Privacy Policy
Website enquiries and analytics
Our contact form is hosted by monday.com. Information you submit, including your name, email address, message and any optional answers, is sent to monday.com so One Stop Ops can review and respond to your enquiry. Loading the embedded form also connects your browser to monday.com. New website enquiries are handled through monday.com; the website no longer saves submissions to its own enquiry database.
We use Google Analytics to understand visits and interactions with our website. Google Analytics can use cookies and collect information about the pages you visit, your browser and device, and how you reached the website. We do not send the name, email address or message from your enquiry to Google Analytics.
These website features are provided through our hosting, form and analytics service providers. Information may be processed outside Canada, as described below. You can control cookies through your browser settings and use Google’s Analytics opt-out browser add-on.
Appointment bookings
If you choose to view available appointment times, our contact page loads a Google Calendar booking widget. You can also open the booking page directly. Google processes information you provide through its booking service, and we use your booking details to arrange and prepare for your conversation. The embedded calendar does not load until you select “View available times”.
Introduction
This Privacy Policy explains how Kirk Megna, operating as One Stop Ops (1001736263) ("the company", "we", "us" or "our"), collects, uses, discloses, protects and retains personal information in connection with our website, business communications and consulting services.
This policy is intended to reflect the requirements of the Personal Information Protection and Electronic Documents Act ("PIPEDA") and other Canadian privacy laws that may apply to particular information or activities.
Scope
This policy applies to personal information under our control, including information relating to prospective clients, clients, client personnel, business contacts, service providers and other individuals who communicate or interact with us.
When One Stop Ops processes personal information on a client's behalf as part of a consulting engagement, the client generally determines the purposes of that processing. In those circumstances, our use of the information is also governed by the applicable client agreement, statement of work and client instructions.
This policy does not govern the independent privacy practices of third-party websites, platforms or services.
The Information We Collect
We limit collection to information reasonably required for legitimate business purposes. Depending on the nature of the interaction or engagement, this may include:
Contact and business information, such as name, business email address, telephone number, organization, job title and other professional contact details.
Communications and relationship information, such as inquiries, meeting notes, correspondence, proposals, contracts, project records, preferences, feedback and information provided during discovery or service delivery.
Billing and administrative information, such as billing contact details, invoice information, transaction records, tax-related information and other information reasonably required to administer the client relationship. Payment processing may be handled by third-party providers, and One Stop Ops does not need to receive full payment-card information where the provider processes it directly.
Client-provided or client-accessed information. In performing consulting, automation, systems integration, documentation, AI or operational services, One Stop Ops may receive or access information contained in client systems, files, accounts, workflows or applications. That information may include personal information about client personnel, customers, suppliers or other individuals. We seek to limit access to what is reasonably necessary for the agreed services.
How We Use Personal Information
We may use personal information to:
- respond to inquiries and communicate with prospective clients, clients and business contacts;
- assess needs, prepare proposals and establish client relationships;
- provide, manage, support and improve consulting services and deliverables;
- obtain and administer authorized access to client systems, accounts and data;
- manage projects, workflows, documentation, integrations and automations;
- invoice clients, maintain business and tax records, and collect amounts owing;
- manage suppliers, subcontractors and professional advisers;
- protect our systems, accounts, clients and business from fraud, misuse, security threats or other harmful activity;
- comply with legal, regulatory, insurance, accounting and record-keeping requirements;
- and pursue other purposes that are identified at or before collection, or that are otherwise permitted or required by law.
We do not use personal information for purposes that are unrelated to those for which it was collected unless we obtain any consent required by law.
Consent
Where consent is required, we seek meaningful consent appropriate to the nature and sensitivity of the information and the reasonable expectations of the individual.
Consent may be express or implied where permitted by law. An individual may withdraw consent to future collection, use or disclosure, subject to legal or contractual restrictions and reasonable notice. Withdrawal may affect our ability to provide a requested service where the information is reasonably necessary for that service.
Service Providers and Disclosures
One Stop Ops may disclose personal information where reasonably necessary to service providers that support our business or an authorized client engagement. Our current business systems may include:
- Google Workspace for email, documents, file storage and collaboration;
- monday.com for work and project management;
- Make for workflow automation and systems integration; and
- Wave for invoicing and accounting administration.
We may disclose personal information to professional advisers, insurers, contractors or subcontractors who require it for legitimate business purposes and are subject to appropriate confidentiality obligations.
We may also disclose information where required or permitted by law, to protect legal rights or security, in connection with a business reorganization or transfer, or with the individual's consent.
We do not sell personal information.
Processing Outside Canada
Some service providers may store or process personal information outside Canada. When information is processed in another jurisdiction, it may be accessible to courts, law-enforcement authorities or government agencies under the laws of that jurisdiction.
One Stop Ops remains accountable for personal information under its control and uses reasonable contractual, organizational and technical measures appropriate to the circumstances when engaging service providers.
Client Systems, Automation and AI Services
Our services may require access to client accounts, applications, APIs, databases or other systems. We seek to use appropriately permissioned access and to limit access to what is reasonably necessary for the engagement.
Clients are responsible for ensuring that they have the authority, consents and permissions required to provide One Stop Ops with access to personal information and client systems.
One Stop Ops will not submit client confidential information or personal information to an external generative AI service unless the client has authorized that use in the applicable statement of work or in writing. When an engagement involves significant volumes of personal information, sensitive or regulated information, ongoing monitoring, or material processing on a client's behalf, additional privacy or data-processing terms may be appropriate before that processing begins.
Retention
We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected and to meet legal, accounting, tax, contractual, insurance, dispute-resolution and legitimate business requirements.
Retention periods vary depending on the type of information, the engagement and applicable legal requirements. When information is no longer required, we take reasonable steps to securely delete, destroy or anonymize it, subject to ordinary-course backups and records that must be retained by law or for legitimate compliance purposes.
Safeguards and Security Incidents
One Stop Ops uses reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information and the nature of the services. Safeguards may include access controls, account permissions, authentication measures, confidentiality obligations, secure collaboration practices and reasonable measures to protect devices and accounts.
No method of transmission or storage is completely secure. If a privacy or security incident occurs, we will investigate and take reasonable containment and remediation steps and will provide any notices or reports required by applicable law.
Access, Correction and Complaints
Individuals may request access to personal information about them that is under our control and may request correction of information that is inaccurate or incomplete, subject to exceptions permitted by law.
Requests should be sent to the Privacy Officer using the contact information at the bottom of the page. We may need to verify identity before responding. We will respond within the time required by applicable law and explain any lawful refusal or limitation where required.
An individual may also raise a question or complaint about our privacy practices with the Privacy Officer. We will investigate complaints in a reasonable manner and take corrective action where appropriate.
Where PIPEDA applies, an individual may also contact the Office of the Privacy Commissioner of Canada regarding a privacy concern.
Commercial Electronic Messages
If One Stop Ops sends commercial electronic messages, we will do so in accordance with Canada's Anti-Spam Legislation and other applicable requirements, including obtaining consent where required and providing identification and a functional unsubscribe mechanism.
An individual may unsubscribe from marketing communications at any time using the unsubscribe link included at the bottom of the message or by contacting us directly. Service, transactional or relationship communications may still be sent where permitted or required.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our business, services, technology, service providers or legal obligations. The current version will always be made available through our website, with the effective date shown at the top of the page.
Privacy Contact
One Stop Ops is responsible for personal information under its control. For privacy compliance, inquiries, access or correction requests, and complaints, please contact our Privacy Officer at privacy@onestopops.ca