Effective: October 8, 2026
At XMetaSol, your privacy matters to us. This Privacy Policy explains how XMetaSol Inc. ("XMetaSol", "we", "us") collects, uses, discloses and protects personal information. It applies when you visit xmetasol.com, contact us, use our WhatsApp chat button, sign up for our newsletter, respond to our ads or social media posts, or become a client.
We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA). "Personal information" means information about an identifiable individual.
1. Information we collect
Information you give us
When you fill out a form, contact us, request a quote or respond to our ads, we may collect:
- Full name
- Email address
- Phone number
- Job title
- Company name
- City and industry
- The services you're interested in, and anything you write in your message
If you become a client, we also collect billing contact details and the project information you choose to share with us, such as content, business details and account access you give us. We don't collect or store payment card numbers on our website.
Information collected automatically
When you visit our website, our systems and service providers may collect your IP address, browser and device type, the pages you view, how you arrived at our site, your approximate location (city or region) and the date and time of your visit. This happens through server logs, cookies and similar technologies (see section 4).
2. How we use your information
We use personal information to:
- Reply to your enquiry and contact you about the services you asked about
- Prepare quotes, proposals, invoices and contracts, and deliver our services
- Protect our website and forms from spam and abuse
- Understand how visitors use our website so we can improve it and our advertising
- Send our newsletter, but only if you've opted in (see section 6)
- Meet our legal, tax and accounting obligations
We collect only what we need for these purposes. We won't use your information for a new purpose without your consent, unless the law allows it.
We do not sell or rent your personal information.
3. Service providers and tools we use
We share personal information only with service providers that help us run our website and business, and only as much as they need to do their work. They are required to keep it confidential and protect it.
| Service | What it does | Information involved | Where it's processed |
|---|---|---|---|
| NameHero (web hosting) | Hosts our website, our forms and the database where form entries are stored | Form entries; server logs (IP address, browser) | United States |
| Website contact forms | Collect your enquiries through our site | What you type in the form | Stored with our web host (United States) |
| Cloudflare Turnstile | Checks that form submissions come from a person, not a bot | IP address, browser and device signals | United States and other countries where Cloudflare operates |
| WhatsApp (Meta Platforms) | Our chat button opens a WhatsApp conversation with us | Your phone number, WhatsApp profile name and messages, once you choose to message us | Meta's servers, including outside Canada |
| Google Analytics 4 | Measures website visits and which pages and buttons are used | Cookie identifiers, device and browser information, pages viewed, approximate location | United States and other countries where Google operates |
| Google Search Console | Shows us how our website appears in Google Search | Combined search statistics only; it places no cookies on our site and doesn't identify you to us | United States |
| Our email newsletter tool | Stores newsletter subscribers and sends our newsletter | Name, email address, consent record, email opens and clicks | Stored with our web host (United States); emails may be delivered through a sending service outside Canada |
| Email and business software | Our email, accounting, file sharing and project tools | Your messages, invoices and project files | Canada, the United States or other countries, depending on the provider |
Cloudflare Turnstile
Turnstile runs a quick, mostly invisible check when you use one of our forms. Cloudflare states that it uses this information to tell people apart from bots, not to track you across websites or for advertising. See Cloudflare's privacy policy.
WhatsApp chat button
The WhatsApp button on our website doesn't send anything to us or to WhatsApp until you click it. The button may save a small setting in your browser to remember that you've already seen its message; this setting contains no personal information. When you click it, WhatsApp (owned by Meta) opens, and your conversation is handled under WhatsApp's Privacy Policy. We use what you send us on WhatsApp only to reply to you and to provide our services. Please don't send sensitive information, such as passwords or payment card numbers, by WhatsApp or email.
Information stored or accessed outside Canada
We're based in Calgary, Alberta. Some of our service providers and contractors are located outside Canada, including in the United States, and may store, process or access personal information on our behalf. They are bound by confidentiality obligations and may use the information only to provide services to us. While your information is outside Canada, it is subject to the laws of that country, and courts, law enforcement or other authorities there may be able to access it. To ask how our service providers and contractors outside Canada handle personal information, contact our Privacy Officer (see section 10).
Links to other websites
Our website, ads and social media posts may link to other platforms, such as LinkedIn, Instagram, Facebook and WhatsApp. We aren't responsible for their privacy practices, so please review their policies.
