Privacy Policy

BIA Consultants Inc. ("BIA", "we", "us", or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, protect, and retain personal information submitted through our website and consult/contact request forms.

This policy is written for website inquiries and early-stage contact with BIA. It does not replace any separate confidentiality, engagement, service, or project agreement that may apply if we later work with you.

Personal Information We Collect

When you use our website inquiry or consult request form, we may collect the information you choose to provide, including:

• Your name.
• Your email address.
• Your phone number, if you provide one.
• Your organization name, if you provide one.
• Basic business context, such as industry or sector, team size, workflow diagnostic answers, service interest, desired help type, and your message.
• Technical information needed to operate and protect the website, such as basic request logs, browser/device information, and timestamps.

Please do not submit highly sensitive, confidential, privileged, regulated, or proprietary details through the website form. The form is intended for initial inquiries only. We review submissions before confirming next steps.

Why We Collect Personal Information

We collect personal information through the website for purposes that a reasonable person would consider appropriate in the circumstances, including to:

• Receive, triage, and respond to website inquiries.
• Understand whether BIA may be able to help with a workflow, operations, strategy, learning, or AI adoption question.
• Follow up about a requested conversation or diagnostic.
• Keep internal records of inquiries and responses.
• Improve the website, inquiry process, and related administrative workflows.
• Protect the security, reliability, and integrity of the website and BIA systems.
• Meet legal, regulatory, insurance, accounting, or dispute-resolution obligations where applicable.

If we need to use your personal information for a materially different purpose, we will obtain consent where required by law.

How We Use Personal Information

We use inquiry information to review your request, decide who should respond, prepare for a conversation, and communicate with you. We may also use aggregated or de-identified information to understand inquiry patterns and improve our services, provided that the information no longer identifies you.

Submitting an inquiry does not create a client, consulting, fiduciary, advisory, or confidential engagement relationship with BIA. Any engagement will be confirmed separately in writing.

Consent

By submitting information through the website form, you consent to BIA collecting, using, and disclosing that information for the purposes described in this Privacy Policy and any purpose that is reasonably related to your inquiry.

You may withdraw consent, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent, BIA may be unable to respond to your inquiry or continue related communications.

Sharing and Disclosure

BIA does not sell website inquiry personal information.

BIA maintains client confidentiality. We do not disclose client information to third parties unless required to by law or where disclosure is otherwise authorized by the client.

For website inquiry information, we may disclose personal information only where reasonably necessary, including:

• To BIA personnel, contractors, or advisors who need the information to review or respond to your inquiry.
• To service providers that host, maintain, secure, or support the website, forms, email, records, backups, or related systems.
• Where required by law, including to comply with a lawful request, protect legal rights, investigate misuse, or respond to security incidents.
• With your consent.

Where BIA uses service providers, BIA uses reasonable administrative and contractual measures to require those providers to protect personal information and use it only for authorized purposes.

Storage, Security, and Processing Location

BIA uses reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the personal information in its custody or control. These safeguards may include access controls, limited internal access, secure storage, and operational procedures for handling inquiries.

No website, email, or internet transmission is perfectly secure. Please avoid submitting sensitive confidential details through the website form.

BIA uses third-party services to operate its website, receive and manage inquiries, communicate with prospective clients, protect systems, and maintain business records. Personal information may be stored or processed by those services outside British Columbia or Canada. If personal information is processed or stored outside British Columbia or Canada, it may be subject to the laws of that jurisdiction.

Retention

BIA retains personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including responding to inquiries, maintaining business records, resolving disputes, improving services, and meeting legal or regulatory obligations.

Inquiry records that do not lead to client work are retained for 6 months and then deleted. If an inquiry leads to an engagement, relevant information may be retained as part of BIA's client, project, accounting, legal, or business records.

Access and Correction

You may ask to access personal information BIA holds about you, or ask BIA to correct information you believe is inaccurate or incomplete, subject to limits under applicable law.

To make an access or correction request, contact BIA's privacy contact using the information below. BIA may need to verify your identity before responding.

Privacy Questions and Contact

Questions about this Privacy Policy, BIA's privacy practices, or access/correction requests should be directed to:

BIA Consultants Privacy Officer
contact@biaconsultants.ca

Compliance and Changes to This Policy

BIA maintains this Privacy Policy in compliance with British Columbia's Personal Information Protection Act (PIPA).

BIA may update this Privacy Policy from time to time. The updated version should show the effective date and will apply from the date it is posted unless otherwise stated.