Privacy Policy

We're pretty serious about keeping your info safe and secure

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Last updated: January 2024

Look, we get it - nobody actually enjoys reading privacy policies. But since we're asking you to trust us with your personal information, we figured we owe you straight talk about what we do with it. So grab a coffee and let's walk through this together.

Introduction

Quintarion Vexor Architects operates as a professional architectural firm based out of Toronto, and we take your privacy seriously. This policy explains how we handle information when you interact with our services, visit our website, or work with us on design projects.

When you reach out to us about a residential design or commercial architecture project, you're trusting us with both your vision and your personal details. That trust matters to us, so we've put together this policy to be transparent about our practices.

Information We Collect

Personal Contact Details

When you fill out our contact forms or give us a call at (416) 555-7829, we'll collect basics like your name, email address, phone number, and mailing address. Pretty standard stuff - we can't exactly design your dream space without knowing who you are or how to reach you.

Project-Related Information

If we're working together on a project, we'll need details about your property, budget considerations, design preferences, timeline expectations, and any specific requirements you've got. Sometimes that includes site photos, existing floor plans, or documentation about building permits and zoning regulations.

Website Usage Data

Like most websites these days, we automatically collect some technical info when you browse our site - things like your IP address, browser type, pages you visited, and how long you stuck around. This helps us understand what's working and what needs improvement on our end.

Communication Records

We keep records of our conversations - whether that's emails, phone call notes, or meeting minutes. This isn't about being nosy; it's about making sure nothing falls through the cracks during your project.

How We Use Your Information

We're not in the business of collecting data just for kicks. Here's what we actually do with the information you share:

  • Project Delivery: Obviously, we need your info to provide our architectural services - from initial consultations through to project management and building code consultation.
  • Communication: We'll use your contact details to respond to inquiries, send project updates, share design proposals, and handle any issues that come up along the way.
  • Legal Compliance: Sometimes we're required to maintain records for regulatory purposes, professional liability insurance, or to comply with Canadian architectural standards and building codes.
  • Service Improvement: Analyzing how people use our website helps us make it better and understand which of our services folks are most interested in.
  • Marketing (with permission): We might occasionally send updates about our work or news about sustainable building practices, but only if you've said that's cool with you.

Sharing Your Data

We don't sell your personal information to anyone. Period. But there are a few situations where we might need to share it:

Project Collaborators

Architecture isn't a solo sport. We often work with structural engineers, contractors, interior designers, and other specialists. When that happens, we'll share relevant project information with them, but only what's necessary to get the job done right.

Service Providers

We use third-party services for things like website hosting, email communications, and cloud storage. These providers might have access to your data, but they're contractually obligated to keep it secure and use it only for the services they're providing to us.

Legal Requirements

If we're legally required to disclose information - say, in response to a court order or to comply with Canadian privacy laws - we'll do so. We'll also share information if it's necessary to protect our rights, your safety, or the safety of others.

Business Transfers

In the unlikely event that our firm gets acquired or merges with another company, your information would be transferred as part of that transaction. We'd make sure you're notified if that ever happens.

Cookies and Tracking

Yeah, we use cookies - the digital kind, not the delicious kind. These small files help us remember your preferences and understand how you interact with our website. Most of 'em are pretty harmless:

  • Essential Cookies: These are necessary for the website to function properly. You can't really opt out of these if you want to use the site.
  • Analytics Cookies: Help us understand which pages are popular and how visitors navigate through our site. We use this to improve user experience.
  • Preference Cookies: Remember your settings and choices so you don't have to keep re-entering them.

You can adjust your browser settings to refuse cookies, though that might affect how well our website works for you. Most browsers give you pretty good control over this stuff.

Your Privacy Rights

Under Canadian privacy legislation (including PIPEDA), you've got several rights when it comes to your personal information:

Access: You can ask us what personal information we have about you. We'll provide it within a reasonable timeframe.

Correction: If something we have on file is wrong or outdated, let us know and we'll fix it.

Deletion: You can request that we delete your personal information, though we might need to keep some records for legal or professional liability reasons.

Objection: You can object to how we're processing your data in certain situations.

Portability: In some cases, you can request a copy of your data in a commonly used format.

To exercise any of these rights, just shoot us an email at info@quintarionvexor.info or give us a call. We'll get back to you within 30 days.

Data Security

We take reasonable precautions to protect your information from unauthorized access, alteration, or destruction. That includes:

  • Secure servers with encryption for sensitive data
  • Regular security assessments and updates
  • Limited access to personal information - only team members who need it for their work can access it
  • Secure disposal of physical documents when they're no longer needed
  • Password protection and secure authentication for our systems

That said, no method of transmission over the internet is 100% secure. While we do our best to protect your information, we can't guarantee absolute security. If you notice anything suspicious, please let us know right away.

How Long We Keep Your Info

We don't hold onto your information longer than necessary. The retention period depends on the type of data and why we collected it:

Active Projects: During a project and for a period afterward, we'll maintain all relevant information for project continuity and professional liability purposes.

Completed Projects: After completion, we typically retain project files for 7-10 years, which is standard practice in the architectural profession. This protects both you and us in case questions arise down the road.

Marketing Communications: If you've opted into our mailing list, we'll keep your contact info until you tell us you'd like to unsubscribe.

General Inquiries: For folks who've reached out but didn't end up working with us, we'll typically keep basic contact information for a couple years in case you decide to reconnect.

Children's Privacy

Our services aren't directed at anyone under 18, and we don't knowingly collect personal information from minors. If you're a parent and you think your kid has provided us with personal information, please contact us and we'll delete it.

International Considerations

We're based in Canada and primarily serve Canadian clients, but some of the services we use (like cloud hosting) might store data on servers located in other countries, including the United States. When that happens, your information might be subject to the laws of those jurisdictions.

If you're located outside Canada and choose to work with us, please understand that we'll transfer and process your information in Canada in accordance with Canadian privacy laws.

Changes to This Policy

We might update this privacy policy from time to time as our practices evolve or legal requirements change. When we do, we'll update the date at the top of this page. For significant changes, we'll provide more prominent notice - maybe an email if we have your address, or a notification on our website.

We'd recommend checking back occasionally to stay informed about how we're protecting your information.

Questions or Concerns?

If you've got questions about this privacy policy or how we handle your personal information, we're here to help. Don't hesitate to reach out:

Quintarion Vexor Architects

1250 Queen Street West, Suite 402

Toronto, ON M6K 1L3

Phone: (416) 555-7829

Email: info@quintarionvexor.info

If you're not satisfied with our response to a privacy concern, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.

Thanks for taking the time to read through this. We know it's not the most exciting content, but transparency matters to us. Now let's get back to creating some amazing spaces together.