Privacy Policy

Privacy Policy

1. Data controller & contact

TheZ8 Ltd. is the data controller for personal data processed in connection with the services provided.

2. Information We Collect

As a registered MSB under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (PCMLTFA), we are legally required to collect and verify certain identity information before providing services. Collection of this information is mandated by the PCMLTFA and associated Regulations. You may not withhold consent for this processing - providing this information is a condition of receiving our services.

2.1 Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, company name

• Communication Data: Messages sent through our contact forms or email

• Business Information: Company details when inquiring about our services

• Marketing Preferences: Your preferences for receiving communications from us

2.2 Technical Information

• Device Information: IP address, browser type, operating system

• Usage Data: Pages visited, time spent on site, click patterns

• Cookies and Tracking: As described in our Cookie Policy

2.3 Payment Platform Services

When you register for or use our payment platform, we collect additional information necessary to provide those services. 

This Policy governs all data collection from the date of your registration. Where new services introduce materially new processing activities, we will provide notice and, where required by law, obtain your consent before commencing such processing.

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Communication and Inquiries

• Responding to your inquiries and contact form submissions

• Providing information about our services and company

• Communicating updates about our platform development

• Sending newsletters and marketing communications (with your consent)

3.2 Website Operations

• Improving our website functionality and user experience

• Analysing website usage and performance

• Ensuring website security and preventing fraud

3.3 Business Development

• Evaluating potential business partnerships

• Preparing for future service launches

• Market research and business planning

3.4 Legal and Regulatory Preparation

• Preparing for MSB operational requirements

• Maintaining records as required by financial services regulations

• Screen clients and transactions against applicable sanctions lists

• Ensuring compliance with applicable laws

We may use automated systems and algorithms to assist in compliance activities. Automated processes may result in decisions that affect your access to services, including enhanced due diligence requirements, transaction holds, or account restrictions.

Where an automated decision has a significant effect on you, you may contact us at privacy@thez8.com to request that a member of our team reviews the decision. We will respond to such requests within 30 days.

4. Legal Basis for Processing

We process your personal information based on:

• Legitimate Interest: For business communications, website operations, and service development

• Consent: For marketing communications and optional services

• Legal Obligation: To comply with applicable laws and regulations

• Contractual Necessity: When we enter into agreements with business partners

5. Information Sharing and Disclosure

We may share your information with:

5.1 Service Providers

• Website hosting and technical service providers

• Email marketing and communication platforms

• Analytics and website performance services

• Professional advisors (lawyers, accountants, consultants)

5.2 Regulatory Authorities

• FINTRAC and other Canadian financial regulators (when required)

• Law enforcement agencies when legally required

• Tax authorities as required by law

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information:

• Encryption: Secure data transmission and storage

• Access Controls: Restricted access on a need-to-know basis

• Monitoring: Regular security monitoring and updates

• Compliance: Security measures aligned with industry standards

7. Data Retention

We are required by the PCMLTFA or associated Regulations to retain records for a minimum of five (5) years from the date the record was created or the business relationship ended, whichever is later. This includes identity verification records, transaction records, and any reports filed with FINTRAC.

This five-year retention obligation applies regardless of any request for deletion or erasure submitted under Section 8 of this Policy. We will inform you if a deletion request cannot be fulfilled due to a legal retention obligation.

We retain your personal information for as long as necessary to:

• Respond to your inquiries and provide requested information

• Comply with legal and regulatory requirements

• Maintain business records for operational purposes

• Resolve disputes and enforce our agreements

Contact form submissions and email communications are typically retained for 3-5 years unless you request deletion.

8. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Access: Request copies of your personal information

• Correction: Request correction of inaccurate information

• Deletion: Request deletion of your information (subject to legal requirements)

• Portability: Request transfer of your information

• Objection: Object to certain processing activities

• Withdrawal: Withdraw consent for marketing communications

To exercise these rights, contact us at privacy@thez8.com.

9. International Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers.

10. Cookies and Tracking

We use cookies and similar technologies to enhance your website experience. These may include:

• Essential cookies for website functionality

• Analytics cookies to understand website usage

• Marketing cookies for advertising (with your consent)

You can manage cookie preferences through your browser settings.

Some cookies are set by third parties (e.g., advertising networks). We do not control these cookies. For details on a third party’s use of cookies, please refer to their privacy or cookie policy.

We treat all cookie-related data in accordance with our Privacy Policy. We implement technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

12. Children's Privacy

Our website and services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

13. Marketing Communications

We may send you marketing communications about our services and company updates. You can:

• Opt-out at any time using unsubscribe links

• Contact us to update your preferences

• Manage your communication preferences through your account (when available)

14. Data Breach Notification

In the event of a breach of security safeguards involving your personal information, we will:

  • Assess whether the breach creates a real risk of significant harm to you

  • Notify the Office of the Privacy Commissioner of Canada (OPC) as soon as feasible if a real risk of significant harm exists

  • Notify you directly if it is determined that the breach creates a real risk of significant harm

  • Maintain a record of all breaches for a minimum of 24 months

If you believe your personal information held by us may have been compromised, please contact us immediately at privacy@thez8.com.

15. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website

• Updating the "Last Updated" date

• Sending email notifications for significant changes

16. Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us: support@thez8.com

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If you have a concern about how we handle your personal information, we encourage you to contact us in writing to support@thez8.com with the subject line "Privacy Complaint". We will investigate and provide a written response within 30 calendar days. Complex matters may require up to 60 days; we will notify you if an extension is needed.

Website: thez8.com

Address: Altius Centre Suite, Office 2530, 25th Floor, 500 4th Avenue, South West Calgary, Alberta T2P 2V6, Canada

For general inquiries: info@thez8.com

17. Regulatory Information

TheZ8 Ltd. is registered as a Money Services Business with FINTRAC under license number C100000573. You can verify our registration at: https://fintrac-canafe.canada.ca/msb-esm/reg-eng

For complaints related to our privacy practices, you may also contact the Office of the Privacy Commissioner of Canada at: https://www.priv.gc.ca/