All assessments are conducted using secure, company-managed mobile devices to ensure data protection and field integrity. Our devices are configured with the following safeguards:

1. Work Use Only: Personal apps, social media, and messaging platforms are strictly disabled.
2. Encrypted and Password Protected: All devices meet modern security standards for encryption and access control.
3. Monitored for Unauthorized Activity: Devices are centrally monitored to detect any misuse or security issues.
4. Remote Wipe Capability: In the event of loss or theft, devices can be remotely wiped to prevent data exposure.
5. Strict Internal Protocols: All employees are trained on proper use, and devices are subject to regular audits to ensure compliance.

These controls help protect your data, brand standards, and any sensitive information we may require from you at every step of the assessment procedure.

At True North Retail Solutions, we prioritize the careful and ethical handling of all data collected during our assessments. We adhere to the principle of data minimization, collecting only the information necessary to fulfill your specific service requirements, this may include:

1. Store layout and fixture observations.
2. Planogram and display compliance.
3. Product placement and pricing.
4. Digital shelf and app accuracy.
5. Access to the inventory database of the service location.
6. A dummy environment with all relevant product information (Most applicable to third-party apps)

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We do not collect any personally identifiable information (PII) of customers or employees unless explicitly authorized in writing. All data collected is used soley for the purposes agreed upon, and is stored securely through its life cycle.

Additionally:

1. Data is accessed by authorized personnel only who are trained in privacy and security best practices
2. We implement strict controls to prevent unauthorized sharing or disclosure of your information
3. Reports and data exports are transmitted using encrypted channels to maintain confidentiality
4. We comply fully with applicable privacy laws including PIPEDA, ensuring your data rights are respected at all times.

Your trust is paramount, and our data handling practices reflect our commitment to protecting your business information every step of the way.

All reports, photos, and field notes are:

1. Stored in secure cloud environments.
2. Encrypted both at rest and in transit.
3. Shared only with authorized contacts via secure links or protected portals.

Your information never passes through unsecured channels.

Access to client data is strictly limited to authorized Retail Solutions Specialists assigned to your project. Every team member undergoes training in:

1. Confidential data handling.
2. Device and app security.
3. Field privacy awareness.
4. PIPEDA and compliance protocols.

We also enforce strict internal policies around confidentiality and data access limits.

As a Canadian business, we operate under the Personal Information Protection and Electronic Documents Act (PIPEDA). This means:

1. We collect the minimum data required.
2. We use it only for the purposes you approve.
3. We store it securely.
4. You can request a full data overview or deletion at any time.

We're also happy to adapt to additional privacy frameworks if your business requires it.

Every project is different. If your store, company, or brand requires a specific privacy or data handling process, we'll incorporate that into our approach. From custom NDA agreements to secure-only communication workflows, we can match your expectations.

At True North Retail Solutions, we retain data only as long as necessary to fulfill our service commitments and comply with legal obligations.

1. Service Data: Assessment forms, reports, and related service data are typically retained for up to 6-12 months after project completion, unless otherwise agreed.
2. Financial Records: All financial records, including invoices, receipts, and tax documents, are securely stored in a locked, access controlled area within our premises. Access to these records is strictly limited to authorized personnel only, ensuring the confidentiality and protection of sensitive information. These documents are held for 6 years to satisfy tax and legal obligations.
3. Secure Storage & Disposal: All assessment data is stored securely with encryption. Data beyond its retention period is securely deleted or anonymized to protect your confidentiality. Financial documents or sensitive information received digitally are promptly printed and then securely deleted from our systems to minimize digital storage risks and maintain confidentiality.

You can request our formal Data & Privacy Policy for a comprehensive breakdown of our procedures. To ensure responsible use and protect sensitive information, requests will be considered only if they meet the following criteria:

1. The requestor must have a legitimate interest in reviewing the policy, such as being a current client, partner, or employee.
2. Requests must be submitted in writing, clearly stating the purpose of the review.
3. We reserve the right to verify the identity and authorization of the requestor before providing access.
4. Requests that are deemed excessive, unrelated to a business relationship, or potentially harmful to confidentiality or security can and will be declined.

Please contact us directly at info@truenorthretailsolutions.ca to submit a request, or for further infomation.