Privacy Policy — TOPS Telecommunications Inc.

Effective date: January 15, 2026
Last updated: January 15, 2026

 

This Privacy Policy explains how TOPS Telecommunications Inc. (“TOPS”, “we”, “us”, “our”) collects, uses, discloses, stores, and protects Personal Information when you:

  • Visit ca and related pages (including support/contact forms),
  • Visit topsoffice.ca (our “Wiki & Docs”), and/or
  • Use services we provide, including Hosted Services (as defined below).

1)    Who we are and how to contact us

 

TOPS Telecommunications Inc. provides business technology services (including hosted/cloud services for voice and data)

Contact details (general)
Our website lists department phone numbers and emails for Sales and Service, and office addresses in Kelowna and Kamloops.

Privacy contact

For privacy questions or requests, you can contact us at:

  • Email: Dispatch@topsoffice.ca
  • Mail: #5-1905 Evergreen Court, Kelowna, BC V1Y 9L4

You can also reach our Sales and Service teams using the contact information published on our website.

2) Scope: Website visitors vs. Hosted Services users

 

This policy covers two contexts:

A. Website & Wiki (Visitors)

If you are browsing topsoffice.ca or wiki.topsoffice.ca, we collect and use Personal Information as described in this policy (for example, when you submit a contact form, create a wiki account, or start a service ticket.)

B. Hosted Services (Customers & Authorized Users)

If you are a business customer using our hosted services, the contract terms for Host Services apply alongside this policy. The Host Services terms defile “Hosted Services” and “Authorized Users,” and describe how Customer Data and Personal Information are handled in that environment.

Important: In the Hosted Services context, the Customer is responsible for the collection and legal basis/consent for Personal Information that is disclosed or transferred to TOPS for processing, and represents that necessary consents have been obtained.

3)    Key Definitions

 

Where used in this policy:

  • “Personal Information” means information about an identifiable individual.
  • “Customer Data” includes information (including Personal Information), data, communications or content uploaded/generated/stored/transmitted by a customer and/or its Authorized Users as part of using Hosted Services.
  • “TOPS Application Server” means the online environment hosted and maintained by TOPS, or on TOPS’ behalf by a third-party service provider, for hosting Hosted Services for access over the Internet.

4) What Personal Information we collect

 

The Personal Information we collect depends on how you interact with us.

A. Information you provide on topsoffice.ca (forms, inquiries, support)

When you use our website’s contact form, we ask for information like name, company name, city, email, phone number, and the details of your request.

B. Wiki information (wiki.topsoffice.ca)

Our wiki shows a “Sign in” option and provides site search and browsing. If you sign in (or request access), we may collect account and authentication information necessary to provide that access.

C. Information collected automatically (website & wiki)

When you browse our websites, we (and our service providers) may automatically collect information such as:

  • IP address
  • device type and browser
  • pages viewed, links clicked, and timestamps
  • approximate location derived from IP
  • site performance and security logs

(These are typical website operations; see the “Cookies and similar technologies” section below for more detail.)

D. Hosted Services: Customer Data (including Personal Information)

In connection with providing Hosted Services, we process Customer Data, which can include Personal Information.

The Hosted Services terms state:

  • TOPS has no obligation to monitor or pre-screen Customer Data, and
  • The Customer is responsible for Customer Data’s accuracy, legality, and how it was acquired.

E. Call recordings (when enabled)

If call recording is activated for a customer, the Hosted Services terms state that the customer is responsible for access controls and compliance with applicable laws (including privacy laws), and that the audio files are deleted 14 days after the recording is made (customer must archive recordings they want to keep).

F. Service location information (VoIP / emergency services context)

In Hosted Services, the Customer is responsible for providing correct contact and service location information (including name, address, and telephone number) and keeping it up to date.

5) How we collect Personal Information

 

We collect Personal Information in several ways:

  1. Directly from you (e.g., forms, chat, email/phone, service tickets).
  2. Automatically through your use of our websites and wiki (e.g., logs and cookies)
  3. Through customers when they use Hosted Services and disclose or transfer Personal Information to TOPS for processing.

6) Why we collect Personal Information and how we use it

 

We use Personal Information for purposes such as:

A. Website and business operations

  • Responding to inquiries and requests submitted via the site.
  • Providing quotes, scheduling, and customer support
  • Operating the website and wiki content
  • Preventing fraud, abuse, and spam

B. Providing Hosted Services (Customer Data processing)

The Hosted Services terms provide that the Customer grants TOPS a limited license to access and use Customer Data:

  • As necessary to provide Hosted Services and other Services and
  • in limited situations such as protection of systems/users/third parties, emergencies, investigating illegal activity, court/administrative orders, or with customer consent.

