Privacy Policy
How Tridacom IT Solutions Inc. protects and handles your information through ReliaRing services.
Our Commitment to Your Privacy
ReliaRing is a brand and service operated by Tridacom IT Solutions Inc., a Canadian corporation headquartered in Alberta. We are committed to protecting the privacy and security of your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA).
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our business communications services, including voice calling, messaging, voicemail, fax services, and related applications.
Table of Contents
1. Information We Collect
1.1 Account and Registration Information
- •Identity Information: Name, email address, business name, job title
- •Authentication Data: Password (stored encrypted), multi-factor authentication preferences, backup codes
- •Contact Information: Phone numbers, business address, billing address
- •Account Preferences: Language, timezone, currency (CAD/USD), notification settings
1.2 Communications Data
- •Call Detail Records (CDRs): Caller ID, called number, call direction, start/end times, duration, call status (answered, missed, failed), quality metrics (MOS score, jitter, latency)
- •Voicemail: Recordings, transcriptions (when enabled), caller information, timestamps
- •Call Recordings: Audio recordings (only when explicitly enabled by you), transcriptions, duration
- •SMS/MMS Messages: Message content, sender/recipient numbers, timestamps, delivery status
- •Fax Transmissions: Fax content, sender/recipient numbers, page count, transmission status
1.3 Billing and Payment Information
- •Payment Methods: Credit/debit card details (processed securely by Stripe; we only store last 4 digits and card type)
- •Billing Information: Invoices, payment history, account balance, subscription details
- •Tax Information: GST/HST numbers (for Canadian businesses), billing address for tax purposes
1.4 Technical and Device Information
- •Device Identifiers: Unique device ID, device type (web, mobile, desktop, IP phone)
- •Connection Information: IP address, browser type and version, operating system
- •SIP Credentials: SIP username, encrypted password, WebRTC configuration
- •Session Data: Login timestamps, session duration, authentication tokens
1.5 Location Information
- •E911 Address: Physical address registered for emergency services (required by Canadian telecommunications regulations)
- •Device Location: GPS coordinates (when you grant permission) for E911 accuracy
- •IP-Based Location: General geographic area derived from IP address
E911 Notice: Location information may be automatically transmitted to emergency services when you dial 911. This is required by CRTC regulations for VoIP services in Canada.
1.6 Number Porting Documentation
- •Identity Verification: Government-issued ID, business registration documents
- •Authorization Documents: Letter of Authorization (LOA), recent phone bill
- •Service Information: Current provider details, account numbers
2. How We Use Your Information
2.1 Service Delivery (Primary Purposes)
- ✓Providing voice calling, messaging, voicemail, and fax services
- ✓Processing and routing your communications
- ✓Generating voicemail transcriptions and call analytics
- ✓Billing, invoicing, and payment processing
- ✓Account management and customer support
- ✓Emergency services (E911) compliance
2.2 Security and Compliance
- ✓Fraud prevention and detection
- ✓Security monitoring and incident response
- ✓Compliance with CRTC telecommunications regulations
- ✓Responding to lawful requests from law enforcement
- ✓Audit logging for SOC 2 compliance
2.3 Service Improvement (With Consent)
- ○Analyzing usage patterns to improve our services
- ○Developing new features and functionality
- ○Sending marketing communications (you can opt out anytime)
You can manage these preferences in your account settings.
3. Information Sharing and Disclosure
We Do NOT Sell Your Personal Information
Tridacom IT Solutions Inc. does not sell, rent, or trade your personal information to third parties for their marketing purposes. Period.
Service Providers
We share information with trusted service providers who assist in delivering our services, under strict contractual obligations to protect your data.
Legal Requirements
We may disclose information when required by law, court order, or to comply with CRTC regulations, or to protect the safety of our users, employees, or the public.
Emergency Services
Your E911 address and location information is automatically transmitted to emergency services when you dial 911, as required by Canadian law.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to continued protection under this policy.
