XVA Corp respects your privacy and is committed to handling personal information responsibly.
This Privacy Policy explains how XVA Corp (“XVA,” “we,” “us” or “our”) collects, uses, shares and protects personal information through xvacorp.com, our services, advertising, social media, recruitment activities and community initiatives.
This policy applies to personal information we handle about website visitors, prospective and current clients, job applicants, contractors, business contacts, donors and participants in community or scholarship initiatives.
Our handling of information is subject to applicable privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act where applicable.
When we process personal information on behalf of a client, our service agreement and the client’s lawful instructions also govern that processing. Individuals whose information is controlled by a client should ordinarily direct requests to that client. We will assist as appropriate.
2. Information We Collect
Depending on your interaction with XVA, we may collect:
Contact information: Your name, email address, telephone number, business name, role and location.
Inquiry and service information: Messages, consultation requests, business needs, service preferences and information you provide through forms, meetings or correspondence.
Client operational information: Documents, schedules, business communications, customer information and system access necessary to perform authorized services.
Billing information: Billing contact details, transaction information and payment status. Payment providers may collect payment credentials directly under their own privacy policies.
Application information: Résumés, qualifications, employment history, references, interview information and other information reasonably necessary to assess an application.
Technical information: IP address, browser and device information, pages visited, referral sources, approximate location derived from an IP address and interactions with our website or advertisements.
Community initiative information: Donation details, correspondence, scholarship application materials and information necessary to coordinate participation or support.
Consent records: Communication preferences, permissions, withdrawals and records needed to demonstrate compliance.
Please provide only information relevant to your request. Do not submit sensitive personal information through public comments or general inquiry forms.
If you provide another person’s information, you must have the authority or permission required to share it.
3. How We Collect Information
We collect information directly when you contact us, complete a form, request a consultation, apply for an opportunity, use our services or participate in an initiative.
We may also receive information from clients, authorized representatives, referral sources, recruitment platforms, social media platforms and service providers where permitted by law.
Cookies and similar technologies may collect information when you interact with our digital properties, subject to applicable consent requirements.
4. How We Use Information
We use personal information for purposes appropriate to the circumstances, including to:
Respond to inquiries and provide requested information.
Assess service needs, arrange consultations and deliver services.
Coordinate virtual assistants, support client operations and manage business relationships.
Process payments, maintain records and resolve billing matters.
Assess applicants and administer working relationships.
Send permitted service updates and marketing communications.
Operate, secure, troubleshoot and improve our website and services.
Understand advertising performance and, where permitted, deliver relevant advertising.
Facilitate donations, community support and scholarship activities.
Prevent fraud, investigate misuse, resolve disputes and meet legal obligations.
We will identify materially new purposes and obtain additional consent where required before using information for those purposes.
5. Consent and Your Choices
We obtain consent where required. The appropriate form of consent depends on the sensitivity of the information, the purpose and your reasonable expectations.
Browsing our website does not, by itself, constitute consent to every use described in this policy.
You may withdraw consent by contacting admin@xvacorp.com, subject to legal or contractual restrictions and reasonable notice. We will explain any relevant consequences, including whether withdrawal prevents us from providing a requested service.
Optional marketing consent is separate from consent necessary to deliver services.
6. Meta Advertising and Lead Forms
We may advertise through Facebook, Instagram and other Meta services.
When you submit a Meta lead form, we receive the information you choose to provide, such as your name, email address, telephone number and responses to form questions.
We use that information to respond to the request or offer described in the advertisement, arrange a consultation and provide related follow up. Additional marketing is subject to the permissions obtained and applicable law.
Where enabled, advertising tools such as Meta Pixel or Conversions API may transmit website interaction or conversion information to Meta. This may include technical identifiers, pages visited, actions taken and contact identifiers where permitted. These tools can support measurement, attribution and advertising audiences.
We obtain consent where required before activating advertising tracking or sharing information for those purposes. Sensitive information, client documents and scholarship application details must not be included in advertising event data.
Submitting a lead form does not authorize unrelated parties to market to you.
7. Cookies and Similar Technologies
Our website may use cookies, pixels and similar technologies for essential functions, preferences, analytics and advertising.
Where consent is required, optional technologies are used only after the relevant consent is obtained. You may manage available choices through our website’s privacy controls or contact us for assistance.
Browser settings can also restrict cookies, although blocking cookies may affect website functionality and may not stop every type of tracking.
Withdrawing consent applies to future processing and does not automatically remove information already lawfully processed.
8. Marketing Communications
Where permitted, we may send information about XVA’s services, offers or initiatives.
You can unsubscribe using the instructions in a message or by emailing admin@xvacorp.com. Where supported, you can reply STOP to marketing text messages.
We process unsubscribe requests within applicable legal time limits. We may continue sending necessary service, billing, security or legal communications.
We do not treat requesting information or making a donation as blanket permission for unrelated marketing.
9. Virtual Assistants, AI and Automation
XVA may use authorized personnel, virtual assistants and technology providers to deliver services.
Where AI or automation tools are used, information may be processed to support tasks such as drafting, organizing information, managing workflows or responding to inquiries.
We limit information shared with these tools to what is appropriate for the authorized purpose. Sensitive or confidential information requires suitable authorization and safeguards.
