Privacy Policy

Your privacy is important to us. Learn how we protect and manage your personal information.

Last Updated: January 2024

1. Introduction

Welcome to Aether Flux Quilon Architecture ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or engage with us in any capacity.

Aether Flux Quilon Architecture is located at 420 King Street West, Suite 1200, Toronto, ON M5V 1J7, Canada, and operates in accordance with Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

We collect several types of information from and about users of our website and services:

2.1 Personal Information You Provide

We collect information that you voluntarily provide to us when you:

  • Fill out contact forms or inquiry forms on our website
  • Request consultations or proposals for architectural services
  • Sign contracts or agreements for our services
  • Subscribe to our newsletter or marketing communications
  • Participate in surveys, contests, or promotional activities
  • Communicate with us via email, phone, or other methods
  • Apply for employment or career opportunities

This information may include:

  • Name and contact information (email address, phone number, mailing address)
  • Company or organization name
  • Project details and requirements
  • Property information and location details
  • Financial information for billing and payment purposes
  • Professional credentials and references
  • Any other information you choose to provide

2.2 Information Automatically Collected

When you visit our website, we automatically collect certain information about your device and browsing behavior, including:

  • IP address and approximate geographic location
  • Browser type and version
  • Operating system and device information
  • Pages visited, time spent on pages, and navigation paths
  • Referral sources and exit pages
  • Date and time stamps of visits
  • Clickstream data and interaction patterns

2.3 Information from Third Parties

We may receive information about you from third-party sources, such as:

  • Business partners and referral sources
  • Professional directories and industry databases
  • Social media platforms (if you interact with our content)
  • Public records and property databases
  • Credit reporting agencies and financial institutions

3. How We Use Your Information

We use the information we collect for various purposes, including:

3.1 Service Delivery

  • Providing architectural design and consulting services
  • Responding to your inquiries and requests
  • Preparing proposals, contracts, and project documentation
  • Managing and executing architectural projects
  • Coordinating with contractors, suppliers, and other stakeholders
  • Processing payments and managing financial transactions

3.2 Communication

  • Communicating with you about projects, services, and updates
  • Sending newsletters, promotional materials, and marketing communications
  • Providing customer support and responding to your questions
  • Conducting surveys and gathering feedback

3.3 Business Operations

  • Improving and optimizing our website and services
  • Analyzing trends and user behavior to enhance user experience
  • Conducting research and development for new services
  • Managing employment applications and recruitment
  • Maintaining records and documentation for legal and regulatory compliance

3.4 Legal and Security

  • Complying with legal obligations and regulatory requirements
  • Protecting against fraud, security breaches, and illegal activities
  • Enforcing our terms of service and contracts
  • Resolving disputes and addressing legal claims

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 Service Providers and Business Partners

We may share your information with trusted third-party service providers who assist us in operating our business, including:

  • IT and website hosting providers
  • Payment processors and financial institutions
  • Professional consultants (engineers, surveyors, specialists)
  • Marketing and communications platforms
  • Cloud storage and data management services
  • Legal and accounting professionals

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.2 Project Collaborators

With your consent, we may share relevant project information with:

  • Contractors and construction professionals
  • Building officials and regulatory authorities
  • Property owners and stakeholders
  • Other professionals involved in your project

4.3 Legal Requirements

We may disclose your information when required by law or in response to:

  • Court orders, subpoenas, or legal processes
  • Government or regulatory inquiries
  • Protection of our rights, property, or safety
  • Prevention of fraud or illegal activities
  • Emergency situations involving public safety

4.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.

5. Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our security practices include:

  • Encryption of sensitive data during transmission and storage
  • Secure server infrastructure with regular security updates
  • Access controls and authentication mechanisms
  • Regular security audits and vulnerability assessments
  • Employee training on data protection and privacy practices
  • Confidentiality agreements with all staff and contractors
  • Secure backup and disaster recovery procedures
  • Physical security measures at our offices

While we strive to use commercially acceptable means to protect your personal information, please be aware that no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

6. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyze website usage.

