Privacy Policy

Last updated: January 2024

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Got questions about privacy? We're here to help - just reach out anytime.

Introduction

Look, we get it - privacy policies can be a real slog to read through. But here's the thing: we actually care about your privacy, and we're gonna be straight with you about how we handle your info.

At Ember Forge Quintal Architecture, we're not in the business of selling your data or doing anything sketchy. We're architects, not data brokers. This policy explains what information we collect when you work with us or visit our website, and more importantly, what we don't do with it.

Quick note: We're based in Canada, which means we follow Canadian privacy laws including PIPEDA. If you're reaching out from somewhere else, those protections still apply to you.

Information We Collect

Here's what we might collect from you, depending on how you interact with us:

Personal Contact Info

  • Name and title
  • Email address
  • Phone number
  • Mailing address
  • Company name (if applicable)

This is the basic stuff we need to actually communicate with you about your project.

Project Details

  • Property information
  • Design preferences
  • Budget considerations
  • Timeline requirements
  • Site photos and documentation

Can't really design your space without knowing what you're looking for, right?

Website Analytics

  • IP address
  • Browser type and version
  • Pages visited
  • Time spent on site
  • Referring website

Standard website stuff that helps us understand how people use our site.

Financial Info

  • Billing address
  • Payment records
  • Invoice history

We don't store credit card details on our servers - that's handled by secure payment processors.

How We Use Your Information

We're not gonna beat around the bush here - we use your information to do our job and serve you better. Here's the breakdown:

Project Delivery

Obviously, we need your info to design your project, coordinate with contractors, handle permits, and make sure everything gets built according to plan. This is the main reason you're working with us in the first place.

Communication

Keeping you updated on project progress, sending you design iterations, answering questions, scheduling meetings - all the back-and-forth that happens during a project. We might also send occasional updates about our services, but you can opt out anytime.

Legal Compliance

Sometimes we're legally required to keep certain records - building permits, contracts, that sort of thing. We maintain these for regulatory purposes and to protect both of us if any disputes come up down the road.

Improving Our Services

We look at how people use our website and what questions clients commonly ask to make our processes better. This helps us serve future clients more efficiently.

Who We Share Your Data With

We're pretty protective of your information, but there are some situations where we need to share it:

Project Partners

Contractors, engineers, consultants, and other professionals working on your project need relevant info to do their jobs. We only share what's necessary for them to complete their part of the work.

Government Agencies

Building departments, zoning boards, and other regulatory bodies require certain information for permits and approvals. This is part of the legal process of getting projects built in Toronto and throughout Ontario.

Service Providers

We use cloud storage, email services, project management tools, and accounting software. These companies have access to data stored on their platforms, but they're contractually obligated to keep it secure and private.

Legal Requirements

If we're legally required to disclose information - like in response to a court order or subpoena - we'll do so. We'd let you know first unless we're prohibited from doing so.

What we DON'T do: We don't sell your information to marketing companies, data brokers, or anyone else. Period. That's not our business model and never will be.

How We Protect Your Information

Security isn't just an IT checkbox for us - it's about respecting the trust you place in us when you share sensitive project details and personal info.

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Encryption

All data transmitted to and from our website is encrypted using SSL/TLS protocols.

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Secure Storage

We use reputable cloud providers with strong security practices and regular backups.

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Limited Access

Only team members who need access to your info for project purposes can view it.

That said, let's be real - no system is 100% bulletproof. While we take reasonable precautions, we can't guarantee absolute security. If we ever experience a data breach that affects your information, we'll let you know promptly and work to minimize any harm.

Cookies and Tracking

Yeah, we use cookies - but not the delicious kind. These are small files that help our website function properly and give us insights into how it's being used.

Cookie Type Purpose Duration
Essential Cookies Keep the site working properly, remember your preferences during a session Session only
Analytics Cookies Help us understand which pages are popular and how people navigate the site Up to 2 years
Functional Cookies Remember your choices like language preferences Up to 1 year

You can disable cookies in your browser settings, but heads up - some parts of the website might not work as smoothly if you do.

Your Privacy Rights

Under Canadian privacy law, you've got several rights when it comes to your personal information. Here's what you can do:

You can request a copy of the personal information we hold about you. We'll provide it in a readable format within 30 days, unless there's a legitimate reason we can't (like it containing info about other people).

If something in your file is wrong, let us know and we'll fix it. This is especially important for contact details and project specifications.

You can ask us to delete your information, though there are some limitations. We might need to keep certain records for legal or regulatory reasons, like project documentation for completed builds. But if there's no legitimate reason to keep it, we'll delete it.

For things like marketing emails, you can withdraw your consent anytime. Just hit the unsubscribe link or let us know. For project-related communications, withdrawing consent might affect our ability to complete your project.

If you think we've mishandled your personal information, talk to us first - we want to make it right. If you're not satisfied with our response, you can file a complaint with the Office of the Privacy Commissioner of Canada.

How Long We Keep Your Information

We don't hold onto your information forever - that'd be weird and unnecessary. Here's our general approach:

  • Active Projects: We keep everything related to your project while we're working on it and for the warranty period.
  • Completed Projects: Project files, drawings, and key documentation are retained for 7 years after completion. This aligns with Ontario's construction lien legislation and professional liability requirements.
  • Marketing Contacts: If you've signed up for updates but haven't engaged with us in 3 years, we'll remove you from our list.
  • Financial Records: Invoices and payment records are kept for 7 years to comply with tax regulations.
  • Website Analytics: Typically stored for 26 months, then automatically deleted.

After these periods, we securely delete or anonymize your information so it can't be traced back to you.

Third-Party Links

Our website might link to other sites - like manufacturer pages, building code resources, or partner companies. Once you click through to another site, this privacy policy doesn't apply anymore. We don't control those sites and aren't responsible for their privacy practices, so it's worth checking out their policies if you're concerned.

Changes to This Policy

Privacy laws evolve, our practices might change, and we'll update this policy accordingly. When we make significant changes, we'll post a notice on our website and update the "last updated" date at the top of this page.

For major changes that affect how we use your information, we'll reach out directly to let you know. We won't retroactively change how we handle information we've already collected without your consent.

Questions or Concerns?

If you've got questions about this privacy policy, want to exercise any of your rights, or just want to chat about how we handle your information, we're here for you.

Get in Touch

Privacy Officer:

Ember Forge Quintal Architecture
1250 Bay Street, Suite 402
Toronto, ON M5R 2A5, Canada

Contact Information:

Phone: (416) 555-0147
Email: info@emberforgequintal.info

We'll respond to privacy-related inquiries within 30 days, usually much sooner. If your request is complex or we need more info from you, we'll keep you posted on the timeline.

Bottom Line

We're in the business of creating great architecture, not collecting data for its own sake. Your information helps us serve you better, and we take that responsibility seriously. We're transparent about what we collect, careful about how we use it, and respectful of your right to control your own information. If that ever changes, or if we mess up, we'll own it and make it right.