Privacy Policy

1. Scope & Purpose

This Privacy Policy explains how CIMS Energy Management Inc., including its program division CIMS Canada Learning & Delegation Tours, collects, uses, discloses, and protects personal information obtained through our website, direct communications, project proposals, and program registrations.

2. What Personal Information We Collect

We collect only the personal information necessary to deliver our consulting, engineering, and delegation program services. This may include:

• Contact Information: Name, professional title, business organization or school affiliation, business email address, phone number, and mailing address.
• Project & Advisory Communications: Technical inquiries, scopes of work, RFP materials, and direct email correspondence.
• Delegation & Tour Information: For participants in educational or study tours (such as WAYLA or professional delegations), details required for logistics, institutional access, emergency coordination, dietary or medical disclosures, and chaperone/parental consent documentation.
• Technical Metadata: Standard, non-identifying server logs (such as IP addresses, browser types, and access timestamps) used strictly for security monitoring and operational stability.

3. Why We Collect & How We Use Information

We use collected information solely for legitimate commercial and educational purposes:

• To evaluate, respond to, and fulfill engineering, LCOE modeling, or grid consulting proposals.
• To plan, coordinate, and administer educational study tours, campus visits, youth camps, and executive delegations.
• To ensure participant safety, emergency preparedness, and appropriate supervision during Canadian programs.
• To issue formal invitation documentation and logistical support for international participants.
• To meet statutory, regulatory, and audit requirements under Canadian federal and provincial law.

4. Consent & Disclosure

We obtain express or implied consent in accordance with PIPEDA. We do not sell, rent, or trade personal information to third parties. We disclose personal information only:

• To verified Canadian host institutions, universities, and vetted accommodation/service partners directly involved in delivering scheduled delegation itineraries.
• When required by law, court order, or regulatory authority.
• In emergency situations involving the health, safety, or safeguarding of a participant.

5. Data Storage, Security & Retention

We maintain reasonable technical, organizational, and physical safeguards to protect personal information against loss, unauthorized access, copying, or alteration. Information is retained only as long as necessary to satisfy the purpose for which it was collected, or as required by applicable Canadian tax, corporate, and limitation statutes. Once no longer required, data is securely anonymized or destroyed.

6. Your Privacy Rights (Access & Correction)

Under PIPEDA, you have the right to request access to personal information we hold about you, request corrections to inaccurate records, or withdraw consent (subject to legal or contractual limitations).