Privacy Policy

1. Introduction

Vexxia Solutions Inc. operates the VMed brand, providing healthcare‑supply‑chain services, medical product sourcing and distribution, and the VMedLink customer portal (“we”, “us”, “our”). We understand the importance of protecting the privacy and personal information of our clients and business‑contacts. This Privacy Policy explains how we collect, use, store, disclose and protect personal information via our Platform and associated services. We will comply with all applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial equivalents.

2. Scope

This policy applies to all personal information we collect, hold, use or disclose in the course of our operations in Canada, through the Platform, portals, account registration, product ordering/distribution, shipping/inventory management, customer support, and related activities.

3. Definitions

• Personal Information: information about an identifiable individual (such as name, contact details, business e‑mail, job title, IP address) but excluding business contact information when used only for business‑to‑business communications and not for more extensive tracking.
• Services: the supply‑chain, account‑management, order fulfilment, portal access and support services provided by Vexxia under the VMed brand.
• You, Your: an individual whose personal information we collect in connection with our Services, including representatives of healthcare provider organisations, institutions, suppliers, business contacts, portal users.

4. Information we collect

We may collect the following kinds of personal information:

A. Information you provide

• Contact and business details: name, job title, organisation, business email address, telephone number, shipping/billing address, account credentials.
• Registration and account setup: information for the VMedLink portal.
• Order, payment and delivery: products ordered, shipping details, invoice/billing details, purchase history.
• Uploaded documents or correspondence: purchase orders, licences, supply‑chain documentation, support tickets.
• Communication records: emails, phone logs, support chats outside the portal, feedback or surveys.

B. Information collected automatically

• Technical data: IP address, device/browser type, date/time stamps, pages visited on the Platform, session duration, referral URL.
• Cookies or similar identifiers: to support analytics, navigation, preferences.

C. Information from third‑parties

• Payment processors: for billing/settlement.
• Logistics/shipping partners: for delivery/tracking.
• Suppliers/distributors: with whom we coordinate inventory/fulfilment.
• Public or commercial sources: for verifying business contacts, entity status, credit‑worthiness where relevant.

5. Purposes of use

We use your personal information for the following core purposes:

• Account management: to establish and manage your account on the Platform (registration, authentication, credentials).
• Order processing: to process, fulfil, and track product orders, including invoices, shipping, returns.
• Customer service: to provide customer service and technical support (portal support, inquiries, complaints).
• Communications: to communicate with you regarding your account, orders, product updates, supply‑chain issues or recall information.
• Relationship management: to manage our relationship with you or your organisation (contractual obligations, compliance, audit records).
• Platform improvement: to monitor and analyse the Platform’s usage, performance, security and to improve our services.
• Compliance: to comply with legal, regulatory or contractual obligations.
• Fraud and misuse: to enforce our rights, investigate fraud, misuse of the Platform or supply disruption.

6. Legal basis and consent

Under applicable Canadian privacy laws, we rely on one or more of the following grounds for processing your personal information:

• Consent
• Contractual necessity
• Legal obligation
• Legitimate business interests

7. Disclosure of personal information

We do not sell or lease your personal information. We may disclose personal information where necessary for business operations and under strict contractual controls:

• Service providers and contractors who assist us.
• Logistics/shipping partners.
• Regulatory or governmental authorities where required by law.
• Corporate transactions: in the event of a merger, acquisition or sale of assets of Vexxia, under equivalent obligations.

8. International transfers

Your personal information may be stored or processed outside of Canada by cloud service providers. We implement contractual safeguards and technical measures to ensure equivalent protections. By using the Platform, you consent to such transfers.

9. Data retention

We retain personal information only as long as necessary for the purposes listed, or as required by legal or contractual obligations. Once no longer needed, we securely delete, anonymize or aggregate it.

10. Cookies and analytics

We use cookies and similar technologies for session continuity, monitoring Platform usage, understanding preferences and improving user experience. You may adjust your browser to decline cookies; some features may not function optimally.

11. Security

We take appropriate administrative, technical and physical safeguards to protect personal information against unauthorized access, disclosure, alteration or destruction. Despite these measures, no system can guarantee absolute security.

12. Your rights

You have the right to access, correct, withdraw consent, request deletion, and file complaints regarding your personal information. Requests can be made to the contact below.

13. Contact us

14. Children’s privacy

Our Platform is not directed at persons under the age of 18, and we do not knowingly collect personal information from minors.

15. Changes to this privacy policy

We may update this Privacy Policy from time to time. The effective date will change accordingly. We encourage periodic review. Material changes may be communicated via email or notice on the Platform.

16. Governing law

This Privacy Policy is governed by the laws of the Province of Ontario and the federal laws of Canada.