This Privacy Policy explains how Rdg Solutions Inc. collects, uses, stores and protects information when people visit our website, contact our office or engage our operations consulting services. The website and the consulting practice are maintained by RidgeLine Solutions, and every privacy question, request or concern reaches the same small team that answers the phone. We have written this document in plain language on purpose, because a privacy policy that nobody can read protects nobody.
Our registered office is at 19 Gunn Ave, Brantford - N3T 0V3, Canada (CA). You can reach us by email at solutions@ridgelinesolutions.buzz or by telephone at +18282206832. We are a Canadian company and we design our practices around Canadian privacy expectations, while taking into account the reasonable expectations of clients and website visitors located elsewhere.
1. Who We Are
Rdg Solutions Inc. is a computer systems design and related services firm working in the professional, scientific and technical services sector. Our practice covers integrated systems thinking for outdoor field operations, including route planning, crew scheduling, gear standards and field communications. Although our clients work outdoors, our own work is analytical and administrative, and it is carried out from an office at 19 Gunn Ave, Brantford - N3T 0V3, Canada (CA) as well as on client sites during arranged visits.
In this document the terms we, us and our refer to Rdg Solutions Inc. The developer and maintainer of this website is RidgeLine Solutions. When this policy refers to the Company it means Rdg Solutions Inc. as the operator of the website and the provider of consulting services. The distinction matters in only one practical respect: RidgeLine Solutions builds and maintains the website, while Rdg Solutions Inc. is responsible for the content, the client relationships and the handling of information described here.
We act as the controller of information gathered through our own website, our enquiries and our own business records. Where we process information on behalf of a client during a consulting engagement, we act as a service provider under the direction of that client, and the client privacy notice governs the underlying relationship. The section on field data below explains that arrangement in more detail.
2. Scope of This Policy
This policy applies to information collected through the website ridgelinesolutions.buzz, any message sent to our published email address, any call to our published telephone number, any enquiry made through our contact form and any information exchanged while preparing for or delivering a consulting engagement.
The policy does not apply to services offered by other organisations, even where our website links to them. It also does not apply to information that a client collects and controls independently, such as employee records held in the client human resources system or data collected by a third party scheduling platform. Where a client asks us to work inside such a system, we follow the client instructions and the terms of that system.
We do not sell consulting leads, mailing lists or client records. We do not operate an advertising network and we do not build profiles of website visitors for resale. Any information we hold exists to answer enquiries, deliver work and maintain the ordinary records that a professional services firm must keep.
3. Information We Collect
The information we collect falls into a few simple groups. We try to collect the smallest amount that lets us do the job well, and we avoid asking for details that serve no clear purpose.
Information you provide directly
- Name, organisation name, job title and role in a crew or field operation.
- Email address, telephone number and preferred contact method.
- The contents of messages sent through the contact form, by email or by post.
- Site addresses, access notes and general descriptions of the ground you work.
- Documents you choose to share, such as schedule drafts, route notes, kit lists or crew rosters.
- Billing and payment details for invoicing an engagement.
Information collected automatically
- Standard web server logs, including internet protocol address, browser type, referring page and the date and time of a request.
- Aggregate statistics about which pages are viewed and how visitors move between them, where such measurement is enabled.
- Device and network information that a web server necessarily receives when a page is requested.
Information created during an engagement
- Field notes, route drawings, schedule audits, kit standards and communication plans.
- Correspondence between our team and client staff, including meeting summaries.
- Attendance and logistics records for workshops, walkthrough days and practice sessions.
We do not intentionally collect sensitive categories of personal information such as health records, biometric identifiers or financial account credentials. If a project genuinely requires information of that kind, we will discuss it in advance, limit the collection to what is necessary and secure it separately.
4. How We Collect Information
Most information reaches us because somebody chooses to send it. You might fill in the contact form on our website, send an email to solutions@ridgelinesolutions.buzz, call +18282206832 or hand a folder to a crew lead during a site visit. In each case the information is provided voluntarily and we use it to respond.
A smaller amount of information is generated automatically by the web server when a page is loaded. These logs record routine technical details and are used for security, troubleshooting and keeping the site working. We do not attempt to identify individual visitors from these records unless there is a genuine security concern or a legal obligation to investigate.
