PRIVACYPOLICY

The Geek Out Galaxy store is governed by four connected policy documents. Each document addresses a different part of the same customer relationship.

This Privacy Policy governs how personal information is handled. The other policies explain the transactions and services that may require that information.

These documents should be read together. A reference to another policy is intended to help you find the rule that applies to that part of your interaction with Geek Out Galaxy.

No policy excludes, waives, or restricts a legal right or remedy that cannot lawfully be excluded, waived, or restricted.

This policy applies to personal information handled by Geek Out Galaxy through our website, online store, customer accounts, rewards features, favourites, communications, customer support, promotions, orders, delivery, returns, refunds, and related commercial activities.

“Personal information” means information about an identifiable individual. It does not generally include business contact information used solely to communicate with a person in their professional or business capacity where applicable law treats that information separately.

Geek Out Galaxy is responsible for personal information under our control, including information processed for us by hosting, ecommerce, payment, shipping, communications, security, and other authorized service providers.

Our designated Privacy Officer oversees our privacy practices, responds to questions and written requests, investigates complaints, and coordinates privacy-incident response.

We seek meaningful consent at or before collection unless applicable law permits collection, use, or disclosure without consent. Consent may be express or implied depending on the circumstances, sensitivity of the information, and reasonable expectations of the individual.

You may withdraw consent for optional uses, subject to reasonable notice and any legal or contractual restrictions. Withdrawal does not affect processing that was lawful before consent was withdrawn and may prevent us from providing a feature that depends on the information.

The information we collect depends on how you interact with Geek Out Galaxy. It may include:

• Identity and contact information: your name, email address, telephone number, billing address, shipping address, and recipient information supplied for an order.
• Account information: account identifiers, login credentials handled through our account systems, saved preferences, favourites, account status, consent records, and communication preferences.
• Order and transaction information: products purchased, quantities, order value, currency, discounts, taxes, shipping selections, delivery details, returns, refunds, cancellations, pre-orders, backorders, and transaction history.
• Limited payment information: payment status, payment method type, transaction identifiers, authorization results, refunds, chargebacks, disputes, and fraud-prevention signals supplied by the payment provider.
• Shipping and fulfilment information: recipient names, delivery addresses, carrier and service selections, shipping quotes, tracking information, customs information where required, delivery status, and communications concerning fulfilment.
• Rewards and engagement information: G-Credits, Galaxy XP, earning and redemption activity, account milestones, saved products, and participation in store programs.
• Communications and support information: messages sent to Mission Control, support requests, complaints, survey responses, contest entries, reviews, feedback, and other information you choose to provide.
• Device and usage information: IP address, browser and device type, operating system, approximate location derived from an IP address, referring page, pages viewed, session activity, server logs, error logs, and security events.
• Marketing information: newsletter subscriptions, consent records, unsubscribe status, and engagement with communications where measurement is enabled.

Please do not submit sensitive personal information that is not reasonably required for your purchase, account, or request.

We may collect information:

• directly from you when you browse, create an account, place an order, join a program, subscribe, contact us, or otherwise provide information;
• automatically through cookies, session technologies, server logs, ecommerce functions, and security systems; and
• from authorized providers involved in payments, fraud prevention, shipping, order fulfilment, communications, analytics, or another requested service.

We may use personal information to:

• operate, maintain, secure, and improve our website;
• create and administer customer accounts;
• facilitate payments through our payment providers;
• verify payment, refund, chargeback, and transaction status;
• process, pack, ship, track, deliver, return, cancel, or refund orders;
• administer pre-orders, backorders, inventory allocations, and fulfilment communications;
• administer G-Credits, Galaxy XP, favourites, account benefits, and related customer features;
• respond to questions, complaints, product issues, and support requests;
• send receipts, order confirmations, shipping notices, account notices, security notices, and policy updates;
• send promotional communications where consented to or otherwise permitted by law;
• detect and prevent fraud, abuse, security threats, payment disputes, and prohibited activity;
• maintain accounting, tax, legal, inventory, warranty, and transaction records;
• enforce our terms, protect legal rights, and comply with lawful requirements; and
• create aggregated or de-identified information that does not reasonably identify an individual.

We will not use personal information for a materially new purpose without obtaining any additional consent required by law.

These technologies may include:

• Strictly necessary technologies: required for security, account access, carts, checkout, payments, and core website operation.
• Preference technologies: used to remember storefront choices, settings, and account preferences.
• Performance and analytics technologies: used to understand traffic, errors, and use of the website when those tools are enabled.
• Marketing technologies: used to measure campaigns or communications when enabled, consented to, and permitted by law.

Browser settings can block or delete cookies, but disabling strictly necessary technologies may prevent carts, accounts, checkout, or other store functions from working correctly.

Geek Out Galaxy may receive limited transaction information such as the payment method type, payment status, transaction identifier, authorization result, refund status, chargeback information, dispute information, and fraud-prevention signals.

