Effective Date: July 2012
Last Updated: January 2026

 

  1. Introduction

Fox Translations Ltd. is committed to protecting the privacy, confidentiality, and security of personal information entrusted to us.

Founded in 1998 and based in Ottawa, Ontario, Fox Translations provides professional translation services to government, institutional, legal, healthcare, and corporate clients. Our facility maintains Secret-level clearance, and all employees hold a minimum of Protected B clearance, with most holding Secret clearance.

We comply with applicable Canadian privacy laws, including:

  • The Personal Information Protection and Electronic Documents Act (PIPEDA)
  • Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA)
  • The Personal Health Information Protection Act (PHIPA)
  • The Canadian Standards Association (CSA) Model Code for the Protection of Personal Information

This Privacy Policy describes how we collect, use, disclose, store, and protect personal information.

  1. Scope

This Privacy Policy applies to:

  • Client information
  • Personal information contained in documents submitted for translation
  • Website visitors
  • Business contacts
  • Contractors and subcontractors
  • Employees (subject to internal policies)
  1. Accountability

Fox Translations is responsible for personal information under its control. We have implemented policies, procedures, and safeguards to ensure compliance with applicable privacy legislation.

All employees and subcontractors:

  • Sign confidentiality agreements
  • Undergo security screening
  • Receive privacy and security awareness training
  • Are granted access strictly on a need-to-know basis
  1. Personal Information We Collect

We collect only the information necessary to provide translation services and manage our business operations.

4.1 Client and Business Contact Information

  • Name
  • Organization
  • Title
  • Email address
  • Phone number
  • Billing and payment details
  • Contractual information

4.2 Information Contained in Client Documents

As a translation service provider, we process information contained in documents provided by clients. These may include:

  • Names and contact information
  • Academic records
  • Legal documentation
  • Government records
  • Employment records
  • Personal health information (if included in source materials)

Fox Translations does not independently collect personal information beyond what is provided by clients or required for business administration.

 

  1. Purpose of Collection and Use

We collect and use personal information for the following purposes:

  • Providing translation services
  • Communicating with clients
  • Managing contracts and billing
  • Quality assurance and process improvement
  • Meeting legal and regulatory obligations

We do not use client information for marketing, profiling, analytics, or secondary commercial purposes without consent.

  1. Consent

By engaging our services or submitting information to us, clients consent to the collection, use, and disclosure of personal information for the purposes described in this Policy.

Where required by law, we will obtain express consent.

Clients are responsible for ensuring they have appropriate authority to share personal information contained in documents submitted for translation.

  1. Disclosure of Personal Information

Fox Translations does not sell, rent, or trade personal information.

Personal information may be disclosed only:

  • To authorized employees assigned to a project
  • To approved subcontractors under strict confidentiality agreements
  • Where required by law
  • With client authorization

All subcontractors are contractually bound to:

  • Maintain confidentiality
  • Comply with applicable privacy laws
  • Implement equivalent security safeguards
  • Use information only for assigned work

 

  1. Data Storage and Location

Fox Translations primarily stores and processes data within Canada.

Our safeguards include:

  • Controlled-access systems
  • Secure file transfer protocols
  • Encryption in transit
  • Access controls and authentication procedures
  • Segregated project folders
  • Secure facility infrastructure

Physical documents are stored in secure, access-controlled areas.

  1. Security Safeguards

We implement administrative, technical, and physical safeguards appropriate to the sensitivity of the information.

These include:

  • Secret-cleared facility
  • Protected B and Secret-cleared personnel
  • ISO 17100-certified processes
  • CGSB 131.10 compliance
  • Confidentiality agreements
  • Role-based access controls
  • Secure destruction procedures
  • Incident response procedures
  1. Data Retention

We retain personal information only as long as necessary to:

  • Fulfill contractual obligations
  • Meet legal requirements
  • Address quality assurance needs

Clients may request:

  • Specific retention periods
  • Early deletion
  • Confirmation of data destruction

Electronic data is securely deleted, and physical records are securely shredded when no longer required.

  1. Privacy Breach Response

Fox Translations maintains a documented Privacy Breach Response Procedure.

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

  1. Contain and secure the incident
  2. Conduct an internal investigation
  3. Assess risk and impact
  4. Notify affected clients without undue delay
  5. Cooperate with regulatory authorities where required
  6. Implement corrective measures

We comply with mandatory breach notification requirements under applicable legislation.

 

  1. Use of Artificial Intelligence

Fox Translations prioritizes human-led translation services.

We do not use client data to train public AI systems.

Where technology-assisted tools (such as translation memory systems) are used:

  • They operate in secure environments
  • Data is not shared externally
  • Human review is mandatory
  • No client data is used for unrelated purposes

We do not authorize the use of public generative AI platforms for client material without explicit client approval.

  1. Canada’s Anti-Spam Legislation (CASL)

Fox Translations complies with CASL by:

  • Sending commercial electronic messages only with consent
  • Including clear identification of sender
  • Providing unsubscribe mechanisms where required
  1. Access and Correction

Individuals may request access to personal information under our control, subject to legal limitations.

Requests may be submitted in writing to our Privacy Officer.

We will:

  • Respond within legislated timelines
  • Provide access where permitted
  • Correct inaccuracies where appropriate

 

  1. Website Privacy (If Applicable)

If your website collects data, you may include:

We may collect limited technical information such as:

  • IP address
  • Browser type
  • Device information
  • Website usage analytics

This information is used for security, performance, and administrative purposes.

Cookies may be used to enhance user experience. Users may disable cookies in their browser settings.

  1. Changes to This Policy

Fox Translations may update this Privacy Policy periodically to reflect changes in legal requirements or operational practices.

The updated version will be posted with a revised effective date.