Deployed Response Inc. - Privacy Policy

Effective Date: October 8, 2026 | Last Updated: October 8, 2026

Deployed Response Inc. ("we", "us", "our") is a B2B workforce accommodation management company based in Calgary, Alberta, Canada. We provide end-to-end crew and workforce accommodation management services, including hotel and motel sourcing, short-term rental coordination, camp and modular unit deployment, and ground/air travel coordination to clients across industries including the insurance, construction, energy, government, emergency response, and restoration sectors.

We are committed to protecting the privacy of individuals whose personal information we collect, use, and disclose in the course of our business operations. This Privacy Policy describes how Deployed Response Inc. collects, uses, discloses, retains, and protects personal information in accordance with Alberta's Personal Information Protection Act (PIPA) and, where applicable, the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

This Policy applies to all personal information collected by Deployed Response Inc. in the course of its commercial activities, including information collected through our website (deployedresponse.com), our assignment intake forms, our client and supplier communications, and our employment and contractor engagement processes.

1. PIPEDA's Ten Fair Information Principles - Our Commitments

Deployed Response Inc. structures its privacy practices around the ten Fair Information Principles set out in Schedule 1 of PIPEDA. Each principle and our commitment to it is described in detail in the sections below.

2. What Personal Information We Collect

Deployed Response Inc. is a B2B service provider. The personal information we collect relates primarily to: the employees, officers, and authorized representatives of our client organizations; the personnel whose accommodation we manage on behalf of clients (crew members, field workers, adjusters, emergency responders); suppliers and their personnel; and our own employees, contractors, and virtual assistants.

2.1 Client Organization Contacts and Authorized Representatives

When a business engages Deployed Response Inc. for accommodation management services, we collect personal information about the individuals who represent that business, including:

Name and professional title of the authorized representative, project manager, or procurement contact
Business email address and direct phone number for service delivery and billing communications
Business mailing address for contract and invoice purposes
Billing contact details including AP department contact names and email addresses
Purchase order or cost centre reference numbers as provided by the client organization
Electronic signature where documents are executed through digital signing platforms

2.2 Crew Members and Personnel Being Accommodated

When Deployed Response Inc. manages accommodation for a client's workforce, we collect personal information about the individual crew members or personnel as necessary to fulfill the booking and logistics function, including:

Full name for booking confirmations, roster lists submitted to suppliers, and check-in documentation
Check-in and check-out dates and assignment location
Special accommodation requirements including accessibility needs, dietary restrictions affecting meal programs, or security clearance requirements relevant to the assignment location
Air travel itinerary details where Deployed Response Inc. is coordinating travel in addition to accommodation
Emergency contact information where required by the client's duty-of-care obligations or by camp and remote site suppliers

Important: We do not collect sensitive personal information about crew members without necessity. Deployed Response Inc. does not collect SINs, financial account numbers, medical records, immigration status, or government-issued identification numbers from crew members unless specifically required by a regulatory compliance obligation and with the express consent of the individual and the written instruction of the client organization.

2.3 Supplier Personnel

For hotels, short-term rental hosts, camp vendors, catering companies, and ground/air suppliers engaged by Deployed Response Inc., we collect:

Name and title of the property manager, sales contact, or operational contact
Business email address and phone number for booking coordination and operational communications
Banking or payment details where direct payment arrangements are established with the supplier
Insurance documentation including certificate of insurance details and policyholder names where required

2.4 Employees, Contractors, and Virtual Assistants

For individuals engaged by Deployed Response Inc. in any employment, contractor, or advisory capacity, we collect:

Full legal name, address, and contact information
Social Insurance Number for payroll and tax reporting purposes (T4 employees only)
Banking information for direct deposit payroll or contractor payment
Employment history and references as part of the hiring and onboarding process
Government-issued identification where required for security clearance or background check processes
Performance records and any disciplinary documentation during the engagement

2.5 Website Visitors

When individuals visit deployedresponse.com, we may collect:

IP address and general geographic location derived from network data
Browser type, device type, and operating system for website analytics purposes
Pages visited, time on site, and referral source through analytics tools
Contact form submissions including name, email, phone number, company, and message content

3. Purposes for Which We Collect Personal Information

We identify our purposes for collecting personal information before or at the time of collection. We collect personal information for the purposes of service delivery, contract administration, billing, travel coordination, regulatory compliance, and communication with clients, suppliers, and personnel.

4. Consent

4.1 How We Obtain Consent

Deployed Response Inc. obtains consent for the collection, use, and disclosure of personal information in the following ways:

Express consent: obtained when a client organization signs our Work Authorization and a Service Agreement, and through explicit consent requests for any collection outside the ordinary scope of service delivery.
Implied consent: applies to the collection of professional contact information from business representatives in the ordinary course of B2B commercial engagement, and the submission of a contact form or intake form on deployedresponse.com.
Consent from crew members: Where crew members' personal information is provided by the client organization for booking purposes, the client organization is responsible for obtaining any required consent from its own personnel.

