Look, we get it - nobody actually enjoys reading these things. But transparency matters to us, so we've tried to keep this straightforward. Here's how we handle your info when you work with us or visit our site.
When you reach out to us or work on a project together, we'll collect some basic stuff:
- Contact Details: Your name, email, phone number, and mailing address. Pretty standard.
- Project Information: Site details, design preferences, budget ranges - whatever you share with us during consultations.
- Technical Data: IP addresses, browser types, and how you navigate our website. This helps us figure out what's working and what isn't.
- Communication Records: Emails, meeting notes, and project correspondence. We keep these to stay on the same page throughout your project.
We're not in the business of selling your info or bombarding you with junk. Here's what we actually do with it:
- Respond to your inquiries and manage project communications
- Prepare proposals, contracts, and architectural drawings specific to your needs
- Process payments and maintain financial records (because the taxman requires it)
- Send project updates and occasional studio news if you've opted in
- Improve our website experience based on how visitors interact with it
- Comply with legal obligations under Canadian privacy laws
Security isn't just about locked doors - though we've got those too. We take reasonable precautions to keep your data safe:
- Encrypted connections (SSL/TLS) for all data transmission
- Secure servers with regular backups and updates
- Limited access - only team members who need your info for your project can see it
- Secure physical storage for any paper documents at our Vancouver office
- Regular security audits because staying vigilant matters
That said, no system is 100% foolproof. We do our best, but can't guarantee absolute security - nobody honestly can.
We don't sell or rent your personal data. Period. But sometimes we need to share it with others to get your project done:
- Project Partners: Structural engineers, contractors, and consultants working on your project need relevant details
- Service Providers: Our accounting software, email platform, and cloud storage providers - all bound by confidentiality agreements
- Legal Requirements: If the law requires it or to protect our legal rights (hopefully never needed)
- Municipal Authorities: Building permits and approvals require submitting certain project information
Everyone we work with is held to similar privacy standards. We're picky about who we collaborate with.
Yeah, we use cookies - the digital kind, not the chocolate chip ones (though those would be better).
What cookies do we use?
- Essential Cookies: These keep the site functioning properly
- Analytics Cookies: Help us understand visitor behavior so we can improve the site
- Preference Cookies: Remember your settings and choices
You can disable cookies in your browser settings, though some parts of the site might not work as smoothly.
It's your data, and you've got rights. Under Canadian privacy legislation (PIPEDA), you can:
- Access: Request a copy of what personal info we have about you
- Correct: Ask us to fix any inaccurate information
- Delete: Request deletion of your data (with some exceptions for legal/contractual obligations)
- Opt-Out: Unsubscribe from marketing emails anytime - there's a link at the bottom of every message
- Object: Challenge how we use or share your information
- Withdraw Consent: Change your mind about data processing you previously agreed to
To exercise any of these rights, just shoot us an email at info@shadowbane.info. We'll respond within 30 days.
We don't keep your info forever - just as long as we need it:
- Active Projects: Throughout the project duration and for 7 years after completion (professional liability requirements)
- Inquiries: If you reach out but don't proceed, we'll keep your contact info for 2 years in case you change your mind
- Marketing Consent: Until you unsubscribe or we haven't heard from you in 3 years
- Financial Records: 7 years as required by Canadian tax laws
After these periods, we securely delete or anonymize your data.
Our website might link to other sites - supplier portfolios, material manufacturers, industry resources, that sort of thing. Once you click through, we're not responsible for their privacy practices. Each site has its own policies, so check those out if you're concerned.
Privacy laws evolve, and so do our practices. We'll update this policy occasionally to reflect changes in how we operate or legal requirements. When we make significant updates, we'll post a notice on our website and update the date at the top of this page.
If you've got an ongoing project with us, we'll give you a heads-up about any major changes that affect how we handle your information.
Got questions, concerns, or just want to chat about how we handle your data? We're here for it.
Shadowbane Architecture
1425 West Georgia Street, Suite 320
Vancouver, BC V6G 3A9
(604) 555-0187
If you're not satisfied with our response, you can also file a complaint with the Office of the Privacy Commissioner of Canada.
Thanks for taking the time to read through this. We know it's not the most exciting read, but your privacy genuinely matters to us. If anything here doesn't make sense or you want more details, don't hesitate to reach out.