OPEN ROAD SYSTEMS INC.

Privacy Policy

Ontario, Canada | Website, Customer and Security Services

Effective date: August 18, 2026 Last updated: August 18, 2026

Open Road Systems Inc. is committed to protecting personal information and handling it responsibly. This Privacy Policy explains what we collect, why we collect it, how we use and disclose it, how we safeguard it, and the choices available to you.

At a Glance

What we collect: Contact and service-request details, customer and billing information, authorized-user and emergency-contact information, security-system information needed to deliver support, and limited website usage data.

Why we use it: To respond to inquiries, prepare quotes, design, install, maintain and support security solutions, coordinate monitoring and emergency response, administer accounts, improve our website and services, protect our operations, and meet legal obligations.

When we share it: Only as reasonably necessary with service providers, security technology and cloud platform providers, monitoring partners, payment and professional advisers, emergency responders, or authorities, and as otherwise permitted or required by law.

What we do not do: We do not sell or rent personal information. We do not use client surveillance footage, alarm events or access-control data for unrelated advertising or marketing.

Your choices: You may ask to access or correct personal information, withdraw consent where applicable, change marketing preferences, or raise a privacy concern.

Important security notice: Do not send alarm codes, passwords, door or access credentials, payment-card details, government identification, or other highly sensitive information through the general website contact form or social media. Contact us so we can arrange an appropriate method if sensitive information is required.

1. Scope

This Policy applies to personal information Open Road Systems Inc. (“Open Road Systems”, “we”, “us” or “our”) collects, uses or discloses through openroad.systems, email, telephone, social media, quotes, customer relationships, installation and service work, monitoring coordination, support, and related business operations.

It does not apply to employee information or to information controlled independently by a customer, property owner, condominium corporation, property manager, employer, website, social network, equipment manufacturer, cloud platform, payment provider or other third party. Their privacy notices may also apply.

2. Who we are and accountability

Open Road Systems Inc. is a locally owned physical security integration company located at 627 Main Street East, Unit L13, Hamilton, Ontario L8M 1J5, Canada. We provide residential and commercial security systems, video surveillance, access control, intercom and entry solutions, alarm systems, system support, and professional monitoring services through authorized partners.

We are accountable for personal information under our control, including information transferred to a service provider for processing on our behalf. Our Privacy Officer oversees our privacy practices and can be reached using the contact details in Section 18.

Our practices are designed with reference to the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada’s Anti-Spam Legislation (CASL), and other applicable Canadian laws. This Policy is not intended to limit any rights or obligations that apply under law or contract.

3. Personal information we collect

3.1 Information you provide

• Identity and contact information, such as your name, organization, job title, address, telephone number and email address.
• Inquiry, quote and project information, such as property type, service address, requested services, security concerns, project requirements, schedules and messages.
• Customer and account information, such as agreements, authorized representatives, service history, warranties, billing address, invoices, transaction records and limited payment information. Full payment-card details may be handled directly by a payment provider rather than stored by us.
• Authorized-user and emergency-contact information, such as names, telephone numbers, roles, call order and response instructions. If you give us another person’s information, you are responsible for having authority to do so and for informing that person about the intended use.
• Communications and feedback, including emails, service requests, support correspondence, survey responses, testimonials, reviews and comments submitted where website commenting is enabled.
• Social media information you choose to share when you message, mention or interact with Open Road Systems through a third-party platform.
  
  

3.2 Security service and system information

Depending on the solution and the services requested, we may handle system configuration information, device identifiers, account or site identifiers, alarm and trouble events, access-control records, system status, diagnostic logs, authorized-user lists, emergency instructions, images, video, audio, or other system-generated information. We limit access to what is reasonably required and authorized for installation, configuration, testing, maintenance, support, monitoring coordination, incident response or other agreed services.

3.3 Website and technical information

When you use our website, we and our providers may automatically receive IP address, browser and device type, operating system, language, referring page, pages viewed, date and time, approximate geographic location, interactions, site-search activity, cookie or similar identifiers, and technical or security logs. Some data may be aggregated or de-identified, but technical identifiers may still be personal information in context.

3.4 Information from other sources

We may receive information from a customer or authorized representative, property manager, condominium board, employer, referral partner, monitoring station, equipment manufacturer, security or cloud platform, service provider, public source, or another person who is authorized to provide it. We use that information only for the purposes for which it was provided and other compatible purposes permitted by law.

