Newport Thomson Privacy Policy

Last Updated: October 22, 2025

1. Our Commitment to Your Privacy

Welcome to Newport Thomson (“we,” “us,” or “our”). As a privacy and data governance consultancy, we are fundamentally committed to protecting the privacy and confidentiality of the personal information we handle.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, www.newportthomson.com (the “Site”), and interact with our services. We are committed to transparency and to processing your data in accordance with applicable privacy laws.

By using our Site, you acknowledge that you have read and understood this Privacy Policy.

2. What Information We Collect

We collect personal information in two main ways:

1. a) Information You Provide Directly to Us:

We collect information that you voluntarily provide when you:

• Fill out our contact form: This may include your name, email address, phone number, company name, and the content of your message.
• Schedule a consultation: When you book a call (e.g., via a scheduling tool like Calendly), we collect your name, email, and any other information required to set up the meeting.
• Subscribe to our insights or newsletter: We collect your email address.

1. b) Information We Collect Automatically:

When you visit our Site, we may automatically collect certain technical information about your device and browsing activity. This includes:

• Log and Usage Data: Information such as your IP address, browser type, operating system, referring URLs, pages viewed, and the dates/times of your visit.
• Cookies and Tracking Technologies: We use cookies and similar technologies to help our Site function, analyze performance, and understand user interaction. For more details, please see our “Cookies” section below. We typically use tools like Google Analytics for this purpose.

3. How We Use Your Information

We use the personal information we collect for the following specific purposes:

• To Respond to You: To answer your inquiries, schedule consultations, and provide you with the information you have requested about our services.
• To Provide and Improve Our Services: To operate our Site, monitor its performance, and analyze usage trends to improve the user experience.
• To Send Marketing Communications: With your explicit consent, we may send you our newsletter, privacy insights, or information about services we believe may interest you. You may opt out of these communications at any time.
• To Meet Legal and Compliance Obligations: To comply with applicable laws, regulations, and legal processes.

4. Our Legal Basis for Processing

We only process your personal information when we have a valid legal basis, including:

• Your Consent: Where you have given us clear consent (e.g., to subscribe to our newsletter).
• To Fulfill a Request: To perform a service you requested (e.g., responding to your contact form inquiry).
• Our Legitimate Interests: For our legitimate business interests, such as improving our Site, provided your fundamental rights and freedoms do not override these interests.
• Legal Obligation: To comply with the law.

5. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share your information with the following trusted third parties who help us operate our business:

• Service Providers: We engage vendors for IT hosting, data storage, website analytics (e.g., Google), and scheduling (e.g., Calendly). These providers are contractually bound to protect your data and may only use it to perform services for us.
• Legal Authorities: If required by law, subpoena, or other legal process, we may disclose your information to law enforcement or government bodies.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

6. Cookies and Tracking Technologies

Our Site uses cookies (small text files placed on your device) to function effectively. We use:

• Essential Cookies: Necessary for the Site to operate (e.g., to remember your privacy preferences).
• Analytics Cookies: To help us understand how visitors use our Site (e.g., Google Analytics).
• Marketing Cookies: To help us measure the effectiveness of our marketing.

You can manage your cookie preferences through your browser settings or via a consent banner on our Site. Please note that disabling essential cookies may impact Site functionality.

7. Data Security

We have implemented reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, use, or disclosure. These measures include SSL technology, access controls, and secure hosting. However, please be aware that no method of transmission over the internet is 100% secure.

8. Data Retention

We will retain your personal information only for as long as is necessary to fulfill the purposes for which it was collected, or as required to comply with our legal, accounting, or reporting obligations. For example, information from a contact inquiry will be kept for a reasonable period to manage our relationship, and information for a newsletter subscription will be kept until you unsubscribe.

9. International Data Transfers

Your personal information may be stored and processed in jurisdictions outside of your home country, including Canada and the United States, where our service providers may be located. We ensure that appropriate safeguards (such as Standard Contractual Clauses or adequacy decisions) are in place to protect your data in accordance with applicable privacy laws.

10. Your Privacy Rights

Depending on your jurisdiction (e.g., Canada, Quebec, Europe, California), you have rights over your personal information. These may include:

• The Right to Access: You can request a copy of the personal information we hold about you.
• The Right to Rectification: You can request that we correct any inaccurate or incomplete information.
• The Right to Erasure (Deletion): You can request that we delete your personal information, subject to certain legal exceptions.
• The Right to Withdraw Consent: You can withdraw your consent at any time (e.g., by unsubscribing from our newsletter).
• The Right to Data Portability: You can request your data in a machine-readable format.
• The Right to Object or Opt-Out: You can object to our processing of your data for certain purposes.

To exercise any of these rights, please contact our Privacy Officer using the details below.

11. Specific Jurisdictional Information

• For Residents of Canada (including Quebec): Newport Thomson is a Canadian-based organization. We are subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial laws, including Quebec’s Act respecting the protection of personal information in the private sector (Law 25). Our Privacy Officer is responsible for ensuring compliance. You have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada or the Commission d’accès à l’information du Québec.
• For Residents of California (CCPA/CPRA): We do not “sell” or “share” your personal information as defined by the CCPA/CPRA. You have the right to know, delete, and correct your information, and the right to non-discrimination for exercising your rights.

12. Children’s Privacy

Our Site and services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Last Updated” date at the top of this policy will indicate the latest version. We encourage you to review this policy periodically.

14. How to Contact Us

If you have any questions, concerns, or wish to exercise your privacy rights, please contact our Privacy Officer:

Newport Thomson

Attn: Privacy Officer

4800 Dundas St W, Suite 100 Toronto, Ontario M9A 1B1

Email: info@newportthomson.com