The terms also state TOPS “will own and may use any non-identifying meta data created in connection with the provision of the Services.”

C. Legal and compliance

  • Complying with applicable laws and responding to lawful requests
  • Enforcing agreements and protecting rights and safety

7) How we disclose or share Personal Information

 

We may share Personal Information in the following circumstances:

A. Service providers

We may share Personal Information with Vendors/contractors who help us run our websites, provide support, host-systems, or deliver services under appropriate contractual and security obligations.

This may include third-party providers involved in hosting and maintaining the systems used for Hosted Services (the terms expressly contemplate the TOPS Application Server being hosted/maintained by third-party provider on TOPS’ behalf).

B. Hosted Services access to Customer Data

As described above, TOPS may access/use Customer Data as needed to provide services or under specific circumstances (protection, emergencies, illegal activity investigations, legal order, or customer consent).

C. Legal requirements

We may disclose information when required by law, legal process, or to protect rights, safety, and security.

D. Third-party links (social media, etc.)

Our site includes likes to third-party platforms (e.g., social media). If you click those links, your information is governed by those third parties’ privacy policies.

8) Data retention

 

We retain Personal Information for as long as necessary for the purposes described above, unless a longer period is required or permitted by law.

A. Call recordings

Where call recording is enabled, the Hosted Services terms state recorded audio files are deleted 14 days after the recording is made, and customers are responsible for archiving recordings they wish to keep.

B. Hosted Services termination / expiry

Upon termination/expiry (and if requested by the Customer), TOPS will provide a machine-readable copy of Customer Data (at the customer’s expense) and then delete Customer Data from the Hosted Services and System within 30 days.

C. Website inquiries / tickets

Contact requests and service tickets are typically retained long enough to respond, document service history, and meet legal/business requirements.

9) Security

 

The Hosted Services terms state that TOPS will maintain appropriate safety and security procedures that meet or exceed prevailing industry standards and will endeavor to notify the Customer of material failures or security breaches related to the System or TOPS’ network.

They also state that no security technology be guaranteed failsafe and that TOPS is not responsible for information including personal information lost/altered/intercepted/viewed/stored by an unauthorized third party.

For website and wiki security, we use reasonable administrative, technical, and organizational measures appropriate to the nature of the information.

10) Cookies and similar technologies

We use cookies and similar technologies to operate our sites, maintain security, remember preferences, and understand how people use our content.

Cookies and similar technologies may be set by:

  • TOPS (first-party cookies), and/or
  • third-party providers (for example, live chat support tools).

Our wiki indicates it is powered by Ghost, which may use cookies or similar technologies for site functionality and sign-in.

Your choices: Most browsers allow you to control cookies through settings. If you disable cookies, some features (like authentication or chat) may not work correctly.

11) SMS/MMS communications and consent

 

If you provide your phone number and opt in to receive SMS/MMS messages from TOPS (for example, service updates or marketing where permitted), we will use your phone number to send those messages, and you can opt out using the instructions included in the message.

Our wiki includes guidance noting that express consent is required in Canada under CASL for SMS marketing and that SMS programs should provide opt-out instructions and notes similar consent expectations in the U.S. under TCPA/CTIA guidance.

12) Your rights and choices

 

Depending on your jurisdiction and relationship with TOPS, you may have rights to:

  • Request access to Personal Information we hold about you
  • Request correction to inaccurate Personal Information
  • Withdraw consent where processing is based on consent (subject to legal/contractual limits)
  • Request deletion in certain circumstances
  • Opt-out of marketing communications

Hosted Services end users

If you are an end user of a TOPS customer (e.g., an employee of the customer), requests involving Customer Data may need to be handled through your organization, since the Customer controls that data and is responsible for required consents.

13) Children’s privacy

 

Our websites and services are not directed to children, and we do not knowingly collect Personal Information from children.

14) Changes to this Privacy Policy

 

We may update this Privacy Policy from time to time. We will post the updated version on our websites and revise the “Last updated” date above.

15) Contact us (privacy questions/requests)

 

For privacy questions, requests, or complaints, contact:

TOPS Telecommunications Inc.

Email: Dispatch@topsoffice.ca

Mail: #5-1905 Evergreen Court, Kelowna, BC V1Y 9L4

You can also use the general Sales/Service contact details listed on our contact page.