4.2 Right to Withdraw Consent

Individuals may withdraw their consent to the collection, use, or disclosure of their personal information at any time, subject to legal or contractual restrictions and reasonable notice. To withdraw consent, contact our Privacy Officer at info@deployedresponse.com. Note that withdrawal of consent may affect Deployed Response Inc.'s ability to provide services.

4.3 CASL Compliance (Commercial Electronic Messages)

All commercial electronic messages sent by Deployed Response Inc. comply with Canada's Anti-Spam Legislation (CASL). We send commercial electronic messages only with the recipient's express or implied consent and always include clear identification of Deployed Response Inc. as the sender, our contact information, and an unsubscribe mechanism. Unsubscribe requests are processed within 10 business days.

5. How We Disclose Personal Information

Deployed Response Inc. does not sell, rent, trade, or otherwise disclose personal information to third parties for their own marketing purposes. We disclose personal information only in the following circumstances:

5.1 Disclosure to Suppliers in the Course of Service Delivery

In order to fulfill accommodation bookings on behalf of clients, Deployed Response Inc. necessarily discloses certain personal information to suppliers - specifically the names and check-in/check-out details of crew members being accommodated. This disclosure is limited to what is strictly necessary to complete the booking and is governed by our Vendor Service Agreement.

5.2 Disclosure to Service Providers Acting on Our Behalf

Deployed Response Inc. uses third-party service providers to support our operations, including:

Cloud software providers that process data on our behalf
Commission processing networks
Payment processors

When personal information is transferred to a service provider located outside Canada, Deployed Response Inc. ensures contractual protections are in place to provide a comparable level of protection.

5.3 Disclosure Required by Law

Deployed Response Inc. may disclose personal information where required or authorized by applicable law, court order, subpoena, regulatory demand, or government authority.

5.4 Business Transactions

In the event of a merger, acquisition, sale of substantially all assets, or corporate reorganization, personal information may be disclosed to or acquired by the successor entity, subject to equivalent privacy protections.

5.5 Disclosure with Consent

Deployed Response Inc. may disclose personal information with the individual's express consent for purposes not otherwise described in this Policy.

6. Retention and Disposal of Personal Information

Deployed Response Inc. retains personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. When personal information is no longer required for its identified purpose and no legal retention obligation applies, Deployed Response Inc. will securely destroy, delete, or de-identify the information. Physical records are shredded. Electronic records are permanently deleted from all systems including backup systems.

Information you submit through our website forms is held by our website system for 30 days and then deleted, along with the IP address recorded with it. The record of your acceptance of our Terms and Conditions, including your IP address and the time of acceptance, is kept for 90 days and then deleted. Where an inquiry becomes a client or supplier relationship, the information is kept in our business records under the general rule above.

7. Safeguards to Protect Personal Information

Deployed Response Inc. implements security safeguards appropriate to the sensitivity of the personal information we hold.

7.1 Technical Safeguards

Encryption: All data transmitted through deployedresponse.com is encrypted via SSL/TLS. We use cloud service providers that encrypt data in transit and at rest.
Access controls: Access to personal information is restricted on a need-to-know, role-based basis with multi-factor authentication.
Network security: Password management tools enforce strong, unique credentials across all systems.

7.2 Organizational Safeguards

Everyone engaged by Deployed Response Inc. is bound by confidentiality obligations
We prefer service providers that hold recognized security certifications

7.3 Cookies and Online Tracking

Deployed Response Inc.'s website uses a small number of cookies and similar technologies. You choose whether to allow analytics when you first visit the site, and you can change that choice at any time using the "Cookie settings" link at the bottom of every page.

Essential: Your cookie choice is stored in your browser so we can remember it. It does not track you across other websites.
No hosting or tracking cookies before you choose: Our website does not set any cookie when a page loads. The only item stored before you make a choice is the record of that choice itself, described under "Essential" above.
Analytics cookies (Google Analytics): We use Google Analytics, a service of Google LLC, to understand how visitors use our website, such as pages visited, time on site, referral source, and general device and location information. Analytics cookies are placed only if you click "Accept" on our cookie banner. If you click "Decline", or make no choice, Google Analytics does not set cookies on your device. We also record when a contact form is submitted or an email link is clicked, but never the content you enter, such as your name, email, phone number or message. We do not use Google Signals, do not link Google Analytics to any advertising account, and keep analytics data for no longer than 2 months. Without your consent, Google may still receive a limited, cookieless signal that a page was viewed or a form was submitted; this signal does not identify you or link your visits together.
Where analytics data is processed: Google processes analytics data on servers that may be located outside Canada, including in the United States, where it may be subject to the laws of that jurisdiction. See section 10, Cross-Border Data Transfers.
Where website form data is processed: Information you submit through our website forms is processed and stored in Canada, in Microsoft Azure's Canada Central region and our Microsoft 365 mailboxes, which are located in Canada.
No advertising cookies: Deployed Response Inc. does not use advertising pixels, behavioural advertising, or third-party advertising networks, and does not sell or share website visitor data for advertising.
How to opt out: You can withdraw your consent at any time through "Cookie settings" in the website footer. You can also block or delete cookies in your browser settings, or install Google's opt-out tool at tools.google.com/dlpage/gaoptout. If your browser sends a Global Privacy Control (GPC) signal, we treat it as a Decline and do not place analytics cookies.

