Privacy
Policy.

01

Scope and applicable laws

This policy applies when you visit kikan.ca, contact us, submit a trade inquiry or supplier application, act for an organization, or otherwise engage with Kikan. It does not govern independent third-party websites or services.

Kikan is based in Alberta. Alberta’s Personal Information Protection Act (PIPA) generally governs provincially regulated private-sector organizations in Alberta. Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) may apply to personal information handled in interprovincial or international commercial activities and in other circumstances within federal jurisdiction. We apply the law that governs the relevant activity.

02

Personal information we may collect

03

How we collect information

We may collect personal information directly from you; from an organization or representative with whom you are connected; automatically through our website and security systems; from professional advisers, service providers, transaction participants or due-diligence providers; and from lawful public sources such as corporate registries, sanctions lists and government records.

If you provide information about another person, you must have lawful authority to do so and should direct that person to this policy where appropriate.

04

Why we use personal information

• Respond to, route and manage enquiries, applications and communications.
• Assess commercial fit, identity, authority, ownership, source, rights, product, route and counterparty risk.
• Conduct legal, compliance, sanctions, fraud-prevention and responsible-sourcing review.
• Structure, document, administer and monitor business relationships and proposed transactions.
• Protect our website, systems, personnel, counterparties and property.
• Maintain records, support audits, establish or defend legal claims and resolve disputes.
• Operate, troubleshoot and improve the website and our services.
• Send permitted business communications and comply with legal or regulatory requirements.

We limit collection, use and disclosure to purposes that a reasonable person would consider appropriate in the circumstances and to what is reasonably necessary for those purposes.

05

Consent and other lawful authority

We seek meaningful consent when required. Consent may be express or implied depending on the sensitivity of the information, your reasonable expectations and the circumstances. You may withdraw consent, subject to reasonable notice and legal, contractual or operational restrictions. Withdrawal does not affect processing already lawfully completed.

Applicable law may permit or require collection, use or disclosure without consent—for example, to investigate fraud, respond to lawful authority, collect a debt, address an emergency or meet another legal requirement.

06

When we disclose information

We may disclose personal information on a need-to-know basis to:

• Kikan personnel and authorized representatives;
• website, hosting, form, email, security, analytics, records, identity-screening and other service providers;
• lawyers, accountants, auditors, insurers, financial institutions and other professional advisers;
• prospective or actual transaction participants when necessary, appropriate and authorized;
• courts, regulators, law-enforcement bodies or other authorities where required or permitted by law;
• a party to a proposed financing, reorganization, sale or transfer of all or part of the business, subject to appropriate controls; or
• another party with your consent or direction.

We do not sell or rent personal information.

07

Service providers and cross-border processing

Kikan may use service providers or engage counterparties in Canada and other countries. Personal information processed outside Alberta or Canada may be subject to the laws of that jurisdiction and may be accessible to its courts, law-enforcement or national-security authorities.

We select providers with regard to the nature of the service and information involved and use reasonable contractual, administrative and technical measures where appropriate. Contact us if you have questions about service providers that may process your information outside Canada.

08

Retention and disposal

We retain personal information only as long as reasonably necessary for the identified purposes, legal or regulatory requirements, recordkeeping, dispute resolution and the establishment or defence of legal claims. Retention periods vary according to the record, relationship, sensitivity, risk and applicable limitation periods.

When information is no longer required, we securely destroy, delete or anonymize it, subject to lawful backup cycles and records that must be retained.

09

Safeguards and privacy incidents

We use safeguards appropriate to the sensitivity, amount, format and risk of the information. These may include need-to-know access, authentication, encrypted transmission, secure providers, access logging, backups, confidentiality requirements, staff awareness, vendor controls and secure disposal.

No method of transmission or storage is completely secure. If a privacy incident occurs, we take reasonable steps to contain and assess it, preserve appropriate records, reduce harm and notify affected individuals or privacy regulators where required by applicable law.

10

Your choices and privacy rights

Subject to applicable law, you may ask to:

• access personal information Kikan holds about you and information about its use or disclosure;
• correct inaccurate or incomplete personal information;
• withdraw consent where processing depends on consent;
• unsubscribe from optional marketing communications; or
• raise a question or complaint about our privacy practices.

We may need to verify your identity before responding. Access may be limited by legal exceptions, including information about another person, confidential commercial information or legally privileged material. We will explain a refusal where the law requires us to do so.

11

Cookies and electronic communications

Our website may use essential, preference, measurement and security technologies. The types in use, their purposes and available controls are described in our Cookie Notice. You can also use browser controls, although blocking essential technologies may affect website operation.

We send commercial electronic messages only where authorized by applicable law. Messages will identify the sender and provide a working unsubscribe method where required. Unsubscribing from marketing does not prevent necessary service, security, legal or relationship communications.

12

Children, external links and policy changes

Children

Kikan’s website and services are intended for business users and are not directed to children under 18. If you believe a child has provided personal information, contact us so we can assess and address it.

External links

Links to independent websites are provided for convenience. Their privacy practices are governed by their own notices, and Kikan is not responsible for them.

Changes to this policy

We may update this policy to reflect legal, operational or technical changes. The revised version will be posted here with an updated date. We will provide additional notice when required by law or when a change is material.