Update Effective as of: July 20, 2023
Photonic Inc. (hereinafter “Photonic”, “we”, “us” or “our”) have published this privacy notice (this “Notice”) to tell you about how we collect, use, disclose and store personal information when you apply for a job with Photonic or access our websites (along with all subdomains, these “Sites”) to provide information about our company, our technology, our products and services; and to allow people to sign up for events, news, and updates. By using our Sites and/or participating in our email newsletters (collectively our “Services”), you agree to be bound by the terms of this Notice.
We are committed to preserving the privacy of all individuals who use our Sites and utilize our Services and this Notice is designed to help you understand how your personal information is collected, used and disclosed when you engage with our Services. Before registering, submitting any content or personal information, or otherwise using our Services, please make sure that you read this Notice as well as our Terms and Conditions of use. Terms and Conditions – Photonic
Application of this Notice
What Does this Notice Cover?
This Notice applies to all personal information that we collect, use, disclose and store when you apply for a job with Photonic or access our Sites.
What Does this Notice Not Cover?
Non-Personal Information: Information about your business, including your business contact information, is not typically personal information. Anonymized information is also not considered personal information for the purposes of this Notice. We may anonymize any personal information in our custody, in which case it will cease to be personal information.
If you are unsure if or how this Notice applies to you, contact us at hello@photonic.com.
Changes to this Notice
We may update this Notice from time to time by posting a new version of the Notice on our websites. Our collection, use, disclosure, and retention of your personal information will be governed by the version of the Notice in effect at that time. Please review this Notice periodically to see whether it has been updated. Any use of our Services by you after we provide notice constitutes your acceptance of those changes.
Collection of Personal Information
What Personal Information Do We Collect Directly?
We collect personal information through our Services when you voluntarily provide it. Examples include when apply for a job with Photonic through our “Careers” page, you complete the “Contact Us” form, or other similar forms, on our Sites for general inquiries or newsletters or you email us for information about our projects. We collect the personal information to provide you with the information or service that you have requested.
When you access our Services, we may ask you to provide personal information such as your name, e-mail address, mailing address, telephone number and other information necessary to provide you with our Services. At the time we ask you to provide personal information, you may choose not to provide certain details, but this may affect your ability to access our Services.
What Personal Information Do We Collect Automatically?
When you access our Services, we automatically collect non-personally identifiable information using the following technologies:
Cookies: Our Services use “cookies” to track user activity on our websites. Cookies enable our Services to save and retrieve information that you enter. A cookie is a commonly used piece of software that tracks your visits and preferences, and is capable of enhancing your use of our Services. It may remain on your computer after you exit the Services (until the cookie expires or is deleted by you). You can disable cookies by adjusting the settings on your internet browser, however, disabling cookies may affect your ability to access certain Services. You can also read our Cookie Policy.
IP Address Tracking: Our Services obtain your IP address, web browser and operating system you are using, the date and time of the visit, the sections of our Services you access, as well as the pages read and the images viewed, and certain content that you download from our Services. We do not link any of the above information with information that is personally identifiable to you. We collect this data for a number of reasons, including to understand the traffic on our Services, how our Services are used, and how we can improve them. For example, the information about our visitors’ browsers tells us what kind of browsers we need to support. Other information lets us know how many visitors visit our Services and what sections are the most popular. We do not share this aggregate data with third parties except for the possible use of web analytics companies as described below].
Web Analytics: We use third party analytics companies and remarketing tools, such as Google Analytics, Google Adwords remarketing and Hubspot Analytics, to track and analyse your use of our Services and to improve your online experience. This data is used for aggregate reporting purposes. None of this data is used by us or our service providers to identify you. These third-party analytics companies may use cookies and other tracking technologies to perform their Services. To learn more about Google’s privacy practices, including how you can view and edit your preferences regarding Google Ads, please see the Google Privacy Policy at policies.google.com/privacy. You can find the instructions for opting out of Ads Personalization at https://policies.google.com/technologies/ads. To learn more about Hubspot’s privacy practices, please see the Hubspot Privacy Policy at https://legal.hubspot.com/privacy-policy. You can find the instructions for opting out of Hubspot at https://knowledge.hubspot.com/account/hubspot-machine-learning-data.
