Look, we get it - nobody actually enjoys reading privacy policies. But here's the thing: we're architects, not data miners. We only collect what we need to do our job well, and we take protecting your information seriously. This policy explains how we handle your personal data in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.
Who We Are
AetherCrest Architecture is a Vancouver-based architectural firm specializing in sustainable urban design and high-rise architecture. We're located at 1250 West Hastings Street, Suite 800, Vancouver, BC V6E 2M4, and you can reach us at (604) 555-0187 or info@aethercrest.info.
When we talk about "we," "us," or "our" in this policy, we're referring to AetherCrest Architecture. "You" means anyone who visits our website, inquires about our services, or works with us on a project.
What Information We Collect
We're pretty straightforward about this. Here's what we might collect from you:
Contact Information
When you reach out to us, we'll collect basic stuff like your name, email address, phone number, and mailing address. Pretty standard for any business relationship, really.
Project Details
If you're working with us on a project, we'll need information about your property, budget considerations, timeline expectations, and your design preferences. Sometimes that includes property documents, site photos, or technical specifications - whatever helps us design something you'll love.
Website Usage Data
Like most websites, ours collects some technical info automatically - your IP address, browser type, device info, and which pages you visit. We use this to improve the site and understand what people are interested in. Nothing creepy, just basic analytics.
Professional Information
If you're a contractor, consultant, or industry partner, we might keep details about your company, professional credentials, insurance information, and past project collaborations.
How We Use Your Information
We're not gonna sell your email to some random marketing list. Here's actually what we do with your info:
- Respond to your inquiries and provide you with the architectural services you're looking for
- Communicate about ongoing projects, design revisions, and construction updates
- Prepare proposals, contracts, and project documentation
- Process payments and maintain financial records (because taxes are a thing)
- Send you project updates, portfolio pieces that might interest you, or occasional newsletters (only if you've said it's cool)
- Comply with legal obligations and professional standards set by architectural associations
- Improve our services and website based on how people use them
- Maintain our portfolio - though we'll always ask before featuring your project publicly
Legal Basis for Processing (PIPEDA Compliance)
Under Canadian privacy law, we need a legitimate reason to process your personal information. Here's our legal basis:
- Consent: Most of the time, we're processing your info because you've given us permission by contacting us or hiring us for a project
- Contractual Necessity: Some information processing is essential to fulfill our contract with you - can't design a building without knowing where it's gonna be built
- Legal Obligations: Sometimes we're required by law to keep certain records, like financial documents or building code compliance info
- Legitimate Interests: We process some data for legitimate business purposes, like preventing fraud or improving our services, but only when it doesn't override your privacy rights
Who We Share Your Information With
We don't hand out your information like flyers on a street corner. But sometimes we need to share it with:
Project Partners
Engineers, contractors, consultants, and other professionals working on your project. They need certain info to do their jobs properly - it's all part of the collaborative nature of architecture.
Service Providers
Companies that help us run our business - cloud storage providers, email services, accounting software, website hosting. These folks are contractually obligated to keep your data secure and not use it for their own purposes.
Legal Requirements
If we're legally required to disclose information - court orders, government requests, or regulatory inquiries - we'll comply. We'll notify you when legally permitted to do so.
Municipal & Regulatory Bodies
When we submit permit applications or regulatory filings, certain project information becomes part of the public record. That's just how the permitting process works in Canada.
How Long We Keep Your Information
We don't hoard data indefinitely. Here's our general approach:
- Active Projects: We keep everything related to active projects for as long as the project is ongoing, plus the warranty period
- Completed Projects: We retain project files for 10 years after completion, which aligns with professional liability requirements and architectural standards in Canada
- Financial Records: Tax-related documents stick around for 7 years, as required by Canadian tax law
- Marketing Inquiries: If you've inquired but didn't proceed with a project, we'll keep your info for 2 years, then delete it unless you've asked us to stay in touch
- Website Analytics: This gets aggregated and anonymized pretty quickly - we don't need to know that YOU specifically visited the sustainability page 47 times
Your Rights Under PIPEDA
Canadian privacy law gives you several rights regarding your personal information. Here's what you can do:
Access Your Information
You can ask us what personal information we have about you. We'll provide it within 30 days, usually at no cost.
Correct Your Information
If something's wrong or outdated, let us know and we'll fix it. Accurate information is important to us too - don't want to be sending project updates to the wrong address.
Withdraw Consent
You can withdraw your consent for us to process your information, though this might affect our ability to continue providing services. If you're in the middle of a project, we'll need to discuss how that impacts our agreement.
Request Deletion
Want us to delete your information? We can do that, except for stuff we're legally required to keep (like financial records or completed project files that fall under our professional obligations).
Object to Processing
If you're uncomfortable with how we're using your data, you can object. We'll either stop or explain why we need to continue based on legal grounds.
File a Complaint
If you think we've mishandled your information, you can file a complaint with the Office of the Privacy Commissioner of Canada. We'd prefer you talk to us first so we can make things right, but the option's there.
To exercise any of these rights, just shoot us an email at info@aethercrest.info or call us at (604) 555-0187. We'll respond within 30 days.
How We Protect Your Information
Security matters to us. We've implemented safeguards appropriate to the sensitivity of the information:
- Encrypted connections (SSL/TLS) for data transmission
- Secure cloud storage with Canadian-based servers when possible
- Access controls - only team members who need certain information can access it
- Regular security updates and patches for our systems
- Secure disposal of physical documents containing personal information
- Confidentiality agreements with all staff and contractors
That said, no system is 100% secure. We do our best, but if there's ever a breach that affects your information, we'll notify you and the Privacy Commissioner as required by law.
Cookies & Website Tracking
Our website uses cookies - those little text files that websites store on your device. Here's what we use them for:
- Essential Cookies: Needed for the site to function properly. Can't really disable these without breaking things
- Analytics Cookies: Help us understand how people use the site so we can make it better. These are anonymized
- Preference Cookies: Remember your settings and preferences
Most browsers let you control cookies through their settings. You can block them, but some parts of the website might not work as smoothly.
Third-Party Links
Our website might link to other sites - partner organizations, product manufacturers, or industry resources. Once you leave our site, we're not responsible for their privacy practices. They've got their own policies, which you should probably check out if you're concerned.
International Data Transfers
We primarily operate in Canada and use Canadian service providers. However, some of our cloud services might store data on servers outside Canada, including the United States. When this happens, your information may be subject to foreign laws, including lawful access by courts, law enforcement, and national security authorities. We only work with providers who offer adequate privacy protections.
Children's Privacy
Our services aren't directed at anyone under 18. We don't knowingly collect information from minors. If we somehow end up with information from someone under 18, we'll delete it once we realize what happened.
Changes to This Privacy Policy
Privacy laws and our practices evolve over time. When we update this policy, we'll change the "Last Updated" date at the top and post the new version here. If there are significant changes, we'll notify active clients directly. For everyone else, checking back occasionally isn't a bad idea.
Contact Us About Privacy
Got questions, concerns, or want to exercise your privacy rights? We're here to help.
AetherCrest Architecture
1250 West Hastings Street, Suite 800
Vancouver, BC V6E 2M4
Phone: (604) 555-0187
Email: info@aethercrest.info
We'll do our best to respond within 30 days, usually much faster.
Thanks for taking the time to read this. We know it's not the most exciting read, but transparency about how we handle your information is important to us. If something here doesn't make sense or you want to chat about it, seriously, just reach out. We're architects, not lawyers, so we're happy to explain things in plain language.