How OMN handles information

Ontario Machining Network, also called OMN, is a directory and RFQ network for CNC machining, sheet metal, fabrication, and related industrial suppliers. In this policy, OMN, we, us, and our refer to Ontario Machining Network.

OMN is a business service. Supplier profiles often contain public business information, but some information we collect can identify an individual, such as a user account, supplier representative, or RFQ contact.

• Account information, such as your name, email address, role, authentication identifiers, and sign-in/session details when you create or use an account.
• RFQ information, such as project title, contact details, company name, phone number, part requirements, quantity, order type, material, material supply, process, part dimensions, part category, tolerance, finish, timeline, certifications, industry, preferred shop location (including a city or postal code and search radius you provide), notes, and files you attach to a request.
• Supplier listing and claim information, including public business profile details, business contact details, website domain, capabilities, materials, certifications, service areas, photos uploaded by listing owners, and claim-verification details such as name, phone number, and notes.
• Billing information for supplier memberships, including Stripe customer, subscription, plan, and status identifiers. Payment-card details are handled by Stripe and are not stored by OMN.
• Communications, including quote responses, declines, support requests, transactional email delivery details, and in-app notification records.
• Usage, device, and security information, including server logs, IP address, user agent, referrer, pages visited, authentication cookies, and the invite-only access-code cookie used while the site is gated.
• Public-source business information used to build and maintain supplier profiles, such as information from supplier websites and public business directories.

• Operate the supplier directory, search filters, supplier profiles, saved suppliers, listing claims, dashboards, and RFQ workflows.
• Authenticate users, maintain sessions, enforce roles and permissions, protect private RFQ files, and prevent misuse.
• Route RFQs to selected suppliers, notify suppliers and buyers, collect quotes, and maintain an audit trail of RFQ activity.
• Verify supplier listing ownership, help suppliers manage their public listings, and provide listing performance statistics.
• Process supplier membership billing, subscriptions, account support, and related administrative records.
• Send transactional emails, including sign-in or verification messages, password reset messages, RFQ notifications, claim decisions, and account-related updates.
• Measure site performance and listing engagement, improve OMN, troubleshoot issues, and meet legal, tax, accounting, security, or compliance obligations.

• Public supplier listings are visible to visitors and may include business contact details, capabilities, certifications, locations, descriptions, and gallery photos.
• RFQ information is visible to the buyer that submitted it, OMN administrators, and the suppliers to whom OMN routes that RFQ. Supplier quote responses are visible to the relevant buyer and OMN administrators.
• Listing owners and administrators may see listing claim, ownership, verification, membership, and listing analytics information needed to operate the service.
• We use service providers for hosting, database, authentication, file storage, email delivery, payment processing, geocoding, logging, and security. These providers may process information only as needed to provide their services to OMN.
• We may disclose information if required by law, to protect the rights, safety, and security of OMN or others, to investigate misuse, or as part of a merger, financing, acquisition, reorganization, or sale of assets.

• OMN uses cookies and similar technologies for authentication, session management, security, and the invite-only access gate. The access-code cookie lasts up to 30 days.
• Supplier profile page analytics are designed to be cookieless. OMN stores page path, referrer when the browser sends one, timestamp, and a daily-rotating SHA-256 visitor hash generated from IP address, user agent, date, and a server salt. The hash is used to estimate unique listing visits without storing the raw IP address in the analytics table.
• OMN uses PostHog, a product-analytics service, to understand how the site is used and to improve it. This includes pageviews, feature interactions, error reports, and masked session recordings. Recordings mask form inputs and on-screen text, so the contents of what you type — including RFQ details — are not captured. PostHog acts as a service provider processing this information for OMN.
• You can accept or decline these analytics from the notice shown on your first visit, and you can change your choice at any time using the analytics controls below. Declining stops event capture and session recording. This is separate from the cookieless listing analytics above, which OMN uses to operate supplier listing statistics.
• OMN does not use cross-site advertising cookies in the current product.

• RFQ attachments, such as drawings, CAD files, BOMs, and other uploaded project files, are stored in a private Cloudflare R2 bucket. Access is limited to authorized users and delivered through short-lived signed URLs.
• Supplier gallery photos are intended for public listing pages. If you upload photos to a listing gallery, those files may be served publicly through OMN's storage/CDN provider.
• Do not submit confidential, export-controlled, regulated, or third-party information unless you have the right to share it through OMN and want it used for the RFQ or listing purpose you submit it for.

• We keep account, supplier, RFQ, claim, quote, notification, billing, and audit records for as long as needed to operate OMN, provide support, resolve disputes, enforce agreements, comply with legal obligations, and maintain business records.
• Public supplier profile information remains listed until it is corrected, removed, replaced by updated information, or no longer needed for the directory.
• RFQ attachments and gallery photos are retained while they are needed for the relevant RFQ, listing, account, support, legal, or operational purpose.
• When an account is closed, it is first disabled so it can no longer sign in, and its public listing is removed. Remaining account and related records are retained as described above until they are no longer needed, then removed or anonymized; RFQ and message history is preserved so the other party's records stay intact.
• Backups, logs, and cached records may persist for a limited period after information is changed or deleted.

• You can update many account, RFQ, and supplier listing details from the dashboard when the product provides those controls.
• You can request to close your account from your account settings. We review each request and then close (disable) the account, which signs you out, prevents future sign-in, cancels any active supplier membership, and removes your public listing from the directory. We keep your RFQ and message history so the other party's records stay intact, and we may retain certain information where retention is required or permitted by law. You can withdraw a pending request from account settings before it is actioned.
• You can contact us to request access to, correction of, deletion of, or a copy of personal information we hold about you. We may need to verify your identity and may keep information where retention is required or permitted by law.
• Supplier representatives can ask us to correct, claim, or remove public business listing information. Some public business facts may remain if they are accurate, relevant to the directory, and permitted by law.
• You can opt out of non-essential marketing emails where we send them. OMN may still send transactional and service emails such as authentication, password reset, RFQ, claim, billing, security, and account notices.

• We use technical and organizational safeguards appropriate to the nature of the information, including role-based access controls, authenticated dashboards, private storage for RFQ attachments, short-lived signed download URLs, and service-provider access controls.
• No internet service can guarantee absolute security. If you believe information in OMN has been accessed or used improperly, contact us promptly.

• OMN is focused on Ontario manufacturing, but we may use service providers that process or store information in Canada, the United States, or other locations. Information may be subject to the laws of the place where it is processed or stored.

• OMN is a business-to-business service and is not intended for children. We do not knowingly collect personal information from children.

• We may update this Privacy Policy as OMN changes. The updated version will be posted on this page with a new last-updated date. If a change is material, we may provide additional notice where appropriate.

Accept or decline product analytics and masked session recordings here. Your choice is saved on this device and you can change it whenever you like.

For privacy questions, supplier listing corrections, or personal information requests, email support@ontariomachiningnetwork.com.

We may ask for information needed to verify your identity, locate the relevant record, and respond to your request.