Privacy Policy

Last Updated: November 2025

This Privacy Policy details the commitment of Capilan Group, a leading Canadian construction, engineering, and infrastructure firm, to protecting your personal information. It governs the handling of data collected from users (each, a "User") of the capilangroup.com website and all individuals engaging our professional services ("Client").

By accessing our website or entering into a contract, you signify your full acceptance of and agreement to the terms outlined within this policy.

Our data handling practices are governed by Canadian federal and provincial regulations, with primary adherence to the Personal Information Protection and Electronic Documents Act (PIPEDA). Capilan Group is responsible for ensuring the appropriate collection, use, disclosure, and retention of all Personal Information under its control in compliance with these laws.

The information we collect falls into distinct categories essential for our operations:

• Identification and Contact Data: Client and representative names, job titles, business addresses, phone numbers, and email addresses.
• Project and Technical Data: Site plans, blueprints, architectural drawings, technical specifications, and project correspondence (emails, meeting notes).
• Financial and Transaction Data: Payment history, billing addresses, and invoicing details necessary for contract execution and accounting.
• Digital Usage Data: IP address, browser type, operating system, and website navigation patterns, collected via cookies and analytical tools.

Data is collected through direct and indirect means:

• Direct Collection: Information is voluntarily provided by the Client through inquiry forms, contract agreements, project meetings, and direct email communications.
• Indirect/Automated Collection: Technical data is automatically collected as you browse our website using server logs, cookies, and third-party analytics services to enhance site security and performance.
• Third-Party Sources: Data may be obtained from public registries, government entities, or reputable professional contacts necessary for due diligence or project qualification.

A primary use of your data is for the execution and successful delivery of contracted services:

• Project Management: Scheduling resources, coordinating subcontractors, issuing purchase orders, and managing material procurement.
• Quality Assurance: Using specifications and plans to monitor construction progress and ensure adherence to quality standards and regulatory codes.
• Site Access and Safety: Utilizing contact information and relevant site data to manage access and uphold site safety regulations.

Your data supports vital communication and continuous business improvement:

• Client Relationship Management: Responding to proposals, drafting contracts, providing project updates, and handling inquiries or support requests.
• Financial and Legal Compliance: Processing accurate billing, collecting overdue payments, managing tax reporting, and addressing legal claims.
• Marketing and Feedback: Conducting client satisfaction surveys and, with explicit consent, sending communications regarding new services or company announcements.

Capilan Group is dedicated to maintaining the confidentiality and integrity of your data through layered security measures:

• Technical Safeguards: Employing industry-standard SSL encryption for data transmission, firewalls, and regular vulnerability scanning.
• Physical Safeguards: Securing physical documents and restricting access to data storage facilities.
• Administrative Controls: Implementing strict internal policies, access controls (limiting access only to employees who require it), and mandatory confidentiality agreements for all personnel.

Personal Information is retained only for the duration necessary to fulfill the specific purposes for which it was collected, as outlined in this policy, and to satisfy any relevant legal, accounting, or reporting requirements. Once the retention period expires, data will be securely deleted or anonymized.

The retention period for project-related documentation may extend beyond the project completion date to address warranty obligations or regulatory mandates.

We do not sell, rent, or lease Personal Information. Data disclosure occurs only when necessary for our business functions or legally required:

• Service-Specific Vendors: Sharing contact or project details with specialized subcontractors, material suppliers, or consultants strictly for the fulfillment of the contracted project scope.
• Operational Support: Disclosing data to IT hosting companies, cloud storage providers, and secure payment processors who operate under strict contractual data protection clauses.
• Mandatory Disclosure: Sharing information when compelled by court order, government audit, or legal request.

Under PIPEDA, Clients have the right to:

• Right of Access: Request a formal accounting of the Personal Information Capilan Group holds about them, subject to certain legal restrictions (e.g., protecting third-party confidentiality).
• Right of Correction: Challenge the accuracy and completeness of their Personal Information and request appropriate amendments.

All requests for access or correction must be submitted in writing to our Privacy Officer.

You have the right to withdraw your consent to the collection, use, and disclosure of your Personal Information at any time. However, this withdrawal is subject to legal or contractual restrictions and reasonable notice.

Please note that withdrawing consent may limit our ability to continue providing certain services to you, particularly where the data is integral to contract performance.

Capilan Group reserves the right to revise or amend this Privacy Policy periodically. We will update the "Last Updated" date at the top of this policy upon making any changes. We encourage all Users and Clients to review this page frequently. For material changes, we will strive to provide direct notification where feasible.

For privacy-related inquiries, data access requests, or any questions regarding this policy or our data practices, please reach out to our Privacy Officer:

Head office Phone:(778) 375-1665

Regional office Phone:(289) 667-2404

Email:capilan@capilangroup.com

Head Office:702 W Georgia St, Vancouver, BC V6C 1A1, Canada

Regional Office:29 Hughson St. N, Hamilton, ON L8R 3L5, Canada

Regional Office:4717 Wellington St, Montreal, Quebec H4G1X2 Canada