During an engagement, information also arrives from clients and from our own fieldwork. A supervisor may share a roster, a crew lead may send a photograph of a trail junction, or a site contact may forward an access permit. We record these materials in the project file and treat them with the same care as anything sent directly to the office.
We do not buy contact lists, we do not scrape personal details from social networks and we do not obtain information from data brokers. If we ever receive unsolicited marketing data, we delete it rather than adding it to our records.
5. Why We Use Information
We use information for a limited set of purposes that a reasonable client would expect from a consulting firm. Each purpose is connected to a service you have requested or to the ordinary operation of a business.
- To reply to enquiries, answer questions and arrange introductory calls or site walks.
- To prepare quotations, proposals and engagement letters.
- To deliver route planning, scheduling, kit and communication work and to document the results.
- To maintain project records so that work can be reviewed at the end of a season.
- To issue invoices, track payments and meet accounting and tax obligations.
- To keep the website secure, diagnose faults and improve how information is presented.
- To meet legal, regulatory and insurance requirements that apply to a Canadian company.
We do not use client information to train external artificial intelligence models, to create marketing case studies without permission or to recommend one client to another without being asked. Where we would like to reference a project publicly, we ask first, and a refusal is accepted without further discussion.
6. Legal Bases for Processing
Canadian privacy law generally requires knowledge and consent for the collection, use and disclosure of personal information, together with a reasonable purpose that a person would consider appropriate in the circumstances. We rely on consent when you send an enquiry, when you ask us to prepare a proposal and when you agree to receive occasional updates from our office.
For visitors located in regions that use a different legal framework, we map our practices to the commonly recognised bases of contract performance, legitimate interests in operating a professional practice, compliance with legal obligations and consent where consent is the appropriate route. In practice these bases lead to the same behaviour: we collect only what is needed, we explain why, and we stop when the purpose ends.
You may withdraw consent at any time, subject to legal and contractual restrictions and to reasonable notice. Withdrawing consent may mean that we can no longer provide a particular service, and we will explain the consequence before acting on the request.
8. Field Data and Client Materials
Our consulting work often involves information about routes, crews and gear. Some of that information may identify individual workers, for example a roster with names and shift times or a note recording who attended a workshop. We treat this material as confidential client information and as personal information where it relates to an identifiable person.
When we process such material on behalf of a client, the client remains responsible for having a lawful basis to share it with us and for informing its own staff. We process the material only to deliver the agreed service, we restrict access to the consultants working on the engagement, and we return or delete it at the end of the project unless the client asks us to keep it for a later review.
Materials that we create, such as a route book or a kit standard, are delivered to the client and become client records. We may keep an internal copy for the duration of the review cycle so that next season can begin from an accurate starting point. We do not publish client materials or share them with other clients.
Photographs taken during site visits are treated the same way. We avoid capturing identifiable individuals where the photograph is not needed for the work, and we ask before using any image in a public context.
10. Service Providers
Like most small firms we rely on outside providers for routine functions. These may include a website hosting provider, an email service, an accounting platform and a secure file storage service. Each provider receives only the information needed to perform its function and is expected to protect it.
We review providers when we adopt them and periodically afterward. We favour providers that offer clear data processing terms, reasonable security controls and a practical process for responding to access or deletion requests. Where a provider stores data outside Canada, we consider the transfer section below and take reasonable steps to ensure comparable protection.
If a provider experiences a security incident that affects information we hold, we will notify affected individuals and the appropriate authorities where the law requires it, and we will explain what happened in plain language.
11. Retention of Information
We keep information for as long as it is needed for the purpose it was collected and for any period required by law. Enquiries that do not lead to an engagement are usually removed within twenty four months. Project records are kept for the review cycle and for a further period that reflects accounting, insurance and limitation requirements.
Where a client asks us to keep route documents for a repeat engagement, we agree a retention period in writing. Where a client asks us to delete material at the end of a project, we do so within a reasonable time and confirm completion in writing, subject to records we are legally obliged to retain.
When information is no longer required, we delete or anonymise it. Paper records are shredded. Digital records are removed from active systems and from routine backups as those backups cycle out. We do not keep information indefinitely simply because storage is inexpensive.
