Privacy Policy

Last updated: August 6, 2026

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This Privacy Policy applies whether you interact with Aptika through our website, email, telephone, live chat, purchase orders, payment authorization forms, or other business communications.

1. Information We Collect and How We Use It

We collect information directly from you, automatically through our website, and from service providers such as payment processors. We use this information to operate our business and serve our customers.

• Contact & Account Information: This may include your name, organization, email address, telephone number, and billing or shipping addresses. We use this information to create and manage your account, respond to quote requests, provide technical support, process orders, and maintain our business relationship.
• Order & Transaction Data: This may include products purchased, purchase order numbers, shipping instructions, order history, invoices, returns, repairs, and warranty information. We use this information to process, verify, fulfill, and deliver your orders and to provide ongoing customer service.
• Payment Information: This may include the cardholder name, billing address, credit card information, and transaction details. Credit card payments are processed through Moneris, while PayPal payments are processed through PayPal. We may retain encrypted credit card numbers and expiration dates for future transactions requested or authorized by the customer. Card security codes collected during online checkout are not retained after the initial payment process.
• Communications: If you email us, use live chat, call us, or submit a form, we may retain those communications to respond to your request, troubleshoot issues, resolve disputes, maintain business records, and provide customer service.
• Website and Technical Information: When you visit our website, we may automatically collect technical information such as your IP address, browser type, device information, referring page, pages viewed, session activity, and security logs. We use this information to operate, secure, troubleshoot, and improve our website.

2. How We Share Your Information

Aptika works with trusted third-party partners to fulfill orders and operate our website and business. We only share the information reasonably necessary for them to perform their services.

We may share your information with:

• Payment Processors: Such as Moneris and PayPal, to authorize and process payments, refunds, and related transactions.
• Fulfillment & Shipping Partners: Including distributors, manufacturers, warehouses, and shipping carriers, to prepare, ship, track, deliver, return, repair, or replace products. We do not share your payment card information with these partners.
• Service Providers: Companies that provide website hosting, email communications, live chat, analytics, infrastructure, and IT security services.
• Professional Advisers: Such as accountants, insurers, auditors, consultants, or legal advisers when reasonably necessary.
• Legal Authorities: When required or permitted by law, regulation, court order, or to protect the safety, security, property, or rights of Aptika, our employees, our customers, or others.

Aptika does not sell or rent personal information or customer lists.

3. Cookies and Tracking Technologies

Our website uses essential cookies and similar technologies to operate the shopping cart, maintain secure sessions, remember preferences, protect forms, and provide website functionality.

We also use selected third-party tools to improve website performance, security, and customer service:

• Fathom Analytics: A privacy-focused analytics service used to measure general website traffic and navigation without creating advertising profiles of our visitors.
• Zoho SalesIQ: Used to provide live chat and customer communication features. Zoho SalesIQ may use cookies and collect technical or interaction information when the service is enabled.
• Google reCAPTCHA: Used to protect our forms and checkout from spam, abuse, and automated bot attacks.
• YouTube: Some pages feature embedded videos using YouTube's privacy-enhanced mode where available. YouTube or Google may still collect technical information or place cookies when an embedded video is displayed or played.

You can control optional cookies through your browser settings or the cookie-consent tools available on our website. Disabling certain cookies may prevent some website features from working properly.

4. Data Storage, Security, and Retention

Where Your Data Lives: Aptika is headquartered in Montreal, Canada. Because we work with service providers, distributors, manufacturers, payment processors, and other partners across North America and internationally, your information may be processed or stored in Canada, the United States, or other jurisdictions. Information processed in another jurisdiction may be subject to the laws of that jurisdiction.

How We Protect It: We use reasonable technical, administrative, and organizational safeguards, including encryption of sensitive payment information, restricted access controls, secure network communications, authentication measures, and employee procedures designed to protect your information against unauthorized access, loss, misuse, alteration, or disclosure.

Aptika does not publicly disclose detailed security configurations, encryption methods, access procedures, network architecture, or other information that could weaken the security of our systems.

No method of transmission over the Internet or electronic storage is completely secure. While Aptika takes reasonable precautions to protect personal information, absolute security cannot be guaranteed.

How Long We Keep It: We retain personal information for as long as reasonably necessary to maintain accurate accounting and tax records, support warranties and ongoing customer relationships, prevent fraud, resolve disputes, and fulfill the purposes outlined in this policy.

Customer accounts, quotes, orders, invoices, payment records, purchase orders, support communications, repair records, warranty information, and related business records may be retained for extended periods when required for legitimate business, accounting, tax, legal, or regulatory purposes.

When information is no longer required, it is deleted, destroyed, or anonymized in accordance with our normal retention procedures. Temporary copies may remain in secured backup, archive, email recovery, or disaster-recovery systems until they are removed through regular retention cycles.

5. Marketing Communications

Aptika does not sell customer information to advertisers or use customer information to create advertising profiles.

Where permitted, Aptika may occasionally contact customers or individuals who have expressed an interest in our products or services. These communications may be sent manually by an Aptika employee.

You may ask us to stop sending promotional communications at any time. This will not prevent Aptika from sending necessary order confirmations, invoices, payment notices, shipping updates, support responses, security notices, or other communications related to an existing business relationship.

6. Your Privacy Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information. These may include the right to:

• Request access to the personal information we hold about you.
• Request corrections to inaccurate or incomplete information.
• Request the deletion of certain personal information, subject to legal, accounting, fraud-prevention, and business retention requirements.
• Withdraw your consent for certain uses of your information.
• Opt out of promotional marketing communications.
• Request information about how your personal information has been used or disclosed.
• Submit a complaint to the appropriate privacy or data-protection authority.

These rights are not absolute. Aptika may need to retain certain information to complete transactions, maintain invoices and accounting records, prevent fraud, meet legal requirements, resolve disputes, or protect the rights of Aptika or another person.

We may ask you to verify your identity before responding to a privacy request.

7. Artificial Intelligence

Aptika may use artificial intelligence tools internally to assist with the translation of website content or other non-customer materials.

Aptika does not send customer personal information to artificial intelligence.

8. Third-Party Websites

Our website may contain links to websites or services operated by third parties. Aptika does not control and is not responsible for the content, security, or privacy practices of those third parties.

We encourage you to review the privacy policy of any third-party website or service you use.

9. Children's Privacy

Aptika's websites, products, and services are intended for businesses, organizations, government agencies, educational institutions, and adult customers. They are not directed to children.

Aptika does not knowingly collect personal information from children without the consent or authorization required by applicable law. If you believe that a child has improperly provided personal information to Aptika, please contact our Privacy Officer.

10. Changes to This Privacy Policy

Aptika may update this Privacy Policy from time to time to reflect changes to our business, website, services, providers, practices, or legal obligations.

The updated Privacy Policy will be posted on our website with a revised "Last updated" date. Material changes may also be communicated through the website or another appropriate method.

11. Contact Our Privacy Officer

If you have any questions or concerns about this Privacy Policy, or wish to exercise your privacy rights, please contact our designated Privacy Officer:

Aptika Inc.
Montreal, Quebec, Canada
Email: [email protected]