1. What we collect
When you contact us, book a discovery call, or use our services, we collect information that helps us serve you. Specifically:
From firms enquiring about our services
- Name, work email, phone number, firm name and size
- What you’re looking for (offshore staffing, AI workflows, AI chat)
- Anything you tell us during a discovery call or in email
- IP address and browser metadata when you visit our website
From firms who become clients
- Billing information (handled by our payment processor — we do not store card numbers)
- Operational information needed to run placements or build workflows: software used, role specs, team structure
- Communications with our team across the engagement
From candidates in our talent pool
- Resume information, work history, qualifications, certifications
- Skills assessment and English proficiency test results
- Background check results (where authorised by the candidate)
2. How we use it
We use the information we collect for the following purposes only:
- To run the service you’ve requested — match candidates, build workflows, deploy AI chat, etc.
- To communicate with you — reply to enquiries, send invoices, share placement updates, deliver monthly reports.
- To improve our matching and processes — aggregate, de-identified data only.
- To meet legal and regulatory obligations — tax reporting, audit requirements, lawful requests.
We do not sell your information. We do not use it for advertising. We do not train AI models on your client data.
3. Who we share it with
Your information stays inside SOA except in these limited situations:
- Service providers we use to run the business (payment processing, email delivery, calendar booking) — bound by data-protection agreements with us.
- Candidates and clients we match — for example, we share your role spec with shortlisted candidates so they can prepare for an interview. We share candidate profiles with you when we propose them.
- Legal authorities — only if we’re required to by law, court order, or to protect against fraud or harm.
We never sell your data to advertisers, brokers, or any third party. Ever.
4. How long we keep it
- Enquiry data — up to 24 months from your last contact, unless you ask us to delete it sooner.
- Active client data — for the duration of our engagement plus 7 years for tax and audit retention.
- Candidate data — for as long as the candidate is in our talent pool, plus 12 months after they leave it.
- Website analytics — 26 months (Google Analytics default).
5. How we protect it
- Encryption in transit (TLS 1.2+) and at rest (AES-256) for all client data.
- Role-based access controls — only the SOA team members who need access have it.
- Audit logs on all access to client information.
- Multi-factor authentication on all internal accounts.
- Annual third-party security review.
- AI workflows we build follow the same standards. AI chat conversations are stored encrypted.
6. Your rights
You have the right to:
- Access the information we hold about you.
- Correct anything inaccurate.
- Delete your information (subject to legal retention requirements).
- Withdraw consent for marketing communications at any time.
- Object to certain types of processing.
- Lodge a complaint with the Office of the Privacy Commissioner of Canada or your regional regulator.
To exercise any of these rights, email info@contactsoa.com. We’ll respond within 30 days.
7. Cookies and analytics
Our website uses:
- Essential cookies for the site to function (e.g., remembering your nav state).
- Analytics cookies (Google Analytics) to understand how visitors use the site. We use anonymised IPs and the data is aggregate.
- No advertising cookies and no third-party trackers.
You can disable analytics cookies in your browser settings without affecting site functionality.
Questions, requests, or concerns? Reach our privacy lead:
This policy may change. We’ll post the “Last updated” date at the top whenever we revise it. Material changes will be emailed to active clients.