PRIVACY POLICY

Effective Date: October 1st, 2026
Last Updated: October 1st, 2026

1. Purpose and Commitment to Privacy

Medicine Hat Sign Works Ltd. (“MHSW,” “we,” “our,” or “us”) is committed to protecting personal information and respecting the privacy of our customers, employees, suppliers, business partners, and website visitors.

This Privacy Policy explains how we collect, use, disclose, store, protect, and dispose of personal information in the course of our business operations, including when individuals visit our website, contact our shop, request a quote, purchase our products or services, or otherwise interact with us.

We handle personal information in accordance with applicable privacy legislation, including Alberta’s Personal Information Protection Act (PIPA) and, where applicable, Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Information We Collect

We collect personal information only when reasonably required for legitimate business purposes and, where required, with the appropriate consent.

2.1 Customer and Business Contact Information

We may collect the following information when customers, prospective customers, or business representatives interact with us:

Names and business names.
Email addresses and telephone numbers.
Mailing, billing, and project installation addresses.
Contact preferences and communication history.
Information submitted through website forms, emails, telephone calls, or in-person inquiries.

2.2 Quotes, Orders, Invoices, and Payment Information

To prepare quotes, manage projects, process transactions, and maintain business records, we may collect:

Quote, work order, purchase order, and invoice details.
Project specifications, measurements, artwork, and installation requirements.
Billing information and payment status.
Transaction records and information required to process payments.

Payment card information is handled through the applicable payment processing systems. We do not intentionally retain full payment card details or security codes in ordinary customer records.

2.3 Artwork and Project Information

As a custom sign manufacturer, we may collect and retain logos, graphics, photographs, drawings, proofs, branding guidelines, measurements, technical specifications, and other project-related materials supplied by customers or developed during a project.

These materials are used to prepare designs, obtain approvals, manufacture signage, complete installations, maintain production records, and provide ongoing customer service.

Project files may contain confidential business information. We take reasonable steps to prevent unauthorized access, use, or disclosure of those materials.

2.4 Employee and Personnel Information

We may collect and maintain personal information about employees and job applicants when reasonably necessary for recruitment, payroll, scheduling, benefits administration, workplace safety, training, performance management, and other employment-related purposes.

Access to employee information is restricted to authorized individuals who require it for legitimate business purposes. Employee information is handled in accordance with applicable privacy and employment legislation.

2.5 Website and Technical Information

When individuals visit our website, we may collect technical information such as IP addresses, browser types, device information, pages visited, referring websites, and website usage statistics, depending on the website tools and services in use.

We may use cookies and similar technologies to support website functionality, understand website traffic, and improve the visitor experience. Where applicable, further details will be provided in our Cookie Policy or through relevant website disclosures.

3. How We Use Personal Information

We may use personal information for the following purposes:

Responding to inquiries and communicating with customers.
Preparing estimates, quotes, proofs, and project proposals.
Manufacturing, delivering, and installing signage and related products.
Processing payments and managing accounts receivable.
Maintaining customer records, invoices, and transaction histories.
Coordinating suppliers, contractors, deliveries, and installation services.
Providing customer support, addressing concerns, and managing warranties or corrections.
Administering employment, payroll, scheduling, training, and workplace safety.
Maintaining business, tax, accounting, and other legally required records.
Improving our website, services, production processes, and customer experience.
Sending marketing communications where permitted by law and, where required, with consent.
Protecting our business, property, employees, customers, and other individuals.
Meeting legal, regulatory, contractual, and insurance obligations.

We will not use personal information for an unrelated purpose without obtaining consent where required by law.

4. Consent

By providing personal information to MHSW, individuals acknowledge that their information may be collected, used, and disclosed for the purposes explained in this Privacy Policy, subject to applicable law.

Consent may be express or implied where permitted by law, depending on the circumstances and the sensitivity of the information.

Where required, we will seek consent before using or disclosing personal information for additional purposes.

Individuals may withdraw consent at any time, subject to legal, contractual, and operational restrictions. Withdrawal of consent may affect our ability to provide certain products or services, complete a project, or maintain an account.