We do not authorize providers to use confidential client information or identifiable applicant or donor information to train general purpose AI models without an appropriate legal basis and any required permission.
AI outputs may contain errors and require appropriate review. Clients must authorize system access and data uses necessary for agreed services.
10. How We Share Information
We may share relevant information with:
Authorized employees, contractors and virtual assistants who need it for their work.
Providers supporting hosting, communications, scheduling, client management, payments, analytics, advertising, security and authorized AI services.
Clients or prospective clients where necessary for an authorized placement or service arrangement.
Independent community organizations, scholarship administrators or donation processors where necessary for an initiative you choose to participate in.
Professional advisers, insurers, regulators or public authorities where legally permitted or required.
Parties involved in a proposed business transaction, subject to appropriate confidentiality and legal safeguards.
Service providers are given access appropriate to their role and are subject to suitable contractual or other protections.
We do not sell Meta lead form submissions to unrelated businesses. Advertising disclosures, where applicable, are described separately above.
11. International Processing
Our personnel and providers may access, store or process information outside your province or country, including in countries where our virtual assistants or technology providers operate.
Information processed abroad may be subject to foreign laws and lawful access by courts, law enforcement or other authorities.
We remain responsible for personal information under our control and use appropriate safeguards for processing arrangements. Contact us for information about relevant international processing practices.
12. Donations and Independent Community Organizations
XVA may promote, coordinate or facilitate donations and support for independent charities, community organizations, sports teams and other initiatives.
Unless expressly stated in specific written terms, XVA acts as a facilitator or supporter. We do not operate or control the independent recipient organization.
Information shared for these activities is limited to what is needed for the stated purpose, such as coordinating a contribution, confirming delivery or arranging an acknowledgment.
An independent recipient or payment processor handles information it receives under its own practices and applicable law. We remain responsible for our own handling of your information.
Support for an initiative does not mean every recipient is a registered charity. A contribution is not necessarily eligible for a charitable tax receipt. Any receipt must be issued by an organization legally entitled to issue it.
Before accepting a contribution through a campaign we facilitate, applicable campaign details should identify the recipient, XVA’s role, any fees or deductions, and relevant refund or cancellation terms.
We do not guarantee an independent organization’s conduct, financial condition, use of funds or program outcomes. This statement does not exclude responsibility for XVA’s own conduct or any responsibility that cannot lawfully be excluded.
13. Scholarships
XVA may help promote, support or facilitate scholarships administered by independent organizations.
Application information may be shared with the identified administrator or authorized reviewers where necessary and with the required notice and permission.
Unless specific written program terms state otherwise, the independent administrator determines eligibility, selection, award amounts, payment and program conditions. XVA’s involvement does not guarantee selection, funding, admission, employment or another outcome.
Financial circumstances, educational records and other sensitive application details receive safeguards appropriate to their sensitivity.
Scholarship applications are not used for unrelated advertising without separate, valid permission.
14. Children and Young Participants
Our commercial services and advertising lead forms are intended for adults.
Community sponsorships may involve children. Participation in a sponsored activity does not automatically authorize XVA to collect information about a child or use their image.
Where required, we obtain permission from a parent or guardian for collection, participation, photographs or publicity. We seek only information reasonably necessary for the activity.
If you believe we have collected a child’s information without appropriate permission, contact admin@xvacorp.com.
15. Photographs, Testimonials and Public Recognition
We obtain appropriate permission before publishing identifiable testimonials, donor acknowledgments, scholarship announcements or community photographs.
Declining optional publicity does not, by itself, affect eligibility for support.
You may contact us to withdraw permission for future use. We will explain practical limitations, including previously distributed materials and content independently shared by others.
16. Retention and Security
We retain personal information only as long as reasonably necessary for its purpose and applicable legal, accounting, contractual and dispute resolution requirements.
Retention periods vary by record type. When information is no longer needed, we securely delete, destroy or anonymize it, subject to lawful retention and backup processes.
We use safeguards appropriate to the sensitivity of information, including access restrictions and suitable administrative, technical and physical protections.
No system is completely secure. If a privacy incident occurs, we assess it, take appropriate action and provide notifications and reports required by law. This does not limit our legal obligations.
17. Your Privacy Rights
Depending on applicable law, you may request access to your personal information, correction of inaccuracies, withdrawal of consent or deletion where available.
You may also ask about our handling practices or challenge our compliance.
Send requests to admin@xvacorp.com. We may verify your identity before disclosing or changing information. Please do not email identity documents unless we arrange an appropriate method.
We respond within applicable legal time limits. If an exception prevents us from fulfilling a request, we explain the reason to the extent permitted by law.
You may also raise concerns with the Office of the Privacy Commissioner of Canada or another privacy authority with jurisdiction.
18. External Websites and Platforms
Our website may link to independent websites, payment services, social platforms and community organizations.
Their privacy practices are governed by their own policies. Linking to them does not mean XVA controls their operations. We remain accountable for disclosures we make and obligations applicable to our own activities.
19. Policy Updates
We may update this policy as our practices or legal requirements change.
For material changes, we provide appropriate notice and obtain new consent where required. Posting an update does not retroactively authorize incompatible uses of information.
