Personal Information Privacy Policy

Timber Rendholt treats the responsible handling of your personal information as a core priority. We use it openly, for defined purposes and in line with applicable requirements, including Canadian privacy legislation. This policy outlines the information we gather, the reasons for doing so, retention periods and the measures used to protect it.

1. Privacy officer and responsibility

For the purposes of applicable privacy legislation, responsibility for handling your personal information rests with the website operator and the Timber Rendholt platform. Contact information and further details appear in this website’s legal notices. Privacy questions may be directed to our privacy officer.

2. Personal information we collect

We limit collection and use to information needed to deliver our services, satisfy legal duties and keep the platform secure. This may include:

Identity details: your given name, surname and birth date, used for age and identity checks.
Contact details: email address, optional telephone number, province or country of residence and, when relevant, postal address.
Account and transaction records: payment information, deposits, withdrawals and transaction activity.
Technical and usage data: IP address, browser and device details, login times and connection records.
Verification material: identification, proof of address or other records needed for KYC/AML reviews where legally required.

As a general rule, we do not gather sensitive categories such as medical information or religious views unless the law requires it or you have given clear consent.

3. How information is obtained

We obtain information through a range of protected channels:

Information you submit: for instance, during registration, profile changes, document verification or contact-form enquiries.
Information gathered automatically: including cookies, server records, analytics data and device-related technical details generated while you use the platform.
Information supplied by other parties: such as payment services for deposits and withdrawals, KYC/AML verification providers or, where you agree, social sign-in services.

4. Reasons for processing

Personal information is handled only for defined, lawful and clearly stated purposes:

Creating, administering and delivering your account together with the platform’s available functions.
Authorizing and safeguarding payment activity, including deposits and withdrawals.
Offering relevant customer assistance and responding to your enquiries.
Meeting legal and regulatory duties, including KYC, AML and tax-related requirements.
Maintaining information security and helping prevent fraud, improper use and cyberattacks.
Refining the experience and enhancing the platform’s services.
Sending marketing or informational material only where you have expressly opted in.

5. Grounds for processing

To perform an agreement or take steps requested before entering one.
To meet statutory responsibilities, including anti-money-laundering duties.
To support legitimate interests, including keeping the platform reliable and secure.
With your express permission, such as for promotional messages or optional functions.

6. When information is shared

Information is disclosed only when needed and only to selected service providers or partners:

Banks and payment processors involved in handling deposits and withdrawals.
Qualified service providers conducting KYC/AML verification.
Technology and cloud vendors bound by appropriate data-processing agreements.
Analytics and security services that, where practical, use anonymized or pseudonymized data.
Professional advisers, including legal or tax professionals, when needed to address legal responsibilities.
Courts or public authorities when disclosure is legally required or necessary to protect legal rights.

We do not sell your personal information or provide it to third parties for their commercial use.

7. Transfers outside Canada

Certain providers, including cloud and analytics companies, may operate outside Canada. Where this occurs, we apply suitable safeguards designed to protect your information under applicable Canadian privacy requirements.

8. Safeguarding information

We use firm technical and organizational controls to help keep your information safe:

Protected data transfers using up-to-date standards, including TLS 1.3 or later.
Robust encryption for sensitive stored information, including AES-256 where appropriate.
Ongoing security assessments, penetration tests and independent specialist reviews.
Continuous monitoring intended to identify unusual behaviour and attempted intrusions.
Controlled internal access based on role-specific permissions.
Customer funds maintained in segregated accounts with regulated service partners.

No technical system can eliminate every security risk completely, but our controls are designed to reduce exposure substantially.

9. How long we retain information

We keep personal information only for the time needed for its stated purpose or for the period prescribed by law:

Throughout active account use and while the contractual relationship remains in place.
Following closure, for the duration required by law, including possible 5–10 year periods for tax and regulatory records.
Where consent is the basis, such as marketing, until you revoke that permission.

When retention is no longer necessary, we securely erase or anonymize the relevant information.

10. Your privacy rights

You retain several rights concerning your personal information, including the ability to:

Ask what personal information about you is held by us.
Seek correction of information that is wrong or completion of information that is missing.
Ask for deletion where no legal record-keeping duty requires continued retention.
Ask that processing be limited in circumstances permitted by law.
Obtain your information in a structured, widely used and machine-readable format for portability.
Revoke consent at any point for processing that occurs afterward.
Submit a concern to the appropriate Canadian privacy or data protection authority.

11. Cookies and related tools

Cookies and related tools help the website operate, understand how visitors interact with it and improve the experience. Necessary cookies remain active; analytics and advertising cookies are used only after you provide consent. Please see our separate cookie policy for further details.

12. Updates to this policy

We may update this policy from time to time to reflect legislative or regulatory developments and changes to our features. The current version will remain available online, and material updates will be communicated by email or within the platform.

13. Contact regarding privacy

For questions about this policy, privacy matters or your rights, contact us at $site_gmail or submit the website contact form. Our privacy officer will assess your request and reply as soon as reasonably possible.

When you use Timber Rendholt, you confirm that you have reviewed this privacy policy and accept its provisions.