Privacy Policy

Effective Date: June 5, 2026

Last Updated: June 5, 2026

Southwest Systems ("we," "us," or "our") operates the website https://southwestsystems.wixsite.com/southwest-systems (the "Site"). This page informs you of our policies regarding the collection, use, and disclosure of Personal Information we receive from users of the Site.

We use your Personal Information exclusively for processing custom build requests, fulfilling hardware orders, managing logistics, and providing customer support. By using the Site or initiating a transaction, you agree to the collection and use of information in accordance with this policy.

1. Information Collection and Use

While using our Site or submitting a custom configuration intake form, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:

• Identity Data: First name and last name.

• Contact Data: Email address, telephone number, and billing/shipping address.

• Project Data: System preferences, specific hardware use cases, and budget limits.

2. How We Use Your Data

Southwest Systems utilizes the collected data for specific, legitimate business purposes, including:

• To evaluate hardware requirements and generate accurate custom build quotes.

• To process transactions, assemble your system, and verify component warranty tracking.

• To ship hardware assets to your designated physical address via commercial carriers.

• To communicate with you regarding updates, technical troubleshooting, or complimentary RMA facilitation tracking.

• To comply with applicable Canadian accounting and tax obligations.

3. Data Storage and Third-Party Services

3.1 Website Platform Hosting

Our digital storefront is built and hosted on the Wix.com platform. Wix provides us with the online e-commerce infrastructure that allows us to present our prebuilts and services to you. Your data may be stored through Wix.com’s secure data storage, databases, and general Wix.com applications on secure servers protected behind standard firewalls.

3.2 Logistics and External Service Providers

We do not sell, trade, or rent your personal identification information to marketing third parties. We only share data with essential third-party service providers to execute your order fulfillment, specifically:

• Shipping Couriers: Sharing your name, phone number, and address with carriers (such as Canada Post, FedEx, or UPS) strictly to execute product delivery.

4. Data Retention and Security

4.1 Asset Tracking and Retention

We retain your personal identification and transaction history for as long as necessary to fulfill our legal obligations, handle accounting records, and support long-term component manufacturer warranty tracking or anti-tampering verification.

4.2 Security Practices

The security of your Personal Information is highly important to us, but remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information via our platform hosting providers, we cannot guarantee its absolute security.

5. Access and Correction Rights (PIPEDA Compliance)

In accordance with Canadian federal privacy laws, you have the right to request access to the personal data we hold about you, request a correction to any inaccurate information, or request the deletion of your customer profile details (provided it does not conflict with active financial accounting or ongoing fraudulent asset verification investigations). You can exercise these rights at any time by emailing us directly.

6. Changes to This Privacy Policy

Southwest Systems reserves the right to update or change our Privacy Policy at any time. We will notify you of any changes by posting the new Privacy Policy text on this page and modifying the "Last Updated" date at the top of this document. You are advised to review this Privacy Policy periodically for any changes.

7. Contact Us

If you have any questions or formal concerns regarding how your data is handled under this Privacy Policy, please contact us directly:

Southwest Systems Email: southwestsystems26@outlook.com

Phone: 403-448-0665

Location: Cardston, Alberta, Canada