Requests to withdraw consent must be directed to the contact information provided in Section 14.

5. Artwork, Intellectual Property, and Promotional Use

MHSW may retain copies of artwork, proofs, project specifications, and completed project materials as reasonably necessary for production records, reorders, customer service, dispute resolution, and business administration.

5.1 Portfolio and Marketing Use

We may wish to photograph or display completed signage, installations, design concepts, and other projects in our portfolio, on our website, on social media, in printed materials, or in other promotional content.

Before using project materials in a manner that identifies a customer, reveals confidential information, or otherwise requires permission, we will obtain the appropriate consent or authorization.

Where appropriate and permitted, we may display completed work without identifying the customer or disclosing confidential details. We will take reasonable steps to avoid revealing sensitive project information, private addresses, security-related details, or other information that should not be made public.

Customers who have confidentiality agreements, restrictions on photography, or other project-specific requirements should advise us in writing before work begins.

5.2 Ownership and Copyright

This Privacy Policy does not determine ownership of artwork, logos, designs, photographs, or other intellectual property. Ownership and permitted use are governed by applicable law, customer agreements, licensing terms, and other contractual arrangements.

Permission to manufacture or install a sign does not, by itself, transfer intellectual property rights or grant unrestricted permission to use a customer's branding or confidential materials in advertising.

6. Disclosure and Sharing of Information

MHSW does not sell, rent, or trade personal information to third parties.

We may disclose personal information in the following circumstances, where authorized or permitted by law:

Service providers: To payment processors, website providers, software platforms, email providers, IT support providers, and other service providers who assist us in operating our business.
Project delivery: To suppliers, contractors, delivery companies, electricians, installers, or other parties when sharing information is reasonably necessary to complete an authorized project.
Professional advisers: To accountants, lawyers, insurers, or other professional advisers when reasonably required.
Legal requirements: When disclosure is required or authorized by law, court order, regulatory process, or another lawful obligation.
Protection of rights: When reasonably necessary to investigate suspected fraud, enforce agreements, collect outstanding amounts, protect property, or address a genuine safety or security concern.
Business transactions: In connection with a potential or completed sale, restructuring, or transfer of business assets, subject to applicable legal requirements and appropriate safeguards.

Third-party service providers may process information in locations outside Alberta or Canada, depending on the services used. Where applicable, information processed outside Alberta may be subject to the laws of that jurisdiction.

We take reasonable steps to ensure that third parties receiving personal information are subject to appropriate confidentiality and security obligations.

7. Confidentiality and Internal Business Practices

All MHSW employees and authorized representatives are expected to protect personal information and confidential business records encountered in the course of their duties.

Employees must:

Access customer, employee, supplier, and project information only when required for authorized work.
Keep quotes, invoices, customer contact details, artwork, proofs, and project files confidential unless disclosure is authorized.
Use approved business systems and accounts when handling customer information.
Take reasonable precautions when sending emails, sharing files, printing documents, or communicating with customers and suppliers.
Verify recipients before sending confidential information, proofs, invoices, or project files.
Avoid discussing confidential customer or employee matters in public areas or with unauthorized individuals.
Secure paper records, computers, devices, and work areas when unattended.
Never use customer information or confidential project materials for personal purposes or unauthorized promotion.
Report suspected loss, unauthorized access, accidental disclosure, or misuse of personal information to management promptly.

Customer files maintained in business software, including quoting, invoicing, and production management systems, must be accessed only for legitimate business purposes. Passwords and account credentials must not be shared with unauthorized individuals.

Management is responsible for establishing reasonable privacy practices, providing appropriate direction to employees, and addressing reported privacy concerns.

Failure to follow these requirements may result in corrective or disciplinary action, subject to applicable employment law and company procedures.

8. Data Security

MHSW takes reasonable administrative, technical, and physical measures to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, or destruction.

Depending on the information and circumstances, safeguards may include:

Restricting access to authorized personnel.
Using passwords and appropriate account security.
Maintaining reasonable physical security for records and equipment.
Using reputable business software and service providers.
Taking precautions when transmitting files and payment information.
Limiting access to confidential customer and employee records.
Securely disposing of records that are no longer required.

