Last Updated: January 2024
1. Introduction
Welcome to Emberflare Quistar Architecture. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or engage with our architectural firm. We are committed to protecting your privacy and ensuring transparency in our data handling practices.
By using our services or accessing our website, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.
Our Commitment: Emberflare Quistar Architecture is dedicated to maintaining the highest standards of privacy protection and complying with all applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA).
2. Information We Collect
2.1 Personal Information
We may collect personal information that you voluntarily provide to us when you:
- Request architectural services or consultations
- Submit inquiries through our contact forms
- Subscribe to our newsletter or updates
- Participate in surveys or feedback requests
- Apply for employment opportunities
- Enter into contracts for architectural services
Personal information may include:
- Full name and contact details (address, email, phone number)
- Property information and project specifications
- Financial information related to project budgets
- Professional credentials and business information
- Communication preferences and history
2.2 Project-Related Information
When engaging our architectural services, we collect:
- Property details, including location, dimensions, and existing conditions
- Design preferences and project requirements
- Budget constraints and timeline expectations
- Building permits and regulatory documentation
- Site photographs and technical drawings
- Contractor and vendor information related to your project
2.3 Automatically Collected Information
When you visit our website, we automatically collect certain information, including:
- IP address and browser type
- Device information and operating system
- Pages visited and time spent on our website
- Referring website and navigation patterns
- Cookies and similar tracking technologies
3. How We Use Your Information
Emberflare Quistar Architecture uses collected information for the following purposes:
- Service Delivery: To provide architectural design, planning, consultation, and project management services
- Communication: To respond to inquiries, provide updates, and maintain client relationships
- Project Development: To create designs, drawings, 3D visualizations, and technical documentation
- Compliance: To meet legal, regulatory, and professional licensing requirements
- Contract Management: To process agreements, invoices, and payment transactions
- Marketing: To send newsletters, project showcases, and promotional materials (with your consent)
- Website Improvement: To enhance user experience and optimize our online presence
- Business Operations: To conduct internal analysis, quality assurance, and business development
4. Information Sharing and Disclosure
We respect your privacy and do not sell your personal information. We may share your information in the following circumstances:
4.1 Project Collaborators
With your consent, we share relevant project information with:
- Engineers, contractors, and construction professionals
- Municipal authorities and regulatory bodies for permits and approvals
- Suppliers and vendors necessary for project completion
- Consultants specialized in sustainable building solutions
4.2 Service Providers
We engage third-party service providers who assist us with:
- Website hosting and maintenance
- Payment processing and accounting services
- Cloud storage and data backup
- Marketing and communication platforms
- 3D rendering and visualization software
4.3 Legal Requirements
We may disclose information when required by law, including:
- Compliance with court orders or legal processes
- Enforcement of our terms and conditions
- Protection of our rights, property, or safety
- Prevention of fraud or illegal activities
- Professional licensing and regulatory obligations
5. Data Security
Emberflare Quistar Architecture implements robust security measures to protect your information:
- Encryption of sensitive data during transmission and storage
- Secure servers with restricted access controls
- Regular security audits and vulnerability assessments
- Employee training on data protection practices
- Secure backup systems and disaster recovery protocols
- Multi-factor authentication for internal systems
Important Notice: While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to using commercially reasonable efforts to protect your data.
6. Your Privacy Rights
Under Canadian privacy law (PIPEDA), you have the following rights:
- Access: Request access to your personal information we hold
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal obligations)
- Consent Withdrawal: Withdraw consent for marketing communications at any time
- Portability: Request a copy of your information in a structured format
- Objection: Object to certain processing of your personal information
- Complaint: File a complaint with the Office of the Privacy Commissioner of Canada
To exercise any of these rights, please contact us using the information provided at the end of this policy.
7. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your browsing experience:
7.1 Types of Cookies We Use
- Essential Cookies: Necessary for website functionality and security
- Analytics Cookies: Help us understand how visitors interact with our website
- Preference Cookies: Remember your settings and choices
- Marketing Cookies: Track effectiveness of our promotional campaigns
7.2 Managing Cookies
You can control cookies through your browser settings. Note that disabling cookies may affect website functionality. Most browsers allow you to:
- View and delete existing cookies
- Block third-party cookies
- Block all cookies
- Receive notifications when cookies are set
8. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specific retention periods include:
- Active Projects: Duration of project plus 7 years (professional liability requirements)
- Completed Projects: Minimum 10 years for architectural records and drawings
- Contract Documents: 7 years following contract completion
- Financial Records: 7 years as required by tax authorities
- Marketing Communications: Until you unsubscribe or request deletion
- Website Analytics: 26 months maximum
9. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will take steps to delete such information.
10. Third-Party Links
Our website may contain links to third-party websites, including:
- Building product manufacturers and suppliers
- Professional associations and licensing bodies
- Project collaborators and contractors
- Social media platforms
We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
11. Professional Licensing and Regulatory Compliance
Emberflare Quistar Architecture operates in compliance with:
- Ontario Association of Architects (OAA): All licensed architects maintain professional standards and ethics
- Architectural Licensing Requirements: We adhere to provincial regulations governing architectural practice
- Building Code Compliance: Projects meet Ontario Building Code and National Building Code requirements
- Municipal Regulations: All designs comply with local zoning and planning bylaws
- Professional Liability: We maintain appropriate insurance coverage for architectural services
- Continuing Education: Our team stays current with industry standards and sustainable practices
Professional Disclosure: Information related to architectural projects may be shared with regulatory authorities, building departments, and professional oversight bodies as required for compliance, permitting, and professional practice standards.
12. International Data Transfers
Your information is primarily processed and stored in Canada. However, some of our service providers may be located in other countries, including the United States. When we transfer your information internationally, we ensure appropriate safeguards are in place, including:
- Standard contractual clauses approved by privacy authorities
- Verification of adequate data protection laws
- Service provider agreements ensuring data security
- Encryption during transmission and storage
13. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy to reflect changes in our practices, legal requirements, or business operations. When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify active clients via email if changes significantly affect their rights
- Post a notice on our website homepage
- Provide a reasonable period for review before changes take effect
We encourage you to review this policy periodically to stay informed about how we protect your information.
14. Consent
By using our services or providing your information, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy. For sensitive information or specific uses beyond essential service delivery, we will obtain your explicit consent.
You may withdraw your consent at any time by contacting us, subject to legal or contractual restrictions and reasonable notice.
15. Privacy Commissioner Contact
If you are not satisfied with our response to your privacy concerns, you have the right to file a complaint with:
Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca