RB Computing Inc. operates this website and the parts store at shoprbc.com from 106-235 Menten Place, Ottawa, Ontario. We are subject to Canadian federal privacy law, the Personal Information Protection and Electronic Documents Act (PIPEDA).
The short version
We collect what we need to answer your question, build your machine, fix your device, or process your return. We do not sell your information, we do not rent it, and we do not trade it. We keep it for as long as we have a business or legal reason to, and then we get rid of it.
If you want to know what we hold on you, ask. If it is wrong, tell us and we will correct it. If you want it deleted, we will delete what we are not legally required to keep.
What we collect, and when
We do not collect anything just because you visited. Almost everything below is information you type into a form and send us on purpose.
When you use the contact form
- Your name, email address, phone number, company name if you give one, the type of question, and your message.
- This is emailed to our team. It is not stored in a database on this website.
When you submit a return request
- Your name, email address, order number, the product, your reason for returning it, and anything you write describing the problem.
- This is stored in the website database so we can track the request, issue an RMA number, and keep a record of what we sent you.
- If we email you a prepaid return label, a copy of that label is stored on our server. It contains your name and address. It is kept outside the public media library, given a random filename, and the directory is blocked from being browsed.
When you request a quote on a custom system
- The configuration you chose, plus your name, email address and phone number.
- Stored in the website database and emailed to our sales team so we can confirm parts, stock and a total.
When you buy from shoprbc.com
- Order and delivery details, purchase history, and payment information. Card numbers are handled by our payment processor and are not stored on our servers.
When you bring a device in for service
- Your contact details and details about the device and the fault.
- Technicians may need access to the contents of your device to diagnose or repair it. We look at what the job requires and nothing else. Back up your data before any service.
Automatically, on every visit
- Standard web server logs: IP address, browser and device type, the pages you requested, and the time. These are used for security and troubleshooting.
- The analytics cookies described below.
Return testing acknowledgements
This one deserves to be spelled out rather than buried, because it involves recording your IP address.
If you file a return for an item that is dead on arrival or defective, we ask you to accept a testing policy before the form will submit. When you accept it, we record the exact wording you agreed to, the date and time, and the IP address the acknowledgement came from.
We store the wording itself rather than a yes/no tick, so that if we later change the policy or the fee, your record still shows the version you actually agreed to. The IP address is recorded for the same reason a signature is dated, so the acknowledgement can be shown to be genuine if it is ever disputed.
These records are kept with the return request and are used only in connection with that return.
Cookies and analytics
Cookies are small files a website stores in your browser. This site uses two kinds.
- Functional cookies set by WordPress, which keep the site working and keep staff signed in to the admin area. Nothing about you is collected here if you are just a visitor.
- Microsoft Advertising (UET), which sets cookies named _uetsid and _uetvid. These let us see how many people arrive from a search or an ad and whether they went on to contact us. They are used for advertising measurement.
This site does not run a Facebook pixel, and it does not use session-recording or heatmap tools that watch what you do on the page.
Our pages load fonts from Google Fonts. Requesting a font from Google means your IP address is visible to Google, in the same way it is for any resource your browser loads from another server.
You can block or delete cookies in your browser settings. The site will still work, though some conveniences may not.
Who we share information with
We do not sell, rent or trade personal information. We share it only where the job requires it:
- Payment processors, to authorize and settle card payments.
- NoFraud, our fraud screening service, to check card orders before they ship. It receives your name, billing and shipping address, email address, phone number, order number and order total, the last four digits of the card, the card type, and the IP address the order came from. It never receives the full card number, the expiry date, or the CVV.
- Shipping carriers, for the name, address and phone number, so they can deliver to you or collect a return.
- Distributors, where an item ships to you directly from a supplier, the delivery details needed to complete that shipment.
- Demand ITS Inc., our sister company, if you ask to be referred for managed or on-site IT services.
- Microsoft, through the advertising measurement described above.
- Legal authorities, where we are required by law, or where it is necessary to protect our rights, our property, or someone’s safety.
Marketing email
We only send promotional email, meaning sales, newsletters and product announcements, to people who have opted in. Every one of those emails carries an unsubscribe link, and unsubscribing takes effect right away. You can also just reply and ask.
Transactional messages are different, and will keep coming as long as you have an active order or service job: order confirmations, shipping notices, RMA approvals, quote replies and repair updates. These are part of the transaction rather than marketing.
How long we keep it
- Contact form messages, kept in our email system as part of the conversation history.
- Return requests and testing acknowledgements, kept for the warranty life of the product and as long as needed to resolve any dispute about the return.
- Return shipping labels, kept while the return is open, then removed once it is closed.
- Order and service records, kept for warranty, tax and accounting purposes for the period Canadian law requires.
- Server logs, kept short-term for security and troubleshooting.
How we protect it
The site runs over an encrypted connection. Payment card details are handled by our payment processor rather than stored on our servers. Access to personal information is limited to staff who need it to do their job, and stored return labels are given random filenames in a directory that cannot be browsed.
No system is perfectly secure, and we will not pretend otherwise. If a breach ever affects your personal information in a way that creates a real risk of significant harm, we are required to notify you and the Privacy Commissioner of Canada, and we will.
Your rights under PIPEDA
- Access, ask what personal information we hold about you and how it has been used.
- Correction, have inaccurate or incomplete information fixed.
- Withdraw consent, opt out of marketing at any time, or withdraw consent for other uses, subject to what is needed to complete a transaction you have already started.
- Deletion, ask us to delete your information, other than what we must keep for legal, tax or warranty reasons.
Email support@shoprbc.com or call 613-829-9994 and we will respond within 30 days. There is no charge for a reasonable request.
If you are not satisfied with how we have handled your concern, you can escalate it to the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.