1. Who We Are
Dominion Box is a Canadian entry processing company based in Toronto, Ontario. We digitize and process mail-in and online entries for promotional, rebate, loyalty and compliance programs on behalf of our clients. This policy explains how we handle personal information across our website and our services.
2. Scope
This policy covers two kinds of information. First, information we collect directly through this website and our business communications. Second, information contained within the entries and submissions we process for a client, where the client is responsible for the program and we act as a service provider on their behalf.
3. Information We Collect
- Website and enquiry information. When you contact us or submit a form, we collect the details you provide, such as your name, work email, company, program type, estimated volume and message.
- Entry and submission data. When we process a program for a client, entries may contain personal information about entrants, such as names, contact details, addresses and proof of purchase. We handle this data under our client's instructions.
- Technical information. Standard information your browser sends, such as general usage and device details, which helps us keep the site secure and working.
4. How We Use Information
- To respond to your enquiries and set up consultations.
- To deliver our entry processing services, including capture, validation, deduplication and delivery of data.
- To operate, secure and improve our website and services.
- To meet legal, regulatory and audit obligations.
5. Our Role And Legal Basis
For entry and submission data, our client is the organization that decides why and how the data is processed. We process it on their behalf and under their agreement with us. For website and enquiry information, we act on our own behalf. We handle personal information in line with Canadian privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA), and applicable provincial legislation.
6. Sharing And Disclosure
We do not sell personal information. We may share it with trusted service providers who help us run our operations, with the relevant client for whom we process a program, and where required by law or to protect our rights. Any provider we use is expected to protect the information to a standard consistent with this policy.
7. Data Retention
We keep personal information only as long as needed for the purpose it was collected, to meet the terms of our client agreements, and to satisfy legal and audit requirements. Entry data is retained and then disposed of according to the instructions in each client engagement.
8. Security
We protect information with secure handling processes and a documented chain of custody from intake to archive. Access to images and captured data is controlled through the Dominion Hub portal. No method of transmission or storage is perfectly secure, but we work to protect your information with appropriate safeguards.
9. Cross-Border Processing
We process entries from Canada and other countries, including the United States, United Kingdom, Germany and Australia. Where information is handled across borders, it may be subject to the laws of the jurisdictions involved. We take steps to keep it protected consistently wherever it is processed.
10. Your Rights
Depending on your location and the program involved, you may have the right to access, correct or request deletion of your personal information. If your data was submitted as part of a client's program, we will direct your request to that client where appropriate. To make a request, contact us using the details below.
11. Cookies
Our website uses only what is needed to function and to understand general usage. You can control cookies through your browser settings. If we add analytics or similar tools in future, we will update this policy.
12. Children
Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children through this site.
13. Changes To This Policy
We may update this policy from time to time. When we do, we will change the date at the top of this page. Significant changes will be communicated where appropriate.