Privacy Policy
Last updated: August 11, 2026 · Version: 2.0
1. Who we are and who is accountable for your information
This website, https://u-topicmarketing.com, is operated by Scale On Solutions Inc., a Canadian federal corporation doing business as U-Topic Marketing (“U-Topic”, “we”, “us” or “our”).
| Item | Detail |
|---|---|
| Legal name | Scale On Solutions Inc. |
| Operating name | U-Topic Marketing |
| Jurisdiction | Federal Canadian |
| Corporation Number | 1795413-1 |
| Business Number (BN) | 713103430 |
| Address | 225 Sumach Street, Toronto, Ontario M5A 0P8, Canada |
| gflores@u-topicmarketing.com |
We are accountable for personal information under our control, including information we transfer to third parties for processing.
Privacy Officer: Gina Flores — gflores@u-topicmarketing.com
2. Applicable law
We handle your personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and its ten Fair Information Principles, Canada’s Anti-Spam Legislation (CASL) with respect to commercial communications, and applicable law of the Province of Ontario.
If you visit us from the European Economic Area or the United Kingdom, we aim to provide an equivalent standard of protection, though our operations and governing framework are Canadian.
3. Scope
This policy covers personal information we collect through this website, our forms, our email communications, and in the course of delivering our professional services.
It does not cover the practices of third-party sites we link to, which are governed by their own policies.
4. What we collect
Information you provide voluntarily:
- Name
- Email address
- Phone number
- Organization name, job title and sector
- The content of your enquiries, messages and form responses
- Information needed to schedule meetings
- Billing information (card numbers are processed directly by Stripe — we never see or store them)
Information collected automatically:
- IP address and the approximate location derived from it
- Browser type and version, operating system and device
- Pages visited, time on site and referral source
- Cookie identifiers, subject to your consent choices
Information arising from service delivery: under a contract we may access data from your accounts, campaigns or systems. That information is additionally governed by the applicable confidentiality agreement.
We do not collect sensitive categories of information (health, ethnic origin, religious beliefs, sexual orientation, detailed financial information) and we ask that you not send them through our forms.
5. Why we collect it
We identify our purposes at or before the time of collection. We use your personal information only to:
- Respond to your enquiries and information requests.
- Prepare and send commercial proposals.
- Deliver, administer and invoice contracted services.
- Schedule and manage meetings.
- Send commercial communications, newsletters and educational content, only where you have consented (see section 7).
- Understand how the site is used and improve it.
- Protect the site against fraud, abuse and automated traffic.
- Meet legal, accounting and tax obligations.
We do not use your personal information for automated decision-making producing legal effects concerning you, and we do not sell, rent or trade it with anyone. Ever.
6. Our basis for processing: your consent
Under PIPEDA, processing rests on your consent, which may be:
- Express — when you tick a box, enter your email in a subscription form, or accept a cookie category. We always require this for commercial communications and advertising cookies.
- Implied — when you write to us directly requesting information, it is reasonable to understand that you consent to our using your email address to reply.
You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Write to gflores@u-topicmarketing.com. Withdrawal does not affect the lawfulness of processing carried out beforehand, but it may prevent us from continuing to provide a service.
We do not condition the provision of a service on your agreeing to receive marketing.
7. Commercial communications (CASL)
We send commercial email only where we have your express consent (you subscribed) or implied consent under CASL — for example, an existing business relationship within the past 24 months, or because you published your business address without a statement declining messages and our message is relevant to your role.
Every commercial message we send includes:
- Identification of Scale On Solutions Inc. (U-Topic Marketing)
- Our mailing address and contact details
- A functional, free unsubscribe mechanism, valid for at least 60 days
We process unsubscribes within 10 business days. After unsubscribing you may still receive non-commercial messages relating to a contracted service (invoices, service notices).
8. Service providers and transfers outside Canada
This matters, and we want it stated plainly.
We rely on external providers who process personal information on our behalf. Most are established in the United States, which means your personal information may be stored or processed outside Canada.
While in another jurisdiction, your information is subject to the laws of that country and may be accessible to its courts, law enforcement or national security agencies under their legal processes, without our being able to prevent it or, in every case, notify you.
Our current providers:
| Provider | Purpose | Primary location |
|---|---|---|
| Cloudflare | Hosting, CDN, bot protection | US / global network |
| HubSpot | Contact form management and CRM | US |
| Calendly | Meeting scheduling | US |
| Stripe | Payment processing | US |
| Kit (ConvertKit) | Email marketing | US |
| Meta Platforms | Advertising via the Meta Pixel | US |
| Web analytics (reserved, not currently active) | US |
We remain accountable for that information. We use contractual means to require each provider to maintain a comparable level of protection to our own, and we provide only the data necessary for their function.
The Meta Pixel loads only if you accept the “Advertising” category in our cookie banner. If you do not, it collects nothing.
