Aozat Portal Privacy Notice
Document ID: AOZAT-IT-004
Applies to: All Aozat Portal account holders
Owner: Business Development Director
Approved by: Hitesh Hirpara, Chief Executive Officer
Effective date: August 17, 2026
Version: 1.0
1. Purpose
This notice explains what personal information the Aozat Portal collects about account holders, why, how it is protected, and what rights you have.
It applies to employees, contractors, consultants, subcontractors, and suppliers who hold an Aozat Portal account. It does not cover information about Aozat clients or the public.
Aozat General Contractors and Aozat Electrical handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario legislation, including the Employment Standards Act, 2000 and the Occupational Health and Safety Act.
Privacy contact: admin@aozat.com (Aozat General Contractors) or admin@aozatelectrical.ca (Aozat Electrical)
2. What the Portal collects about you
| Category | Examples |
|---|---|
| Identity | Name, employee or contractor number, role, department |
| Contact | Work email, mobile number, emergency contact where provided |
| Account | Username, hashed password, authentication factors, permissions, role assignments |
| Consent | SMS notification consent status, date, time, method, and source |
| Work activity | Tasks assigned and completed, projects assigned, documents reviewed and signed, site logs submitted, photographs uploaded, timestamps |
| Technical | IP address, device type, browser, session data, login and logout times |
| Audit logs | Records accessed, edits made, files downloaded, permission changes |
| Credentials and qualifications | Certifications, licences, safety training records, WSIB clearance, insurance certificates, where relevant to your role |
The Portal does not collect location data, does not access your device camera or microphone except when you actively upload a photo, and does not monitor your activity outside the Portal.
3. Why we collect it
- To create and manage your Portal account and permissions
- To assign, track, and record work
- To maintain project records required for construction, warranty, and legal purposes
- To send notifications about work assigned to you
- To meet health and safety, COR certification, insurance, and regulatory obligations
- To secure the Portal, investigate incidents, and prevent unauthorized access
- To meet employment, tax, and record-keeping obligations
- To resolve disputes and defend legal claims
We collect only what is reasonably necessary for these purposes.
4. Legal basis and consent
Most information in the Portal is collected because it is necessary to establish, manage, or terminate an employment or contracting relationship. Under PIPEDA this may be collected without separate consent, provided it is reasonable and you have been notified. This notice is that notification.
SMS notifications are different. Sending text messages to your mobile number requires your express, voluntary consent, obtained on form AOZAT-HR-T09 or through the Portal notification toggle. You can withdraw that consent at any time without any effect on your employment, assignments, or Portal access. See AOZAT-IT-002.
5. Monitoring and logging
The Portal logs your activity for security, audit, and operational purposes. Logs may be reviewed where there is a legitimate business reason, including a security incident, an audit, a safety investigation, a dispute, or a legal proceeding.
You should have no expectation of privacy in your use of the Portal. The Portal is a business system provided for work purposes.
Logs are not used for continuous productivity surveillance or automated performance scoring.
6. Who your information is shared with
| Recipient | What | Why |
|---|---|---|
| Aozat management and Portal administrators | Account, activity, and work records | Operations, supervision, security |
| Twilio Inc. | Mobile number, message content | To deliver SMS notifications you consented to |
| Supabase and hosting providers | All Portal data | Hosting and database services |
| Billdr Pro | Project, financial, and assignment data | Post-contract project management |
| SiteDocs | Safety documentation | Health and safety recordkeeping |
| WSIB, insurers, IHSA auditors | Safety and qualification records | Regulatory and certification compliance |
| Professional advisors | As needed | Legal and accounting advice |
| Clients and consultants | Project records only, not your personal HR information | Project delivery where required by contract |
| Law enforcement or regulators | As required | Legal obligation |
We do not sell, rent, or trade your personal information. We do not share your mobile number with anyone for marketing.
Service providers are contractually required to use the information only for the purposes we specify and to protect it appropriately.
7. Data location and cross-border transfer
Some Portal service providers store or process data outside Canada, including in the United States. While information is in another jurisdiction it may be accessible to the courts, law enforcement, and national security authorities of that jurisdiction under applicable local law.
For details of the jurisdictions involved, contact admin@aozat.com.
8. Security
Safeguards in place:
- TLS encryption in transit and encryption at rest
- Row-level security and role-based access controls
- Multi-factor authentication for administrative accounts
- Least-privilege permissioning, reviewed on role change
- Access logging and monitoring
- Confidentiality obligations for all account holders
- Access revocation on the last day of employment or engagement
- Secure disposal at the end of the retention period
No system is completely secure. If a breach creating a real risk of significant harm occurs, Aozat will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by law.
9. Retention
| Record type | Retention |
|---|---|
| Active account records | Duration of employment or engagement |
| Account and permission history after departure | 7 years |
| Project records, site logs, photographs | 7 years after project completion, or longer where limitation periods or warranty obligations require |
| Health and safety records | As required under Ontario's Occupational Health and Safety Act and IHSA COR requirements |
| SMS consent and withdrawal records | 3 years after consent is withdrawn |
| Portal access and audit logs | 2 years |
| Payroll and tax related records | 7 years, per Canada Revenue Agency requirements |
At the end of the retention period records are securely destroyed or anonymized.
10. Your rights
You have the right to:
- Access the personal information Aozat holds about you, and know how it has been used and disclosed
- Correct information that is inaccurate or incomplete
- Withdraw consent for SMS notifications at any time
- Complain to Aozat, and escalate to the Office of the Privacy Commissioner of Canada
Send requests to admin@aozat.com with the subject line "Privacy Request". Aozat will respond within 30 days. Identity verification may be required.
Access may be limited in narrow circumstances permitted by law, such as where disclosure would reveal another person's personal information, compromise a security investigation, or breach solicitor-client privilege. If access is refused, you will be told why and how to challenge the decision.
11. Automated decision-making
The Portal does not use automated decision-making or profiling to make employment decisions about you.
12. Changes
This notice may be updated. Material changes will be communicated by email or in-Portal notice.
13. Contact and complaints
The Portal serves two Aozat divisions. Use the contact for the division you work with.
Privacy Officer — Aozat General Contractors
21 Signal Hill, Unit 2
Etobicoke, Ontario, Canada
admin@aozat.com
Privacy Officer — Aozat Electrical
2 - 21 Signal Hill Avenue
Toronto, Ontario M9W 6V8
admin@aozatelectrical.ca
Where this notice gives admin@aozat.com as the address for a request or complaint, Aozat Electrical Portal users should use admin@aozatelectrical.ca instead.
If you are not satisfied with our response:
Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
https://www.priv.gc.ca
Document control
| Version | Date | Change | Approved by |
|---|---|---|---|
| 1.0 | August 17, 2026 | Initial issue | Hitesh Hirpara |