6.1 Types of Cookies We Use

  • Essential Cookies: Necessary for website functionality and security
  • Performance Cookies: Help us understand how visitors interact with our website
  • Functionality Cookies: Remember your preferences and settings
  • Analytics Cookies: Collect information about website traffic and user behavior
  • Marketing Cookies: Track your browsing habits to deliver relevant advertisements

6.2 Managing Cookies

You can control and manage cookies through your browser settings. You may:

  • Block all cookies
  • Accept or reject cookies on a case-by-case basis
  • Delete existing cookies
  • Set preferences for specific websites

Please note that blocking or deleting cookies may impact your experience on our website and limit certain functionalities.

6.3 Third-Party Tracking

We may use third-party analytics services (such as Google Analytics) to collect and analyze website usage data. These services may use their own cookies and tracking technologies. We do not control these third-party technologies, and their use is subject to their respective privacy policies.

7. Your Privacy Rights

Under Canadian privacy law (PIPEDA) and other applicable regulations, you have certain rights regarding your personal information:

7.1 Right to Access

You have the right to request access to the personal information we hold about you. We will provide you with a copy of your data in a commonly used format.

7.2 Right to Correction

You may request that we correct any inaccurate or incomplete personal information we have about you.

7.3 Right to Deletion

You may request that we delete your personal information, subject to certain legal exceptions (e.g., legal retention requirements, ongoing projects, or contractual obligations).

7.4 Right to Object

You may object to the processing of your personal information for certain purposes, including direct marketing.

7.5 Right to Withdraw Consent

Where we process your information based on your consent, you have the right to withdraw that consent at any time.

7.6 Right to Data Portability

You may request that we provide your personal information in a structured, machine-readable format for transfer to another service provider.

7.7 Right to Lodge a Complaint

If you believe we have not handled your personal information appropriately, you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada.

7.8 Exercising Your Rights

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within 30 days and may require verification of your identity before processing your request.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal, regulatory, and contractual obligations.

8.1 Retention Periods

Our typical retention periods include:

  • Client project files: 7-10 years after project completion (in accordance with professional standards and legal requirements)
  • Contract and financial records: 7 years from the end of the fiscal year (as required by tax laws)
  • Marketing communications: Until you unsubscribe or request deletion
  • Website analytics data: 26 months
  • Employment applications: 1 year from application date
  • General inquiries: 2 years from last contact

8.2 Secure Disposal

When personal information is no longer required, we securely dispose of it through:

  • Secure deletion of digital records
  • Shredding of physical documents
  • Deidentification or anonymization where appropriate

9. International Data Transfers

Our business operations are primarily based in Canada. However, some of our service providers and partners may be located in other countries, which may have different data protection laws.

When we transfer your personal information outside of Canada, we ensure appropriate safeguards are in place, including:

  • Contractual agreements requiring adequate data protection
  • Compliance with Canadian privacy laws
  • Use of approved transfer mechanisms
  • Assessment of the recipient country's privacy laws

By using our services, you acknowledge and consent to the transfer of your information to other jurisdictions as described in this policy.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children without parental consent.

If you believe we have inadvertently collected information from a child under 18, please contact us immediately, and we will take steps to delete such information from our systems.

Parents or guardians who wish to review, modify, or delete their child's personal information should contact us using the information provided below.

11. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make changes, we will:

  • Update the "Last Updated" date at the top of this policy
  • Post the revised policy on our website
  • Notify you of significant changes via email or prominent notice on our website
  • Obtain your consent where required by law

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after changes are posted constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Privacy Officer

Aether Flux Quilon Architecture

420 King Street West, Suite 1200
Toronto, ON M5V 1J7
Canada

Phone: (416) 555-0127

Email: info@aetherfluxquilon.info

We are committed to responding to your inquiries promptly and will make every effort to address your concerns within 30 days.

Office of the Privacy Commissioner of Canada

If you are not satisfied with our response to your privacy concerns, you may contact:

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

Thank you for trusting Aether Flux Quilon Architecture with your personal information.

We are committed to protecting your privacy and maintaining the highest standards of data protection.