4. Why we collect and use personal information

• Respond to questions, contact requests and security consultation requests.
• Assess needs, prepare proposals and quotes, schedule work, and communicate about projects.
• Design, supply, install, configure, test, maintain, repair, upgrade and support security systems.
• Set up and administer customer, system and cloud-service accounts and identify authorized users.
• Coordinate professional monitoring, verify events, contact designated persons and support emergency response in accordance with service instructions.
• Administer contracts, warranties, invoicing, payments, accounting, insurance and customer service.
• Authenticate users, troubleshoot, protect accounts and systems, detect misuse, investigate incidents, and maintain business continuity.
• Operate, measure, secure and improve our website, communications, services and customer experience.
• Send service notices and, where permitted, marketing communications; manage consent and unsubscribe requests.
• Comply with legal, tax, regulatory, court, insurance, safety and recordkeeping obligations, and establish, exercise or defend legal claims.
• Use information for another purpose that we explain at or before collection, with consent where required.
  
  

5. Consent and your choices

We seek meaningful consent appropriate to the sensitivity of the information and the circumstances. Consent may be express, such as when you submit a form, sign an agreement, select a cookie preference or opt in to marketing, or implied where the purpose is obvious and the information is less sensitive. In limited circumstances, law may permit or require collection, use or disclosure without consent.

You may withdraw consent to future use or disclosure by contacting our Privacy Officer, subject to legal, security, contractual and operational restrictions and reasonable notice. Withdrawal will not affect processing already lawfully completed. If information is necessary to provide a service, withdrawing consent may limit our ability to provide or continue that service.

6. Customer-controlled security systems and premises data

Many systems we install or support are controlled by the customer, property owner, condominium corporation, property manager, employer or another organization. That organization generally decides why surveillance, access-control, intercom, visitor or alarm information is collected and is responsible for required notices, policies, authority and consent at its premises.

When Open Road Systems processes that information on a customer’s instructions, we act as a service provider and use it only to deliver authorized services, protect the system, meet legal obligations or as otherwise directed or permitted by law. We do not use customer-controlled footage, audio, alarm events or access logs for unrelated advertising, employee evaluation, product training or marketing.

If you seek footage, access records or other information collected at a customer’s premises, direct your request to the organization that controls the premises or system. If we receive a request for information controlled by a customer, we may refer the request to that customer unless law prevents us from doing so.

7. Cookies, analytics and third-party website features

Our website uses cookies and similar technologies to operate securely, remember settings, understand website use, diagnose performance and present embedded content. These technologies may collect the technical information described in Section 3.3.

• Essential and security technologies support core website functions, form delivery, spam prevention, fraud detection and security.
• Analytics and performance technologies, including Google Analytics and Jetpack Stats, help us understand traffic, pages viewed and site performance. Google Tag Manager may be used to manage website tags.
• Functional and embedded-content technologies may be used by WordPress or Jetpack features, Contact Form 7, Akismet, YouTube videos, maps, or linked social platforms. When you load or interact with third-party content, that provider may receive information under its own privacy policy.
  

Where our website provides a cookie preference tool, you can use it to accept, reject or adjust non-essential technologies. You can also delete or block cookies through your browser, although some website features may not work properly. Google offers a browser add-on for opting out of Google Analytics at tools.google.com/dlpage/gaoptout. Cookie controls do not necessarily prevent information you choose to provide through a form from being processed.

8. Email, text messages and marketing

We may send transactional or service communications relating to an inquiry, quote, project, account, system, monitoring service, safety issue or policy update. These are not necessarily marketing messages.

We send commercial electronic messages in accordance with CASL, relying on express consent or another lawful basis. Marketing messages identify Open Road Systems and include a way to unsubscribe. You can unsubscribe using the message link or contact us. We will process unsubscribe requests within the period required by law. Unsubscribing from marketing does not stop necessary service or account communications.

9. When we disclose personal information

We do not sell or rent personal information. We may disclose it, only to the extent reasonably necessary, to:

• Employees, technicians and authorized subcontractors who need the information to perform their work and are subject to appropriate confidentiality or privacy obligations.
• Monitoring stations, security equipment manufacturers, software and cloud platform providers, telecommunications providers, alarm verification services, and emergency responders involved in delivering or responding to the selected service.
• Website hosting, analytics, communications, email, spam prevention, customer management, scheduling, IT, cybersecurity, accounting, payment, banking, storage and backup providers.
• Professional advisers, auditors, insurers and claims administrators.
• Law enforcement, regulators, courts, government bodies or other parties when permitted or required by law, legal process, an emergency, safety needs, fraud prevention, debt collection, or to protect rights and property.
• A buyer, investor, lender or adviser in a proposed or completed business transaction, subject to appropriate confidentiality and lawful-use restrictions.
• Another party with your direction or consent.
  
  

10. Service providers and processing outside Canada

Some providers or their systems may store or process information outside Ontario or Canada, including in the United States or other countries. Information in another jurisdiction may be subject to that jurisdiction’s laws and lawful access by courts, law enforcement or government authorities.

Open Road Systems remains accountable for personal information transferred to providers for processing on our behalf. We select providers and use contractual, technical or organizational measures appropriate to the information and the service. Contact our Privacy Officer if you have questions about cross-border processing relevant to your information.

11. Safeguards

We use administrative, technical and physical safeguards appropriate to the sensitivity, amount, format and location of the information. Depending on the circumstances, safeguards may include:

• Role-based access, authentication, passwords, multi-factor authentication where supported, system logging and periodic access review.
• Encryption or secure transmission and storage methods where appropriate and available.
• Confidentiality requirements, privacy and security procedures, staff awareness and provider oversight.
• Secure facilities, devices, backups, disposal methods, malware protection, updates and incident-response procedures.

No method of transmission or storage is completely secure. Please use appropriate caution and notify us promptly if you believe your information, account or security credentials may have been compromised.

12. Retention and disposal

We retain personal information only as long as reasonably necessary for the purposes described in this Policy, for compatible purposes you would reasonably expect, or as required or permitted by law. Retention depends on factors such as the nature and sensitivity of the information, the customer or service relationship, warranty and support needs, monitoring and security requirements, consent records, legal and tax requirements, limitation periods, disputes and backup cycles.

When information is no longer required, we securely destroy it, delete it or de-identify it, subject to technical limits and lawful retention requirements. Backup copies may remain for a limited cycle and are protected from routine use. We maintain records of security-safeguard breaches for at least the period required under PIPEDA.

13. Access, correction and withdrawal requests

You may ask whether we hold personal information about you, request access to it, ask how it has been used or disclosed, request correction of inaccurate or incomplete information, or withdraw consent where applicable.

Send a written request to info@openroad.systems with the subject line “Privacy Request” or use the postal address in Section 18. Describe the information and request with reasonable detail. We may need to verify your identity and authority before responding, but we will ask only for information reasonably necessary for verification.

We will respond with due diligence and normally within 30 days, subject to lawful extensions and exceptions. Access may be limited where required or permitted by law, including where disclosure would reveal another person’s personal information, confidential commercial information, privileged information, or information that cannot be severed. If we deny access, we will explain the reason where the law allows.

14. Privacy incidents and breach response

If a privacy or security incident occurs, we will take reasonable steps to contain it, investigate, reduce harm, address the cause and document the incident. Where PIPEDA or another law requires it, we will notify affected individuals, report to the appropriate regulator and notify another organization that may be able to reduce the risk of harm.

15. Children

Our website and services are not directed to children, and we do not knowingly seek personal information from children through the website. If you believe a child has submitted personal information without appropriate authorization, contact our Privacy Officer so we can review and take appropriate action.

16. Third-party websites and platforms

Our website may link to or embed websites, maps, videos, social networks, customer portals, apps or services operated by third parties. Their privacy policies and terms govern their own practices. A link or integration does not make Open Road Systems responsible for a third party’s privacy or security practices.

17. Changes to this Policy

We may update this Policy to reflect changes to our services, technologies, providers, practices or legal obligations. We will post the updated version on this page and revise the “Last updated” date. If a change is material, we will provide additional notice where appropriate and obtain consent where required.

18. Privacy Officer and Complaints

Questions, access or correction requests, consent withdrawals and complaints should be directed to:

Privacy Officer
Open Road Systems Inc.
627 Main Street East, Unit L13
Hamilton, Ontario L8M 1J5
Canada
Email: info@openroad.systems
Telephone: 289-860-0748

We will review and respond to privacy concerns in a fair and timely manner. If you are not satisfied after giving us an opportunity to address the concern, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.