Shipping details are used to calculate available delivery services, prepare and label the parcel, communicate with the carrier, provide tracking, complete customs documentation where required, investigate delivery problems, and administer returns.

Return and refund records may be retained to complete the requested resolution, reconcile payment and inventory records, prevent duplicate refunds, investigate abuse or fraud, and meet accounting or legal requirements.

We do not sell or rent personal information. We may provide information to authorized service providers only as reasonably necessary for them to perform services for Geek Out Galaxy.

Service categories may include:

• website hosting, storage, caching, and security;
• WordPress and WooCommerce ecommerce functionality;
• payment processing, fraud prevention, refunds, chargebacks, and dispute handling;
• shipping-rate calculation, carriers, customs documentation, tracking, delivery, and returned parcels;
• email, transactional messaging, marketing communications, and customer support;
• analytics, diagnostics, error monitoring, and website performance;
• account, rewards, favourites, and customer-program administration; and
• accounting, insurance, legal, regulatory, and professional advisory services.

Service providers are authorized to use personal information only for the applicable services, their lawful security and compliance duties, or as otherwise permitted or required by law.

We may also disclose personal information where permitted or required by law, including in response to a lawful request, to investigate suspected fraud or a security incident, to protect rights or safety, or in connection with a proposed or completed business transaction.

Personal information may be processed in Canada, the United States, and other jurisdictions in which an authorized service provider or approved subcontractor operates.

Outside-Canada processing may support website hosting, ecommerce, payments, communications, security, analytics, infrastructure, fulfilment, carrier services, technical support, or another purpose described in this policy.

When information is processed outside Canada, it may be subject to the laws of that jurisdiction and may be accessible to courts, governments, law-enforcement agencies, or regulators acting under those laws.

Geek Out Galaxy remains responsible for personal information under our control and uses contractual, organizational, and technical measures appropriate to the circumstances when engaging service providers.

Contact the Privacy Officer for current information about our outside-Canada service-provider arrangements and the purposes for which those providers are authorized to process personal information.

Retention periods vary according to the type and sensitivity of the information, the reason it was collected, account and order activity, legal requirements, and whether the information is needed to establish, exercise, or defend a legal claim.

When personal information is no longer reasonably required, we take reasonable steps to securely delete, destroy, or anonymize it.

Residual copies may remain temporarily in protected backups until those backups are overwritten or securely retired.

Safeguards may include access restrictions, account controls, encryption in transit where supported, payment-provider security controls, software maintenance, monitoring, backups, service provider controls, and procedures for responding to suspected privacy or security incidents.

No website, transmission method, or storage system can be guaranteed to be completely secure. Customers are responsible for safeguarding their account credentials and should contact us promptly if they suspect unauthorized account activity.

We assess suspected privacy incidents and notify regulators or affected individuals where required by applicable law.

Subject to applicable law and limited exceptions, you may request:

• access to personal information we hold about you;
• information about how your personal information has been used and disclosed;
• correction of inaccurate or incomplete information;
• withdrawal of consent for optional collection, use, or disclosure;
• closure of your customer account; or
• deletion of information that we are not required or permitted to retain.

Requests should be made in writing through the contact method listed below. We may need to verify your identity before responding.

We will not disclose account or personal information until we are reasonably satisfied that the requester is authorized to receive it.

Access may be limited where permitted or required by law, including where disclosure would reveal another person’s information, confidential commercial information, privileged information, or information connected with an investigation or legal proceeding.

We will respond within the period required by applicable law and may charge a reasonable fee only where legally permitted and after providing any required notice or estimate.

Promotional messages will identify the sender and include a working method for unsubscribing. You may also withdraw marketing consent by contacting us.

Unsubscribing from marketing does not prevent us from sending service messages required to administer an account, order, payment, delivery, return, security matter, or legal notice.

We retain limited consent and unsubscribe information so that we can document and respect your communication preference.

Minors

The Geek Out Galaxy store is intended for customers who are legally able to enter into purchase agreements.

A minor should create an account or place an order only with the involvement and authorization of a parent or legal guardian.

We do not knowingly request unnecessary personal information from children. A parent or guardian who believes a minor has provided personal information without appropriate authorization may contact our Privacy Officer.

We may update this Privacy Policy to reflect changes to our website, store operations, service providers, legal obligations, or privacy practices.

The revised policy will be posted on this page with an updated effective date and version number.

Where required, we will provide additional notice or obtain consent before applying a materially different practice to personal information already collected.

Changes to this Privacy Policy do not automatically amend the Shipping Policy, Refund Policy, or Terms and Conditions. Each document maintains its own effective date and version.

Privacy questions, written access or correction requests, consent withdrawals, and privacy complaints may be directed to:

Describe your request in sufficient detail. Do not send credit-card information, account passwords, government identification, or other sensitive information through the general contact form unless we specifically request it through an appropriate secure method.

We will investigate privacy complaints in good faith and explain the outcome.

You may also have the right to contact the Office of the Information and Privacy Commissioner of Alberta or another applicable privacy regulator.