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Last Updated: January 2024
Look, We Get It - Privacy Matters
Running an architectural firm means we're working with some pretty sensitive stuff - your home plans, budget details, personal preferences, and sometimes even the quirks you'd rather your neighbors didn't know about (yeah, we've designed plenty of hidden wine cellars).
This privacy policy ain't just legal jargon we threw together because we had to. It's our actual commitment to respecting your privacy and being upfront about what happens with your information when you work with us or even just browse our site.
We've tried to write this in plain English instead of that bureaucratic nonsense you usually see. If something's unclear though, just give us a shout - we're happy to explain.
What Information We Actually Collect
When You're Just Browsing Around
Our website collects some basic technical stuff automatically - nothing creepy, just standard web analytics:
- Your IP address (helps us know where our visitors are coming from)
- Browser type and device info (so we can make sure the site works properly for everyone)
- Pages you visit and how long you stick around (tells us what content people actually care about)
- Where you came from - like if you clicked a link from Google or Instagram
None of this personally identifies you. It's just aggregate data that helps us improve the site.
When You Reach Out to Us
If you fill out our contact form, send us an email, or give us a call, we'll collect:
- Your name and contact details (email, phone number)
- Project address or location
- Whatever info you share about your project needs
- Any files or images you send us
When We're Working Together
Once you become a client, we'll need more detailed information to do our job properly:
- Property details, site surveys, and existing plans
- Budget and financial constraints
- Design preferences and lifestyle needs
- Building permits and regulatory documents
- Communication records (emails, meeting notes, calls)
- Payment and billing information
- Sometimes family composition or accessibility needs (only if relevant to the design)
How We Actually Use Your Information
We're not selling your data to sketchy third parties or anything like that. Here's what we actually do with it:
The Obvious Stuff
To provide architectural services, communicate with you, create designs, prepare documents, coordinate with contractors and engineers, handle billing, and basically do the job you're hiring us for.
Legal Requirements
We've got to keep records for regulatory compliance, building permits, professional liability insurance, and all that fun legal stuff. Architecture firms in BC have specific record-keeping obligations we can't wiggle out of.
Making Our Service Better
We analyze project data (anonymized) to improve our processes, understand trends, and learn what works well. This helps future clients get even better results.
Occasional Marketing
If you've opted in, we might send you project updates, sustainability tips, or news about our studio. You can unsubscribe anytime - we won't take it personally.
How We Keep Your Data Secure
We've worked on enough projects to know that "good enough" doesn't cut it when it comes to security. Here's what we do:
- Encrypted Storage: All digital files are stored on encrypted servers with regular backups
- Access Controls: Only team members who need specific information for your project can access it
- Secure Communication: We use encrypted email and secure file-sharing platforms for sensitive documents
- Physical Security: Paper documents are kept in locked filing cabinets in our secured office
- Regular Updates: We keep our software and security systems up to date
- Staff Training: Everyone on our team understands privacy obligations and data handling procedures
Look, no system is 100% bulletproof - anyone who promises that is lying. But we take this stuff seriously and we're constantly improving our security measures. If there's ever a breach affecting your data, we'll let you know immediately and explain what happened and what we're doing about it.
Your Rights Over Your Information
It's your data, so you've got rights. Here's what you can do:
Access Your Info
Request a copy of what personal information we have about you. We'll provide it within 30 days, usually way faster.
Correct Mistakes
If we've got something wrong, tell us and we'll fix it. Accurate information is important for architectural work anyway.
Request Deletion
Ask us to delete your information. We'll do it unless we're legally required to keep it (like for tax records or building permits).
Opt Out of Marketing
Unsubscribe from newsletters or promotional emails anytime. There's an unsubscribe link in every email we send.
Data Portability
Get your information in a format you can take elsewhere. Your project files, design specs, whatever you need.
Withdraw Consent
If you gave us permission for something specific, you can take it back. Just note it might affect our ability to provide certain services.
To exercise any of these rights, just send us an email or give us a call. We'll verify your identity (gotta make sure we're not giving your info to someone else) and then handle your request promptly.
How Long We Keep Your Information
We don't keep stuff forever just for the sake of it. Here's our general approach:
- Active Projects: Throughout the project and for 7 years after completion (that's the standard professional liability requirement in BC)
- Marketing Contacts: Until you ask us to delete it or unsubscribe
- Financial Records: 7 years (tax law requirements)
- Website Analytics: 26 months max, then it's automatically deleted
- Unsuccessful Proposals: 2 years, then we securely dispose of them
After these periods, we securely delete or destroy the information. For digital files that means proper data wiping, not just hitting delete. For paper documents, we use a cross-cut shredder.
Third-Party Links
Our website might link to other sites - contractor websites, product manufacturers, sustainability resources, whatever. Once you click those links, you're on their turf and their privacy policies apply. We can't control what they do with your data, so check out their policies if you're concerned.
We try to only link to reputable sites, but we can't guarantee their practices or be responsible for their content.
Children's Privacy
Our services aren't directed at kids under 13, and we don't knowingly collect information from them. If you're a parent and think your child has given us information, let us know and we'll delete it immediately.
Changes to This Policy
We might update this privacy policy occasionally as laws change or our practices evolve. When we make significant changes, we'll post the updated version here and update the "Last Updated" date at the top.
For existing clients, we'll send you an email notification about major changes. For everyone else, it's worth checking back here once in a while if you're curious.
Questions or Concerns?
If you've got questions about this privacy policy, want to exercise your rights, or just want to chat about how we handle data, we're here for you:
Get In Touch
Email: info@frosthalquintor.info
Phone: (604) 555-0147
Office Hours: Mon-Fri, 9am-5pm PST
Visit Our Office
Frosthal Quintor Architecture
1420 West Georgia Street
Suite 800
Vancouver, BC V6G 2Z3
Canada
Complaints Process: If you're not satisfied with how we've handled your privacy concerns, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada. We'd rather work it out directly with you first though, so please reach out before going that route.
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