentiality and appropriate security. Our current providers fall into these categories: customer relationship management; billing, accounting and payment processing; productivity, email and video meetings; cloud infrastructure; website hosting and delivery; AI and software-development tools; device-status monitoring; electronic signatures; and encrypted backups. Some of these providers store data outside Canada, where it may be accessible to authorities under the laws of those countries. We will identify a provider on request where the law requires it.
- With the client who engaged us, for information we process on their behalf.
- When required by law, such as a subpoena, court order or lawful request by a public authority, or to establish or defend legal claims. We will tell the affected client where the law permits.
- In a business transaction, if RGB is sold or merged, subject to the buyer honouring this policy.
- With your consent.
7. International transfers
RGB is located in Canada. Personal information may be transferred to, stored in and processed outside Canada by the providers listed above, where it may be accessible to authorities under the laws of those countries. We use contractual protections and provider security programs to protect it.
8. How we protect information
We maintain the administrative, technical and physical safeguards described in our Security Practices, including multi-factor authentication, encrypted devices and credential vaults, endpoint detection and response, least-privilege access, logging, and tested backups. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Breach notification
If we determine that a breach of security safeguards involving personal information under our control creates a real risk of significant harm to an individual, we will notify the affected individuals and the Office of the Privacy Commissioner of Canada as soon as feasible, and other regulators where required. We keep records of breaches as the law requires. Where the information belongs to a client, we notify the client without undue delay after confirming the incident so the client can meet its own obligations.
10. Retention
We keep personal information only as long as needed for the purposes described, and then securely delete or anonymize it. For example: engagement records, invoices and work logs — as long as needed for tax, accounting and legal purposes; credentials and client-entrusted information — returned or destroyed at the end of the engagement, on request; security and website logs — for a limited period, then deleted; marketing lists — until you unsubscribe.
11. Your rights and choices
Subject to legal exceptions, you may: access the personal information we hold about you and learn how it has been used and disclosed; correct inaccurate information; withdraw consent for uses that rely on consent; request deletion; and ask about our automated decision-making (we do not make decisions about you solely by automated means). To exercise these rights contact the Privacy Officer. We will respond within the time the applicable law requires and may need to verify your identity. If you are not satisfied with our response you may complain to the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia, as applicable.
12. Email, text messages, marketing and legal-update notices
We send service and transactional messages (invoices, notices under our agreements, security alerts) as part of our relationship. We send marketing or promotional messages only with your express consent, in compliance with Canada's Anti-Spam Legislation; such messages identify RGB, include our mailing address and include an unsubscribe link that we honour promptly. If you ask us to notify you when our legal documents change, we use your contact details only for those notices, and you can withdraw that request at any time.
SMS communications and opt-out. You may receive SMS text messages from us regarding updates, offers or other information. You have the right to opt out of these messages at any time.
- To opt out of SMS communications, text STOP to the number from which you received the message.
- After opting out, you will no longer receive SMS messages from us.
We do not share mobile phone numbers or SMS opt-in data and consent with third parties or affiliates for their marketing or promotional purposes.
13. Cookies and website
rgbx.com is a static website served through third-party hosting and content-delivery providers. It does not set advertising or analytics cookies. Our hosting and delivery providers may set strictly necessary cookies for security (for example, bot protection) and record standard server logs. Links to third-party sites are subject to their own privacy policies.
14. Children
Our services are for adults and organizations. We do not knowingly collect personal information from children under 13 (or the age required by local law) without parental consent; information about a client's family members that we handle is processed only on the client's instructions.
15. Changes to this policy
We may update this policy. The version and "last updated" date appear at the top, prior versions are kept in the version history, and we notify customers of material changes as described in Section 16 of the Terms of Service. If we intend to use personal information for a materially new purpose, we will seek consent first.
16. Contact
Privacy Officer, RGB Technologies Inc., 5307 Victoria Drive #1026, Vancouver, BC V5P 3V6, Canada · support@rgbx.com.