8. Privacy Breach Notification

Deployed Response Inc. maintains a privacy breach response procedure. In the event of a breach creating a real risk of significant harm, we will notify the Office of the Information and Privacy Commissioner of Alberta and the Office of the Privacy Commissioner of Canada as required, along with affected individuals and any other organizations that must be told. We keep a record of breaches for at least 24 months.

9. Your Rights as an Individual

9.1 Right of Access

You have the right to request access to the personal information Deployed Response Inc. holds about you. Contact our Privacy Officer at info@deployedresponse.com. We will respond within 30 calendar days.

9.2 Right to Correction

If you believe personal information we hold about you is inaccurate, incomplete, or outdated, you may request that we correct it.

9.3 Right to Withdraw Consent

You may withdraw your consent to our collection, use, or disclosure of your personal information at any time, subject to legal and contractual restrictions.

9.4 Right to Challenge Compliance

You have the right to challenge Deployed Response Inc.'s compliance with PIPEDA. Submit a written complaint to our Privacy Officer. If you are not satisfied with our response, you may escalate to the Office of the Information and Privacy Commissioner of Alberta at www.oipc.ab.ca, or to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or 1-800-282-1376.

10. Cross-Border Data Transfers

Deployed Response Inc. operates using cloud-based service providers whose data centers may be located outside Canada, including in the United States. Personal information transferred to service providers in foreign jurisdictions may be subject to the laws of those jurisdictions. All providers are required to implement security and privacy protections substantially equivalent to those required under PIPEDA.

11. Specific Privacy Contexts

11.1 Government Program Participants (SAWP / TFWP)

Where Deployed Response Inc. provides accommodation management services for SAWP or TFWP employers, additional personal information may be collected as required by ESDC compliance standards. The client organization retains primary responsibility for ESDC participant privacy obligations.

11.2 Emergency Response and CAT Event Deployments

During catastrophe or emergency event deployments, Deployed Response Inc. may collect personal information in compressed timeframes where obtaining individual consent prior to collection is not practicable. Information collected in these circumstances is used solely for accommodation management and to support the client organization's own duty-of-care obligations to its personnel, which remain with that organization as employer.

11.3 Insurance Adjuster Workforce Accommodation

Where Deployed Response Inc. provides accommodation coordination for insurance adjusters, personal information is collected and used only for the purpose of sourcing and managing their accommodation. Deployed Response Inc. does not access, use, or disclose any insurance claim information or policyholder information.

11.4 Children

Our services are provided to businesses and organizations, and we do not market to or knowingly collect personal information directly from children. Where we arrange accommodation for displaced households under a client organization's program, the occupants may include children. In those cases we collect only the names and stay details needed to make and manage the booking, provided to us by the client organization, which is responsible for obtaining any consent required.

11.5 Public Sector Clients

Where we provide services to a government body, information we hold for that engagement may also be subject to the access and privacy legislation that applies to that body, in addition to PIPA and PIPEDA. We will follow the privacy and records terms set out in the public body's own contract, and we will co-operate with any access request it is required to answer.

12. Privacy Officer and How to Contact Us

Deployed Response Inc. has designated a Privacy Officer responsible for compliance with PIPEDA and this Privacy Policy, and for receiving and responding to privacy inquiries and complaints.

Email: info@deployedresponse.com

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner of Alberta at www.oipc.ab.ca, or the Office of the Privacy Commissioner of Canada:

Website: www.priv.gc.ca
Telephone: 1-800-282-1376 (toll-free in Canada)
Mailing address: Office of the Privacy Commissioner of Canada, 30 Victoria Street, Gatineau, Quebec K1A 1H3

13. Changes to This Privacy Policy

Deployed Response Inc. may update this Privacy Policy from time to time to reflect changes in our business practices, applicable law, or privacy standards. When we make material changes, we will post the updated Policy on deployedresponse.com with a revised Effective Date, notify active clients of material changes, and obtain fresh consent where changes involve a materially new collection, use, or disclosure purpose.

We encourage individuals to review this Policy periodically.