12. Security of Information
We protect information with a combination of administrative, technical and physical measures. Access to project files is limited to the small team working on the engagement. Devices are protected with passwords and full disk encryption. Files are stored in accounts that require multi factor authentication. Paper field notes are kept in a locked cabinet at the Brantford office when they are not in use.
Staff and contractors receive a short written briefing on confidentiality and are asked to follow the same handling rules we apply to our own records. We review access when a person leaves the team and remove permissions promptly.
No system can guarantee absolute security. If a breach occurs, we will investigate, contain the problem, notify affected parties where required and take steps to prevent a recurrence. You can help by using a private network when sending sensitive material and by telling us promptly if you believe an account has been compromised.
13. International Transfers
Our office is in Canada and our primary records are kept in Canada. Some service providers may process information in other countries. Where that happens, the information remains subject to this policy and to the provider data processing terms, and we take reasonable steps to ensure a comparable level of protection.
If you are located outside Canada, information you send to us will be transferred to and processed in Canada and possibly in the country where a service provider operates. Laws in those locations may differ from the laws where you live, and authorities in those locations may have lawful access to information under their own rules.
We are happy to explain where a specific category of information is stored if that matters to you. Contact the office and we will answer in plain terms rather than forwarding a policy document.
14. Your Rights
Subject to applicable law, you have the right to ask what personal information we hold about you, to request a correction where something is inaccurate and to ask for deletion where the information is no longer needed. You may also ask for a copy of information in a portable format, object to certain uses, or withdraw consent for future processing.
To make a request, write to solutions@ridgelinesolutions.buzz or send a letter to Rdg Solutions Inc., 19 Gunn Ave, Brantford - N3T 0V3, Canada (CA). Please describe the information you are asking about and include enough detail for us to confirm the request relates to you. We may ask for reasonable verification before disclosing information, and we will respond within the time allowed by law, normally within thirty days.
If we cannot fulfil a request, we will explain why in writing. If you are not satisfied with our response, you may raise the matter with the Office of the Privacy Commissioner of Canada or with a supervisory authority in your own region where one applies to you.
15. Privacy for Children
Our website and services are intended for organisations and adult professionals. We do not knowingly collect personal information from children under the age of thirteen, and we do not direct marketing to children. If a message reaches us that appears to come from a child, we will not add the sender to any list and we will delete the message once any necessary reply has been sent.
If you believe that a child has provided personal information to us, please contact the office and we will delete it promptly. Parents and guardians are welcome to write on behalf of a child where a school or youth programme is considering our services.
16. Marketing Communications
We send occasional notes to clients and contacts who have asked to hear from us, typically a short message about the spring route calendar or a change in our availability. Every message includes a simple way to stop receiving further notes, and we honour that request immediately.
We do not send bulk marketing to addresses that were added without permission. If you receive a message that appears to come from our domain but was not requested, it may not be from us, and we would appreciate a note so we can investigate. You can always reach a real person at +18282206832.
17. Third Party Sites
Our website may link to external pages, such as mapping tools or professional resources that are relevant to a route discussion. We choose links carefully but we do not control those pages, their content or their privacy practices. When you follow an external link you leave our site and become subject to the policy of the destination.
We do not embed external tracking pixels, social media widgets or third party analytics that build a profile of visitors across sites. If this changes in the future, we will update this policy and, where required, ask for consent before any such feature loads.
18. Changes to This Policy
We review this policy periodically and whenever our practices change in a meaningful way. When we make a change, we update the date at the top of the page and, for significant changes, we place a short notice on the homepage so that returning visitors are not caught by surprise.
If a change affects how we use information that we already hold, we will explain the effect and give you an opportunity to object where the law provides one. Continuing to use the website after an update means you accept the revised policy, but we will never treat silence as consent for a purpose that is genuinely new.
Earlier versions of this policy can be requested from the office. We keep a short archive so that a client can see what applied at the time a particular engagement began.
19. How to Contact Us
Privacy questions, access requests and complaints should be sent to the contact details below. We read every message and we try to respond within a few business days.
Rdg Solutions Inc.
19 Gunn Ave
Brantford - N3T 0V3
Canada (CA)
Email: solutions@ridgelinesolutions.buzz
Telephone: +18282206832
Business hours: Monday to Friday, 8:00 to 17:00
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada. We will cooperate fully with any review and will provide the records needed to resolve the matter.