Other disclosures
We may also disclose personal information when the law requires or allows it, or to a buyer or successor as part of a sale or reorganization of our business, in which case it remains protected under this policy.
4. Cookies and analytics
Cookies are small files saved in your browser. We use:
- Essential cookies and browser storage that keep our website secure and working, such as spam protection on forms, page caching and the chat button setting.
- Analytics cookies from Google Analytics 4 that help us count visits and see which pages, forms and buttons are used. These include cookies named "_ga" and "_ga_" followed by an ID, which can last up to 2 years. Google Analytics data is kept for 14 months. We don't use Google Analytics to identify you personally.
We don't use advertising or retargeting cookies. If that changes, we'll update this policy first.
Your choices:
- Block or delete cookies in your browser settings. Our website will still work, although some features may not.
- Install the Google Analytics opt-out browser add-on.
- Learn how Google uses information from websites that use its services at policies.google.com/technologies/partner-sites.
5. Consent
When you submit a form, message us or email us, you consent to us using your information to respond and to provide the services you ask about, as described in this policy. You can withdraw your consent at any time by contacting us, subject to legal or contractual restrictions. If you withdraw consent, we may not be able to provide some services.
6. Newsletter and marketing emails
We send newsletters and marketing emails only to people who have given express consent, for example by ticking a separate, unticked checkbox on one of our forms or by using a newsletter sign-up form. We keep a record of when and how you gave consent.
Every marketing email identifies XMetaSol Inc., includes our contact information and has a working unsubscribe link. We process unsubscribe requests promptly and within 10 business days, as required by Canada's Anti-Spam Legislation (CASL).
Replies to your enquiries and messages about an active project are not marketing emails, and we'll continue to send those.
7. How long we keep information
| Information | How long we keep it |
|---|---|
| Enquiries that don't become projects (form entries, emails, WhatsApp chats) | Up to 24 months after our last contact, then deleted |
| Client records (contracts, invoices, project correspondence) | For as long as you're a client, plus at least 6 years to meet Canadian tax and accounting requirements |
| Newsletter subscribers | Until you unsubscribe; we then keep only a record of the unsubscribe so we don't email you again |
| Google Analytics data | 14 months |
| Server and security logs | For a limited time, as needed for security and troubleshooting |
If we use your personal information to make a decision that directly affects you, we keep it for at least one year after that decision so you have a reasonable opportunity to request access to it. When we no longer need personal information, we securely delete it or make it anonymous.
8. How we protect your information
We use reasonable safeguards, including:
- HTTPS encryption across our website
- Spam and bot protection on our forms
- Two-factor authentication for website administrator access
- Strong passwords and access limited to people who need it
- Regular backups and software updates
No method of transmission or storage is completely secure, but we work hard to protect your information. If a privacy breach creates a real risk of significant harm, we will notify you and the appropriate privacy commissioner as required by law.
9. Your rights
You have the right to:
- Ask whether we hold personal information about you, and request access to it
- Ask us to correct information that's inaccurate or incomplete
- Ask us to delete information we no longer need, unless we're required to keep it by law
- Withdraw your consent, including unsubscribing from marketing emails at any time
- Ask how your information is used and who it has been shared with, including service providers outside Canada
To make a request, email info@xmetasol.com with the subject "Privacy request". We may need to confirm your identity before we respond. We'll reply within 30 days, or let you know if we need more time, as PIPEDA and PIPA allow. There is usually no charge.
If you're not satisfied with our response, you can contact:
- The Office of the Information and Privacy Commissioner of Alberta: oipc.ab.ca
- The Office of the Privacy Commissioner of Canada: priv.gc.ca
10. Contact our Privacy Officer
Our Privacy Officer is responsible for our compliance with this policy and can answer your questions, including questions about service providers and contractors outside Canada.
Privacy Officer, XMetaSol Inc.
Calgary, Alberta, Canada
Email: info@xmetasol.com
Phone or WhatsApp: +1 (587) 330-7775
11. Children
Our website and services are intended for businesses and adults. We don't knowingly collect personal information from children under 16. If you believe a child has sent us personal information, please contact us and we'll delete it.
12. Changes to this policy
We may update this policy when our services, our tools or the law change. We'll post the updated version on this page with a new effective date, and if the changes are significant, we'll also post a notice on our website.