Privacy policy

Robertson Technology Group Ltd. is a managed IT and cybersecurity company based in Greater Victoria, British Columbia. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia’s Personal Information Protection Act (PIPA).

If anything here is unclear, ask us. A person reads every message, and you will get a straight answer.

Who this covers

Anyone whose personal information we handle in the course of our business: clients, people thinking about becoming clients, visitors to www.rtgroup.ca, newsletter subscribers, job applicants, and vendors.

Information that belongs to our clients. When we look after a client’s systems, we can see information that belongs to that client and to their own staff and customers. We handle it only to provide the service, under our agreement with that client, and never use it for anything else. The client’s own privacy policy governs it.

What we collect, and why

When you get in touch

When you call, email, book a call or fill in a form, we collect what you give us: usually your name, your business, your email address and phone number, and your message. Some forms ask for more, and only what that form needs:

• Careers: what you are looking for, and whether you live in or are moving to Greater Victoria, so we can consider you for work.
• Free security test: your website or email domain, roughly how many staff you have, and confirmation that you are authorised to ask, so we can agree the scope of the test with the right person.
• Active compromise: what is happening, when it started, whether it is spreading, and whether you hold cyber insurance, so we can respond to an incident quickly and correctly.
• Vendors: your company, its website, and your relationship with us, so we can consider what you are offering.

With every form, the website also records the IP address it came from, the country and network that address belongs to, your browser, device and language, the page you filled it in on and the page before that, and a score from a spam protection service. We use these to tell a real enquiry from spam and automated abuse, and for nothing else.

We use what you send us to answer you, to provide what you asked for, and to keep a record of our dealings with you.

When you visit the website

We use three analytics services, including Google Analytics and Microsoft Clarity, to understand how the site is used. They record the pages you visit, how you arrived, the type of device and browser you use, your approximate location from your IP address, and when you click a phone number, an email address, a button or a form. They use cookies and similar storage in your browser to do it. Visits by our own staff while signed in to the site are not recorded.

Microsoft Clarity also records how you move through each page: where you scroll, click and pause, which we can replay as a recording or view as a heatmap. Anything you type into a form is hidden from those recordings.

We use this to see which pages help people and which do not, and to improve the site.

Google explains how it uses information from websites that use its services at policies.google.com/technologies/partner-sites. Microsoft may also use what Clarity records for its own products and advertising services, as the Microsoft Privacy Statement explains.

Advertising

We use the Meta Pixel, from Meta. It uses cookies and similar technology to tell Meta when a browser visits our site, and when someone sends us an enquiry, signs up for the newsletter, clicks to call or email us, or clicks to book a call. Meta can combine this with information it collects elsewhere on the internet, and if you are signed in to one of its services in the same browser, it can connect it to your account.

We use it to measure whether our ads lead to enquiries, and to show our ads to people who have visited the site. We do not send Meta your name, your email address or anything you type into a form. We never tell Meta about job applications, vendor submissions or reports of a security incident.

You can stop Meta using your visits to our site to choose the ads you see, with the setting for your activity off Meta technologies in your Meta account.

When you arrive from one of our emails

Links in our emails can carry an identifier for the person the email was sent to. When you click one, we can connect that visit to you:

• In one of our analytics services, which we use to understand which of our emails and pages are useful to the people who receive them, the visit can be shown against your name.
• In Google Analytics, only an opaque reference number is recorded, which means nothing to Google. We never send Google your name or email address.

The identifier is never given to Microsoft Clarity or Meta. It is removed from your browser’s address bar as soon as the page loads, before any analytics service starts, so it is not passed on if you share the link. If you forward one of our emails, a visit by the person you forwarded it to may be recorded as yours.

The newsletter

If you subscribe, we keep your email address to send it. It is sent through a newsletter service, which may record whether an email was opened and which links were clicked. Every issue has an unsubscribe link.

Booking a call

Booking a call takes you to our scheduling service, which collects your name, contact details and chosen time to arrange the call.

Reviews

• From our clients. We ask clients for feedback through a survey service. We only publish a comment a client chose to write, and we show it with their first name and the initial of their last name.
• From a public review site. We show some reviews of our business as their authors published them on a public review site, under the names they chose to use there. If an author changes or removes a review there, it changes or disappears here too.

Consent

By contacting us, subscribing or using the website, you consent to the collection and use described here. You can withdraw that consent at any time, subject to legal or contractual limits, by telling us. You can also refuse or delete cookies in your browser settings, or use a browser or extension that blocks analytics. Google offers a browser add-on that stops Google Analytics recording your visits, and Meta’s setting is described under Advertising, above.

Email

We do not send unsolicited email. We send marketing email only to people who have asked for it, or with whom we have an existing business relationship, as Canada’s Anti-Spam Legislation allows. Every marketing email includes a way to unsubscribe, and we act on it within ten business days.

Who we share it with

We do not sell, trade or rent personal information. We share it only with the service providers who run parts of our business for us, and only what each needs to do its job:

• Website hosting, which runs the website.
• Website protection, which protects the website and delivers it quickly from a worldwide network.
• Google Analytics, Microsoft Clarity and one other analytics service, which count visits and show how pages are used.
• Meta, which measures our ads and shows them to people who have visited the site.
• Spam protection, which tells a real form from an automated one.
• Email delivery, which brings the website’s form notifications to our inbox.
• Email and office software, where enquiries arrive.
• A newsletter service, which sends the newsletter.
• A scheduling service, which books calls.
• A survey service, which collects client feedback.

We may also disclose personal information when the law requires it, or when we believe in good faith that it is needed to comply with a legal process.

Information stored outside Canada

Some of these providers store or process information outside Canada, including in the United States and the European Union. While it is there, it is subject to the laws of that country, and the authorities there may be able to obtain it.

How long we keep it

We keep personal information only as long as we need it for the reason it was collected, or as the law requires:

• Enquiries and form submissions: 24 months after we last hear from you, unless you become a client.
• Client records: for as long as you are a client, and afterwards for as long as tax and business record laws require.
• Job applications: 12 months, unless you join us.
• Analytics: detailed records of visits for up to 14 months. Totals that identify nobody, such as visits to a page, may be kept longer.
• Microsoft Clarity recordings: 30 days, or 13 months for one we choose to keep, and the reports built from them for 13 months.
• Advertising: kept by Meta under its own terms.
• The newsletter: until you unsubscribe. We keep a record that you unsubscribed, so we never email you again by mistake.

When we no longer need it, we delete it or make it anonymous.

How we protect it

We protect personal information with safeguards suited to how sensitive it is, including encryption whenever it travels over the internet and access limited to the people who need it. Security is the work we do for our clients every day, and we hold our own systems to the same standard.

If a breach of our safeguards creates a real risk of significant harm to you, we will tell you, and report it to the Privacy Commissioner of Canada, as the law requires.

Your rights

You can ask us to:

• tell you what personal information we hold about you, and show it to you;
• correct anything that is wrong;
• stop using it, or delete it, where the law allows.

Write to us at the address below. We will answer within 30 days, and tell you if we need longer and why. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada, or the Office of the Information and Privacy Commissioner for British Columbia.

Children

The website and our services are for businesses. We do not knowingly collect personal information from children.

Changes

When we change this policy, we update the date below. If a change affects how we use information we already hold, we will say so on this page before it takes effect.

Contact

Our privacy officer is Ian Robertson.

hello@rtgroup.ca
250-412-3785

This privacy policy is effective as of October 5, 2026.