9. When we disclose information to others
Apart from the providers above, we disclose your personal information only where:
- Required by law, court order or lawful authority
- Necessary to establish, exercise or defend a legal claim
- There is an emergency threatening the life, health or security of an individual
- A merger, acquisition or sale of business assets occurs (in which case we would inform you and the acquiring party would be bound by this policy)
- You have consented
10. How long we keep it
We retain personal information only as long as necessary to fulfil the purposes in section 5:
| Type of information | Retention period |
|---|---|
| Enquiries not resulting in engagement | 24 months from last contact |
| Email subscribers | Duration of subscription + 12 months |
| Client file and communications | 7 years from end of relationship |
| Accounting and tax records | 6 years after the tax year (Canada Revenue Agency requirement) |
| CASL consent records | 3 years after consent withdrawal |
| Browsing data and cookies | Per the table in the Cookie Policy |
Where we have used information to make a decision that directly affects you, we retain it for at least one year so that you may access it, as required by PIPEDA.
Once these periods expire, we securely destroy, erase or anonymize the information.
11. How we protect it
We apply safeguards proportionate to the sensitivity of the information:
- Encryption in transit (HTTPS/TLS) across the entire site
- Two-factor authentication on administrative accounts
- Need-to-know access: Gina Flores and, where applicable, contractors bound by confidentiality agreements
- Password manager with unique credentials per service
- Selection of providers holding recognized security certifications
- Periodic review of access and permissions
No method of internet transmission is completely secure. We cannot guarantee absolute security, but we can commit to reasonable measures applied diligently.
12. Accuracy
We keep your information as accurate, complete and up to date as is necessary for the purposes for which it is used. If you spot an error, write to us and we will correct it.
13. Your rights
Under PIPEDA you have the right to:
Access. Request confirmation of whether we hold personal information about you, what it is, how it has been used and to whom it has been disclosed. We respond within a maximum of 30 days. If we need an extension, we notify you in writing with our reasons.
Correction. Ask us to amend inaccurate or incomplete information. If we disagree with the correction, we record your objection on file and communicate it to anyone with access to that information.
Withdrawal of consent. At any time, subject to section 6.
Unsubscribe from commercial communications. Immediate and free of charge.
Complain. To our Privacy Officer and, if unsatisfied, to the competent authority (section 18).
Information about our practices. You may ask for details of our personal information management policies and procedures.
Access is free of charge. If a request would involve a cost, we would tell you in advance and you could withdraw it.
Legal exceptions may prevent us from granting access (solicitor-client privileged information, information that would reveal a third party’s personal information, confidential commercial information). Where that applies, we explain our reasons in writing.
14. How to exercise your rights
Write to gflores@u-topicmarketing.com with the subject line “Privacy request”, stating which right you wish to exercise and the information needed to locate your records.
We may ask you to verify your identity before responding, to protect your own information. We will request only what is strictly necessary for that verification.
15. Security incidents
If a breach of security safeguards occurs that creates a real risk of significant harm to you, we will meet our obligations under PIPEDA:
- Notify you as soon as feasible, describing the incident, the information involved and the steps you can take
- Report the breach to the Office of the Privacy Commissioner of Canada
- Notify any organization that may be able to reduce the risk
- Maintain a record of all breaches for 24 months
16. Cookies
This site uses first-party and third-party cookies. Strictly necessary cookies are set without consent because the site does not function without them. Analytics and advertising cookies are set only if you expressly accept them.
You can review or change your preferences at any time via the “Manage cookies” button. Full detail is in our Cookie Policy.
17. Minors
Our services are directed at organizations and professionals. They are not intended for individuals under 18 and we do not knowingly collect their personal information. If you believe a minor has provided us with data, write to us and we will delete it.
When providing services to educational institutions, we do not collect personal information about students unless a specific written agreement governs that processing.
18. Complaints
If you have a concern about how we handle your personal information:
Step 1. Write to our Privacy Officer: Gina Flores, gflores@u-topicmarketing.com. We acknowledge receipt within 5 business days and investigate every complaint we receive.
Step 2. If our response does not satisfy you, you may file a complaint with the Office of the Privacy Commissioner of Canada:
Office of the Privacy Commissioner of Canada 30 Victoria Street, Gatineau, Quebec K1A 1H3 Telephone: 1-800-282-1376 www.priv.gc.ca
19. Changes to this policy
We may update this policy to reflect legislative, technological or operational changes. We will post the revised version on this page with a new date and version number.
Where a change is material and affects how we use information already collected, we will notify you by email and, where the law requires, seek fresh consent.
20. Contact
Scale On Solutions Inc. (U-Topic Marketing) 225 Sumach Street, Toronto, Ontario M5A 0P8, Canada gflores@u-topicmarketing.com
Privacy Officer: Gina Flores
Related documents: Cookie Policy · Terms and Conditions · Legal Notice