What Personal Information Do We Collect from Third Parties?
We may collect personal information about you from a third party. In such cases, the third party providing that personal information to us is responsible for obtaining your consent or another lawful basis for such collection.
What Personal Information Do We Collect from Children?
We only collect, use, disclose and store personal information of children under the age of 13 with the consent of a parent or guardian. If you believe that a child under 13 may have provided us with personal information without the consent of a parent or guardian, we request that you Contact Us immediately.
Use of Personal Information
How do we use your personal information?
Much of the personal information we use is necessary to fulfil the purpose for which it was originally collected (or for a use consistent with that purpose) or to meet our contractual obligations. In most other situations, we rely on our legitimate interest (which, in some countries, would be “implied consent” or a legal exception to the consent requirement, such as where the processing is to prevent fraud). We may use the personal information that we collect for the following purposes:
- To contact and correspond with you regarding your use of our Sites;
- To send you information about our Services, including project updates and announcements, event invitations, and other information that we think may interest you;
- To respond to specific requests and inquiries from you, including to provide you with our Services and products that you request such as our newsletters, project information and publications;
- To consider a job or rental application;
- To process suggestions and comments provided by you;
- To improve our Services;
- To administer our Services and protect the security of our Services when necessary;
- To investigate a breach of any terms of use of our websites; and
- To meet legal and regulatory requirements.
We may also request express consent to process your personal information in some circumstances. We may also de-personalize information, such as through anonymization or aggregation. We may use and disclose such information for any purpose, as it will no longer identify you or any other person.
| Category of Information Collected | Examples of Information Collected | Purposes |
| Website / Support Service Users | ||
| Communications | Emails and other communications you send us, including whether you click on links or open emails, and including contact information used for communications | Communicate with you; administer, manage, test and improve our Services; market and advertise our Services |
| Usage Information | When you access the website, what device you use, where you are located (based on IP address), and which pages you visit and for how long | Administer, manage, test and improve our Services; market and advertise our Services |
| Employees / Contractors / Applicants | ||
| Communications | Emails and other communications you send us, including whether you click on links or open emails, and including contact information used for communications | Communicate with you |
| Application information | Your job application, resume, information provided by your references and our evaluation of you | Consider your application; in relation to your employment or engagement with us (if hired) |
Will We Use Your Personal Information to Contact You?
If you provide us with your email address and “opt-in” to receiving messages from us, you may receive emails from us from time to time regarding current and future products and services, event invitations, newsletters, announcements, promotions, incentives, and other publications. These emails will provide you with our contact information and a method to opt-out and unsubscribe from receiving marketing information and/or any further communications from us. You can also contact us to opt-out of receiving further communications. Once Photonic has processed your opt-out request, we will not send you emails unless you opt back in to receiving such communications.
Sharing Your Personal Information
With Whom Do We Share Your Personal Information?
We share your personal information with our employees, contractors, consultants and other parties such as affiliates and third-party companies that assist us in providing our Services, including marketers, customer support and hosting services. Below is a non-exhaustive list of the service providers with which we may share personal information.
| Service Providers | Purpose |
| Marketers and Advertisers | Provide you with news and marketing, including customizing our advertisement and creating lookalike audiences for Photonic using tools such as Google Adword’s Similar Audiences. |
| Customer Support and Customer Relationship Management | Track your service issues, review and consider job application, improve our Services, provide answers and solutions to your queries and concerns and manage our relationship with you. |
| Hosting and Similar Service Providers | Help us provide our Services, manage digital content and store data. |
| Platform Service Providers | Help us provide our Services and manage our Services. |
The service providers with which we may share personal information are only provided the limited amount of information required to perform their services. When we use service providers, it requires the service providers to protect your personal information in accordance with applicable law and with the same or more stringent security and privacy standards than us. Any such sharing of your personal information to a service provider will be conditional upon the information being used solely for the purpose for which it has been disclosed.
To Whom Do We Disclose Your Personal Information?
We do not sell your personal information to third parties. A “sale” would not include a situation where someone is buying all or part of our business (as is explained further below).
