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Last Updated: March 2024
Introduction
Look, we're architects and urban planners - not data brokers or marketing gurus. We built this practice on trust and transparency, and that extends to how we handle your personal information.
This privacy policy lays out what info we collect when you work with us or visit our site, what we do with it (spoiler: not much), and your rights regarding that data. We've tried to keep the legal jargon to a minimum, but some of it's unavoidable when dealing with privacy law in Canada.
By using our website or engaging our services, you're agreeing to the terms outlined here. If something doesn't sit right with you, give us a shout at info@galeforthquinthor.info and let's talk it through.
What Information We Collect
Information You Give Us Directly
When you reach out to us or hire us for a project, we'll typically collect:
- Contact details - name, email, phone number, mailing address. Basic stuff we need to actually communicate with you.
- Project information - property details, budget ranges, timelines, goals for your development or restoration project.
- Professional details - if you're representing an organization, we'll collect company names, your role, business contact info.
- Payment information - billing addresses and payment records (though credit card details go straight to our payment processor, we don't store that stuff).
- Correspondence - emails, meeting notes, and any documents you share with us during the course of working together.
Information Collected Automatically
Our website collects some technical data when you visit, pretty standard stuff:
- Usage data - which pages you visit, how long you hang around, what links you click.
- Device info - browser type, operating system, IP address, device identifiers.
- Location data - general geographic location based on your IP address (city/region level, not GPS tracking or anything creepy).
- Cookies - more on this below, but yeah, we use 'em.
Information From Third Parties
Sometimes we receive info about you from other sources - like municipal planning departments, heritage boards, contractors, or consultants we're collaborating with on a project. We only accept this information when it's relevant to our work together and when those third parties have the legal right to share it with us.
How We Use Your Information
We're not gonna lie - we use your information to run our business and serve you better. Here's the breakdown:
Providing Our Services
This is the main reason we collect anything. We need your info to design plans, coordinate with contractors and officials, prepare reports, manage timelines, and generally do the work you're paying us for.
Communication
Sending project updates, answering questions, scheduling site visits, sharing drafts and final deliverables. Can't really do architecture remotely without solid communication.
Legal & Regulatory Compliance
We're required to maintain certain records for regulatory purposes, respond to legal requests, and comply with building codes, zoning laws, and heritage protection regulations.
Improving Our Practice
Analyzing project outcomes, understanding what works and what doesn't, refining our processes. We learn from every project, and anonymized data helps us get better at what we do.
Marketing (Minimal)
We might send occasional newsletters or project updates if you've opted in. We're not big on spam - we'd rather spend time designing than crafting marketing emails.
Website Functionality
Making sure our site works properly, troubleshooting issues, understanding how visitors navigate our content so we can make it more useful.
Your Privacy Rights
Under Canadian privacy law (PIPEDA and various provincial regulations), you've got some solid rights regarding your personal information:
Access Your Data
You can ask us what personal information we have about you, and we'll provide it in a readable format. Might take us up to 30 days, but we'll get it to you.
Correct Inaccuracies
If something's wrong, let us know and we'll fix it. Accurate records are important to us too - wrong info can mess up a project fast.
Request Deletion
Want us to delete your info? We can do that, unless we're legally required to keep it (like for tax purposes or ongoing projects). We'll let you know if there are any limitations.
Withdraw Consent
If you've agreed to something (like marketing emails), you can change your mind anytime. There's an unsubscribe link in every email, or just shoot us a message.
File a Complaint
If you think we've mishandled your data, you can complain to the Office of the Privacy Commissioner of Canada. We'd prefer you talk to us first so we can make it right, but that's your call.
How We Protect Your Information
Security's a big deal for us. We've spent years documenting heritage buildings and planning urban developments - we know the value of preserving important stuff. Here's how we protect your data:
- Encryption: Data transmitted to and from our site is encrypted using SSL/TLS protocols. Stored data is encrypted at rest.
- Access Controls: Only team members who need access to your information for their work actually get it. Everyone signs confidentiality agreements.
- Secure Storage: We use reputable cloud services with robust security measures, and we maintain encrypted backups.
- Regular Updates: Our systems and software are kept up-to-date with the latest security patches.
- Physical Security: Our office has controlled access, and physical documents are stored in locked cabinets.
- Vendor Management: We vet our service providers' security practices before working with them.
Reality Check: No system is 100% secure, and anyone who tells you otherwise is lying. We do our best and stay vigilant, but if there's ever a breach that affects you, we'll let you know promptly and work with you to minimize any damage.
How Long We Keep Your Data
We don't hoard information forever. Here's our general approach to data retention:
Active Projects: We keep all project-related data for the duration of the engagement and for 7 years afterward. This is partly legal requirement (professional liability, tax records) and partly practical - sometimes issues come up years later and we need the documentation.
Inquiries & Proposals: If you contact us but don't end up working with us, we'll keep your information for about 2 years in case you circle back. After that, it gets deleted unless you've asked to stay on our mailing list.
Marketing Communications: If you've subscribed to newsletters or updates, we'll keep your contact info until you unsubscribe or the email bounces repeatedly.
Website Data: Analytics and usage data is typically anonymized and aggregated after 12-24 months.
Portfolio Use: With your permission, we may retain project photos and descriptions indefinitely for portfolio and promotional purposes. We always ask before featuring your project publicly, and you can request removal anytime.
International Data Transfers
We're based in Toronto and most of our work happens in Canada, but some of our service providers (cloud hosting, email services) may store data on servers in other countries, including the United States.
When your data leaves Canada, it becomes subject to the laws of wherever it's stored. That means foreign governments could potentially access it under their legal frameworks. We only use providers with strong privacy commitments, but it's something you should be aware of.
If you've got concerns about where your data lives, talk to us. In some cases, we can arrange for Canada-only data storage, though it might affect service options or costs.
Children's Privacy
Our services aren't directed at kids under 16, and we don't knowingly collect information from them. If you're a parent or guardian and think your child has given us personal information, contact us immediately and we'll delete it.
That said, we do work on projects that affect communities including children - schools, parks, residential areas. When we're doing community engagement that might include young people, we follow appropriate consent and protection protocols.
Changes to This Policy
Privacy law evolves, our practice evolves, technology evolves. We'll update this policy from time to time to reflect those changes.
When we make significant changes, we'll notify you - either through email if we have your address, or through a prominent notice on our website. We'll also update the "Last Updated" date at the top of this page.
For minor tweaks (fixing typos, clarifying language that's unclear), we might just update the page without fanfare. We encourage you to review this policy periodically, especially if you're a current client.
Questions or Concerns?
If you've got questions about this privacy policy, want to exercise your privacy rights, or have concerns about how we've handled your information, we want to hear from you.
Get In Touch
Privacy Officer
Galeforth Quinthor Architectural Domains
Address
245 Queen Street West, Suite 800
Toronto, ON M5V 3M4