4. Third-Party Service Providers
We work with the following categories of service providers to deliver our services:
Telecommunications Carriers
Bandwidth, DIDWW - Call routing, phone number provisioning, SMS delivery
Payment Processing
Stripe - Secure credit card processing (PCI-DSS compliant)
Cloud Infrastructure
Microsoft Azure - Data storage and computing (Canada data centers)
AI/Transcription Services
Deepgram, Azure Speech - Voicemail transcription, speech-to-text
All service providers are bound by data processing agreements that require them to protect your information and use it only for the purposes specified.
5. Data Storage and Security
Technical Safeguards
- • TLS 1.3 encryption for all data in transit
- • AES-256 encryption for data at rest
- • SRTP encryption for voice communications
- • Secure password hashing (bcrypt)
- • Multi-factor authentication available
- • Regular security audits and penetration testing
Operational Safeguards
- • SOC 2 Type II compliance framework
- • Role-based access controls
- • Employee background checks
- • Regular privacy and security training
- • Incident response procedures
- • 24/7 infrastructure monitoring
Canadian Data Residency
Your data is primarily stored in Microsoft Azure data centers located in Canada (Canada Central and Canada East regions). We are committed to keeping Canadian customer data within Canadian borders wherever technically feasible.
6. Data Retention
| Data Type | Retention Period |
|---|---|
| Account Information | Until account closure + 90 days |
| Call Detail Records | 2 years |
| Voicemail Messages | 90 days (or until you delete them) |
| Call Recordings | As configured (default: 1 year) |
| SMS/MMS Messages | 90 days |
| Fax Documents | 1 year |
| Billing Records | 7 years (legal requirement) |
| Audit Logs | 7 years (compliance requirement) |
7. Your Rights Under Canadian Law
Under PIPEDA and Alberta's PIPA, you have the following rights regarding your personal information:
Right to Access
Request a copy of the personal information we hold about you.
Right to Correction
Request correction of inaccurate or incomplete information.
Right to Deletion
Request deletion of your personal information (subject to legal retention requirements).
Right to Withdraw Consent
Withdraw consent for optional data processing (may affect service availability).
Right to Data Portability
Export your data in a commonly used electronic format.
Right to Complain
File a complaint with the Office of the Privacy Commissioner of Canada or Alberta's OIPC.
How to Exercise Your Rights
To exercise any of these rights, please contact our Privacy Officer at privacy@reliaring.com. We will respond to your request within 30 days.
We may require verification of your identity before processing your request.
8. Cookies and Tracking Technologies
We use cookies and similar technologies for the following purposes:
- •Essential Cookies: Required for authentication, session management, and security
- •Preference Cookies: Remember your settings (language, timezone, etc.)
- •Analytics Cookies: Help us understand how you use our services (can be disabled)
We also store a device identifier in your browser's local storage for softphone functionality.
9. International Data Transfers
While we primarily store data in Canada, some of our service providers may process data in other jurisdictions (primarily the United States). When this occurs:
- •We ensure appropriate safeguards are in place (contractual clauses, certifications)
- •We comply with PIPEDA's requirements for cross-border data transfers
- •We remain responsible for your data regardless of where it is processed
10. Children's Privacy
ReliaRing is a business communications service intended for use by businesses and individuals 18 years of age or older. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at privacy@reliaring.com.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes:
- •We will post the updated policy on our website
- •We will update the "Last Updated" date at the top of this page
- •For significant changes, we will notify you by email at least 30 days in advance
- •Continued use of our services after changes take effect constitutes acceptance
12. Contact Information
Privacy Officer
Corporate Headquarters
Tridacom IT Solutions Inc.
10215 178 Street NW
Edmonton, Alberta T5S 1M3
Canada
Regulatory Authorities
If you are not satisfied with our response to a privacy concern, you may contact:
Office of the Privacy Commissioner of Canada
www.priv.gc.ca
Office of the Information and Privacy Commissioner of Alberta
www.oipc.ab.ca