Privacy Policy

Effective date: October 22, 2026

Midwest Vending Services respects your privacy. This policy explains how we handle personal information through midwestvending.ca, our vending inquiry and machine service forms, and our staff Operations Centre.

Who to contact

For privacy questions, access or correction requests, or concerns about how we handle your information, contact our privacy contact at service@midwestvending.ca or 613-827-8525. Please do not send passwords, payment card details or other sensitive information in your request.

Information we collect

• Vending inquiries: your business name, contact name, email address, location, and any phone number, employee count, vending needs or other details you provide.
• Machine service reports: the machine reference, issue type, and any product, issue details, name or contact information you choose to provide. Name and contact details are optional on the machine reporting form. Please avoid including information about other people.
• Customer and machine records: business contacts, service locations, access hours, machine identifiers and placement, service history, and relevant notes our team records while providing service.
• Staff accounts and activity: staff names, usernames, email addresses, roles, account status, authentication information, record changes, assignments and notification history. WordPress stores password hashes rather than readable passwords.
• Technical information: our hosting and security services may process IP addresses, browser information, requested pages, timestamps and error or security logs. Our custom forms and staff login use short-lived keyed hashes derived from IP addresses to limit abuse.

How we use information

We use information to respond to inquiries, assess vending needs, arrange installation and service, restock and maintain machines, investigate reports, communicate with customers, assign work to staff, manage accounts, protect the website, maintain business records and meet legal obligations. Reports and inquiries may generate email alerts and private staff notifications.

Your choices and consent

When you submit a form, we use the information to handle that request and related service communications. Optional fields can be left blank. You may ask to withdraw consent for a particular use by contacting us; we will explain any legal or contractual limits and how this may affect our ability to provide the requested service. Providing contact details for a service request does not subscribe you to a marketing list.

Cookies and website technology

WordPress uses cookies for staff sign-in and session management, including a longer session when a staff member chooses “Remember me.” Hosting and security tools may use cookies or similar technology to operate and protect the site. You can manage cookies in your browser, although blocking them may prevent staff sign-in or other features from working. The custom Midwest website and Operations Centre code does not include advertising trackers or analytics scripts. Hosting tools and any plugins added separately may have their own data practices.

When information is shared

We do not sell personal information. Authorized staff can access information needed for their work. We use service providers, including website hosting and email providers, to operate the website and deliver communications. They may process information on our behalf. Information may also be disclosed where required or permitted by law, or where reasonably necessary to investigate abuse or protect rights and safety.

Our website is hosted using SiteGround. Depending on provider arrangements, information may be processed or stored outside Canada and may be subject to the laws of those locations. Contact us with questions about service providers or processing locations.

Payments and text messages

Our website inquiry and machine reporting forms do not request payment card details. Payments made at vending machines are handled through the applicable payment system; its privacy terms may also apply. Please do not enter card numbers into our forms. Automated SMS texting is not currently enabled in the custom Midwest website system. We will update the relevant notices if we introduce it.

Safeguards and retention

We use measures such as HTTPS, authenticated staff access, role-based permissions and private operational records to help protect information. No online system can guarantee complete security.

We retain information for as long as reasonably needed for the purpose collected, ongoing customer service, business records, resolving disputes and legal requirements. Operational records do not currently have a fixed automatic deletion schedule. Retention and deletion requests are reviewed individually, and backup copies may remain until the applicable backup cycle ends.

Access, correction and privacy concerns

You may request access to personal information we hold about you, ask us to correct inaccurate information, or ask about deletion or limits on its use. We may need to verify your identity. Access or deletion may be limited by legal requirements, other individuals’ privacy or other applicable exceptions; we will explain relevant limits. Please contact us first so we can investigate a concern. You may also contact the Office of the Privacy Commissioner of Canada.

Other websites and policy changes

External websites linked from our site have their own privacy practices. We may update this policy as our services or practices change. The effective date above identifies the current version; material new uses requiring consent will be addressed before those uses begin.