Overview
Look, we get it – nobody really reads these things. But here's the deal: we're a small architecture studio in Vancouver, not some tech giant selling your data. This policy explains what info we collect when you reach out to us or visit our site, and how we handle it.
We built this practice on trust and transparency, just like we design our buildings. You're trusting us with potential projects that'll shape your space for decades, so we're gonna be straight with you about data too.
If you've got questions or something seems off, just call us at (604) 555-7823. We'd rather talk it through than hide behind legal jargon.
Information We Collect
Contact Information
When you fill out our contact form or send us an email, we collect the basics – your name, email address, phone number, and whatever you tell us about your project. Sometimes folks send property addresses if they're looking at restoration work or site planning.
We keep this stuff in our client management system and email. Nothing fancy, just organized so we don't lose track of conversations.
Project Details
Once we start working together, we'll collect more detailed info – site surveys, photos of existing structures, property documents, budget ranges, design preferences. Basically everything we need to actually design something you'll love.
For heritage restoration projects, we might handle historical documentation or municipal records too. All part of the job.
Website Analytics
Our website uses basic analytics to see which pages people visit and how they found us. It's anonymous data – we can't identify individual visitors. Helps us know if anyone's actually looking at our portfolio or if we should update our site.
How We Use Your Data
Here's what we do with the information you share:
Project Communication
Responding to inquiries, discussing design concepts, sharing drawings, coordinating site visits – all the back-and-forth that happens during a project.
Design Development
Creating plans that actually fit your site, needs, and budget. Can't design without knowing what you want.
Contracts & Billing
Processing agreements, sending invoices, maintaining project records. Standard business stuff that any firm has to do.
Portfolio Development
With your permission, we might feature completed projects in our portfolio. We'll always ask first and won't include anything you want kept private.
What We Don't Do
We don't sell your info to marketing companies, we don't spam you with newsletters unless you specifically ask for updates, and we don't share client details with random third parties. Period.
Data Sharing & Third Parties
Sometimes we need to share information to get your project done. Here's when that happens:
Consultants & Contractors
Most architecture projects involve structural engineers, landscape designers, stone masons, general contractors, or other specialists. We'll share relevant project info with them – like site plans, design specs, or property details – but only what's necessary for their part of the work.
Municipal Authorities
Building permits require submitting plans to local authorities. For heritage restoration projects, we work with heritage commissions. This is required by law and part of the approval process.
Service Providers
We use cloud storage for project files, email hosting, and basic office software. These companies might technically have access to data on their servers, but they're bound by their own privacy agreements and we choose providers with solid security.
Legal Requirements
If we're legally required to disclose information – like a court order or regulatory investigation – we'll comply with the law. Hasn't happened yet in 15 years, but gotta mention it.
Security Measures
We protect your data like we protect our design files – carefully and with multiple backups.
Encrypted Storage
Digital files are stored on encrypted cloud servers with password protection and two-factor authentication.
Limited Access
Only team members who need access for specific projects can view client information. We don't give everyone access to everything.
Regular Backups
We back up project data regularly so nothing gets lost. Learned that lesson the hard way years ago.
Physical Security
Physical documents and drawings are kept in locked cabinets at our office. Old school but effective.
Real talk: No system is 100% foolproof, but we take reasonable precautions and stay current with security practices. If we ever experienced a data breach, we'd notify affected clients immediately and work to fix it.
Your Rights Under Canadian Privacy Law
Under PIPEDA and BC privacy laws, you've got rights regarding your personal information. Here's what you can do:
You can request to see what personal information we have about you. We'll provide it within 30 days, usually sooner. Just send us an email or give us a call.
If we've got something wrong – wrong address, outdated contact info, whatever – let us know and we'll fix it. Happens more often than you'd think.
You can withdraw consent for us to use your info for things like marketing or portfolio features. Note that we'll still need to keep some project-related data for legal and professional requirements, but we can stop using it for optional stuff.
You can ask us to delete your personal information. We're required to keep some records for tax and professional liability purposes (typically 7 years for financial stuff, longer for architectural drawings), but we can delete or anonymize what's not legally required.
If you think we've mishandled your information, talk to us first. If that doesn't resolve it, you can file a complaint with the Office of the Privacy Commissioner of Canada. We'd rather sort it out directly though.
Cookies & Website Tracking
Our website uses a few cookies – not the delicious kind, unfortunately. Here's what's happening behind the scenes:
| Cookie Type |
Purpose |
Duration |
| Essential Cookies |
Make the site work properly – remembering form inputs, keeping you logged into our project portal if you're a client. |
Session or 1 year |
| Analytics Cookies |
Anonymous data about which pages get visited, how long people stay, what device they're using. Helps us improve the site. |
2 years |
| Preference Cookies |
Remember your choices like language preferences or cookie consent. |
1 year |
You can disable cookies in your browser settings, but some parts of the site might not work as smoothly. Most browsers also have a "Do Not Track" option we respect.
Data Retention
We keep information for different lengths of time depending on what it is:
-
Initial Inquiries: If you contact us but don't proceed with a project, we'll keep your info for about 2 years in case you come back. After that, it gets deleted unless you've asked us to keep you updated.
-
Active Projects: We keep all project data during the design and construction phases, plus for 7 years after completion. That's standard for architectural liability and matches tax record requirements.
-
Drawings & Plans: Architectural drawings are kept permanently as part of our professional archive. They're important historical records and sometimes needed decades later for renovations. We'll remove personal info from archived drawings if requested.
-
Financial Records: Kept for 7 years as required by Canadian tax law, then securely destroyed.