1. Scope of This Policy

This Privacy Policy applies to personal information collected, accessed or processed by Aesonlabs Data Recovery in connection with data recovery, digital extraction, audio services, technical analysis, client communications, case administration, shipping, billing and use of the Aesonlabs website.

This Policy should be read together with our Terms & Conditions, which govern the services provided by Aesonlabs.

2. Information We Collect

The information collected depends on the nature of the service or interaction. It may include:

• name, company name, mailing address, telephone number and email address;
• case numbers, service requests, estimates, approvals, correspondence and other case-related records;
• device and storage-media information, including manufacturer, model, serial number, capacity, configuration and technical diagnostic information;
• shipping, pickup and delivery information;
• billing, invoice and transaction-related information;
• files, recordings, databases and other information contained on media submitted to Aesonlabs;
• files and data extracted or reconstructed during the recovery process;
• recordings and associated materials submitted for audio enhancement, authentication, voice comparison or technical analysis;
• website information such as IP address, browser type, device information, referring page, pages visited, approximate geographic information and server-log records.

Aesonlabs limits the collection of personal information to what is reasonably necessary to provide services, operate the business, communicate with clients, protect systems and comply with applicable obligations.

3. Submitted Media and Recovered Data

Storage devices and other media submitted to Aesonlabs may contain personal, financial, business, legal, medical, proprietary or other sensitive information belonging to the client or to third parties.

Aesonlabs does not collect the contents of submitted media for unrelated purposes. Access to client data occurs only where reasonably necessary to diagnose the media, perform the authorized recovery or analysis, verify recovery results, troubleshoot technical issues or fulfil an authorized client request.

Recovery processes may require the creation of temporary disk images, working copies, reconstructed file systems, extracted files or other technical copies necessary to perform the service.

Such working data remains subject to the confidentiality and retention practices described in this Privacy Policy.

4. How We Use Information

Aesonlabs may use personal information and case information to:

• open, administer and manage a client case;
• communicate regarding diagnostics, estimates, approvals, progress, recovery results and delivery;
• perform data recovery, digital extraction, audio enhancement, authentication, voice comparison and technical analysis;
• create disk images, working copies or other technical materials necessary to perform an authorized service;
• verify recovered files and prepare file listings, samples or recovery summaries;
• prepare invoices and process payments;
• coordinate shipping, pickup and return of media;
• maintain case, accounting, authorization and business records;
• protect Aesonlabs systems, clients and property against fraud, misuse or unauthorized access;
• diagnose website problems, maintain website security and understand website performance;
• comply with applicable legal and regulatory requirements.

Client data obtained through a recovery or analysis case is not used for unrelated advertising, marketing or data-broker activities.

5. Confidentiality of Client Data

Aesonlabs treats client media, recovered files, recordings, reports and case information as confidential.

Access is limited to personnel or authorized technical specialists who reasonably require access to perform the requested work.

Aesonlabs does not sell recovered data or client case information.

We do not provide the contents of submitted media or recovered files to unrelated third parties for advertising, marketing, profiling or other unrelated commercial purposes.

6. Service Providers and Technical Partners

Aesonlabs may use third-party service providers where reasonably necessary to operate the business or provide an authorized service. These may include:

• website hosting and infrastructure providers;
• email and communication providers;
• payment-processing providers;
• shipping and courier companies;
• security, anti-spam and website technology providers;
• professional accounting or legal service providers;
• specialized technical laboratories, suppliers or recovery partners where a case requires specialized equipment, components or expertise.

Information shared with such providers is limited to what is reasonably necessary for the applicable service or business function.

In specialized recovery cases, submitted media or technical case information may be provided to an authorized technical partner where required to complete work approved by the client.

Some service providers may process information outside Canada. Information processed in another jurisdiction may be subject to the laws and lawful access requirements of that jurisdiction.

7. Legal Disclosure

Aesonlabs may disclose personal information, submitted media or recovered data where disclosure is required or permitted by applicable law.

This may include responding to a valid court order, search warrant, production order, summons, statutory obligation or other lawful legal process.

Where legally permitted and reasonably possible, Aesonlabs will limit disclosure to the information required by the applicable legal process.

The presence of potentially unlawful, controversial or sensitive material on submitted media does not by itself constitute permission for unrelated disclosure. Any disclosure will be handled in accordance with applicable legal obligations and lawful authority.

8. Data Retention and Deletion

Aesonlabs retains personal information and case records only for as long as reasonably necessary for the purposes for which the information was collected, or as required for legitimate business, accounting, legal, security or dispute-resolution purposes.

Working copies and backup copies of recovered data may be retained temporarily after completion of a recovery to facilitate delivery, verification and reasonable client follow-up.

Unless otherwise agreed in writing, recovered-data copies may be retained for up to approximately ninety (90) days following completion or delivery of the case and may thereafter be permanently deleted without further notice.

Clients may request earlier deletion of retained recovered-data copies where technically feasible and where continued retention is not required for legal, accounting, dispute or other legitimate purposes.

Once retained recovery copies have been deleted, Aesonlabs may be unable to provide another copy if the client's delivered data is subsequently lost, deleted, corrupted or damaged.

Administrative records such as invoices, case correspondence, authorizations and accounting records may be retained for longer periods where reasonably necessary or legally required.

9. Security Safeguards

Aesonlabs uses administrative, technical and physical safeguards appropriate to the sensitivity of information under our control.

Safeguards may include access controls, restricted technical access, secure storage practices, case-identification procedures, system security measures and controlled handling of submitted media and recovered data.

No electronic storage, communication or transmission method can be guaranteed to be completely secure. Aesonlabs therefore cannot guarantee absolute security against every possible technical, physical or human threat.

If a privacy or security incident occurs, Aesonlabs will assess the incident and take reasonable steps appropriate to the circumstances, including any notification or reporting required by applicable law.

10. Website, Analytics and Cookies

The Aesonlabs website may use cookies, analytics technologies, server logs, anti-spam systems and security tools to operate forms, protect the website, understand website activity and improve site performance.

These systems may collect information including:

• IP address;
• browser and device information;
• operating system;
• referring website or search source;
• pages viewed;
• date and time of visits;
• approximate geographic information;
• website and form interactions.

Aesonlabs may use web analytics services to understand aggregate website usage and identify technical or usability issues.

Online forms may also use security or anti-spam services such as CAPTCHA technologies to reduce automated abuse and fraudulent submissions.

Browser settings may allow users to restrict or delete certain cookies. Disabling some website technologies may affect the operation of particular website features.

11. Client Communications

Aesonlabs may use the contact information provided by a client to communicate about an active or previous case, including diagnostic findings, estimates, approvals, payment, shipping, data delivery and reasonable follow-up matters.

Where a person separately subscribes to articles, updates or other optional communications, the contact information provided for that purpose may be used to send those communications.

Optional marketing or informational communications may be unsubscribed from using the method provided in the communication or by contacting Aesonlabs.

Case-related, transactional, legal or security communications may still be sent where reasonably necessary even if optional marketing communications have been declined.

12. Access and Correction

Individuals may contact Aesonlabs to request information about personal information held about them or to request correction of inaccurate personal information, subject to applicable legal limitations.

Aesonlabs may require reasonable information to verify the identity and authority of a person making an access, correction or deletion request.

Certain information may need to be retained despite a deletion request where retention is required or permitted for accounting, legal, security, contractual, dispute-resolution or other legitimate purposes.

13. Changes to This Privacy Policy

Aesonlabs may update this Privacy Policy from time to time to reflect changes in services, technologies, information-handling practices or legal requirements.

The current version will be published on this page together with the date of the latest revision.

14. Privacy Contact

Questions, privacy concerns, access requests, correction requests or requests concerning retained recovered data may be directed to Aesonlabs Data Recovery.

Email: support@aesonlabs.ca
Telephone: 1.888.833.8701