No method of electronic transmission or storage can be guaranteed to be completely secure. Although we take reasonable precautions, we cannot guarantee absolute security.

9. Privacy Incidents and Breaches

Employees and authorized representatives must promptly report any suspected or confirmed privacy incident to management. Examples include a lost device containing personal information, an email sent to the wrong recipient, unauthorized access to customer files, or the accidental publication of confidential project details.

MHSW will assess reported incidents and take reasonable steps to contain, investigate, and address them.

Where required by applicable law, we will notify affected individuals and the appropriate privacy regulator and maintain records of privacy incidents in accordance with applicable requirements.

Employees must not conceal a suspected privacy breach or independently make commitments on behalf of MHSW concerning a breach without management authorization.

10. Retention and Disposal of Information

MHSW retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, satisfy legal and contractual obligations, maintain appropriate financial and business records, resolve disputes, and protect legitimate business interests.

Retention periods may vary depending on the type of information, the nature of the project, applicable legislation, warranty requirements, and any outstanding legal or contractual matters.

When personal information is no longer required, we will take reasonable steps to securely destroy, erase, or anonymize it, subject to applicable recordkeeping requirements.

Project artwork and production files may be retained for future reorders, customer service, or other legitimate business purposes. Retention of a project file does not automatically authorize its public disclosure or promotional use.

11. Individual Rights and Privacy Requests

Subject to applicable law and any relevant exceptions, individuals may request:

Access: Information about the personal information MHSW holds about them and access to that information.

Correction: Correction of personal information that is inaccurate or incomplete.

Withdrawal of consent: Withdrawal of consent for certain collection, use, or disclosure activities.

Marketing preferences: Removal from promotional email lists or other marketing communications where applicable.

We may need to verify an individual's identity before responding to a privacy request. Requests will be handled within the time limits and in accordance with the requirements of applicable legislation.

Certain information may be retained or access may be restricted where permitted or required by law, including for legal obligations, contractual matters, or the protection of other individuals' rights.

To make a request, contact us using the details in Section 14.

12. Marketing Communications

MHSW may send promotional emails or other marketing communications where permitted by law.

Individuals may unsubscribe from promotional emails using the unsubscribe instructions provided or by contacting us directly. We will process applicable unsubscribe requests in accordance with legal requirements.

Opting out of marketing communications will not necessarily prevent us from sending non-promotional messages relating to quotes, orders, invoices, installations, warranties, account matters, or other existing business relationships.

13. Website Links and Cookies

Our website may contain links to third-party websites or services. MHSW is not responsible for the privacy practices, security, or content of external websites. Individuals should review the privacy policies of those websites before providing personal information.

Website visitors may be able to manage cookies through their browser settings. Disabling certain cookies may affect website functionality.

Where third-party analytics, advertising, or other tracking technologies are used, their operation and any applicable consent requirements will be addressed in accordance with applicable law and relevant website disclosures.

14. Contact Information and Privacy Complaints

Questions, concerns, access requests, correction requests, and complaints regarding this Privacy Policy or MHSW's handling of personal information should be directed to:

Medicine Hat Sign Works Ltd.
Email: mhsignworks@gmail.com
Website: www.mhsignworks.ca
Telephone: 403-504-5290
Location: Medicine Hat, Alberta, Canada

Please include sufficient details to help us understand and respond to your concern. Do not send passwords, full payment card details, or other unnecessary sensitive information by ordinary email.

We will review privacy concerns and take reasonable steps to address them. Individuals may also contact the Office of the Information and Privacy Commissioner of Alberta if they have concerns about how their personal information has been handled.

15. Changes to This Policy

MHSW may update this Privacy Policy from time to time to reflect changes in our business practices, technology, services, or legal obligations.

The current version will be published on our website with its effective or last-updated date. Material changes will be addressed in accordance with applicable legal requirements.

We encourage customers, employees, and website visitors to review this policy periodically.

Medicine Hat Sign Works Ltd.
Committed to protecting personal information, maintaining customer trust, and handling confidential business information responsibly.