We share your personal information with our employees, contractors, consultants and other parties such as affiliates and third party companies that assist us in providing our Services, including marketers, customer support and hosting services. Below is a non-exhaustive list of the third parties that may have access to personal information under our control.
| Service Providers | Purpose |
| Customer Support | Track your service issues and improve our Services; provide answers and solutions to your queries and concerns |
| Hosting and Similar Service Providers | Help us provide our Services |
| E-commerce Platforms and Merchants | Help us provide our Services |
| Analytics | Tracking your use of our Services to improve our Services |
| Website Updates | Help us improve our website |
The following table outlines recipients to whom we may disclose your personal information, as well as the purpose of such disclosure. When we disclose your personal information, we cease to control it, and the recipient’s policies and procedures will apply. Where required by law, we will obtain your consent before disclosure.
| Service Providers | Purpose |
| Third Parties Acquiring or Proposing to Acquire Photonic | Where third parties acquire or propose to acquire all or a substantial part of our operations or any of our affiliates or subsidiaries, including by merger or acquisition, amalgamation, corporate reorganization or restructuring or a sale of assets, including as part of the related due diligence |
| Law Enforcement / Legal Proceedings | Where we believe release is appropriate to comply with applicable laws or regulations, enforce our policies, or protect our or others’ rights, property or for safety |
Will My Personal Information Leave the Country?
We may disclose personal information to third parties both in and outside of your country, and as result, your personal information may be collected, used, disclosed or stored in another country, including Canada and in the United States of America. Laws relating to privacy vary between countries, and your personal information may be processed in a country with less stringent than the laws in your country. While your Personal Data is in another jurisdiction it may be accessed by the courts, law enforcement and national security authorities of that jurisdiction.
Exercising Your Rights to Your Personal Information
Depending on where you are located and subject to applicable laws, you may have the right to request to access, correct or erase your personal information, object to our processing of your personal information, request restriction of your personal information or withdraw or change your consent to how we process your personal information, by contacting our Privacy Officer at legal@photonic.com.
As a security measure, our Privacy Officer may request specific information from you in order to verify your identity prior to granting any requests. If we cannot respond to your request promptly or have to refuse the request, we will advise you of the reasons, subject to any legal restrictions. If you disagree with our determination, you may complain to us and we will reconsider. If you are not satisfied with our ultimate determination, you may contact your local data protection authority or privacy commissioner. In addition, the personal information may have been destroyed, erased or made anonymous in accordance with our record retention obligations and practices.
Where permitted by law, we may refuse or charge a fee for repeat, abusive or inappropriate requests.
Retaining Your Personal Information
We store personal information as long as necessary to fulfill the purposes for which it was collected, to conduct our business operations and maintain an appropriate historical record of our relationship with you, or in order to comply with applicable laws, whichever is longer. We may, instead of destroying or erasing your personal information, make it anonymous such that it cannot be associated with, or tracked back to, you.
Securing Your Personal Information
We take reasonable steps to protect your personal information. We use safeguards to protect against unauthorized access, collection, use, disclosure, and disposal, in a manner appropriate to the sensitivity of the information. These safeguards are intended to prevent your personal information from loss and unauthorized access, copying, use, modification or disclosure. However, the internet is not a secure environment and no computer system is perfectly secure. As such, we cannot guarantee the security of personal information provided to us through electronic means: there is always a risk that your personal information may be accessed or used without authorization.
It is your responsibility to provide any updates to your personal information to Photonic in writing.
Electronic Communications
Should you submit an inquiry through our Sites, or otherwise communicate with us electronically, you consent to us responding to such inquiries electronically or as otherwise required.
Third Parties
As a convenience to you, our Services may contain links to third party websites, applications or services, or integrate with other third-party platforms that collect personal information from you. While we try to link only to third party services that share our commitment to protecting your privacy, we are not responsible for the privacy practices, collection of personal information, or content of external websites. We recommend that you review the privacy policies of those third-party services prior to use.
Contact Us
If you wish to make a complaint about how we have handled your personal information, or have any other questions or any other privacy-related concerns, such as requests to withdraw consent, access our records of personal information or to change or erase personal information, please contact our Privacy Officer using the details below:
Address: 169 Golden Drive, Unit #2
Coquitlam, BC V3K 6T1
Telephone: 604-416-0097
Email: legal@photonic.com