Privacy Policy

Introduction

Look, we get it – nobody really enjoys reading privacy policies. But since we're asking you to trust us with your personal info, we figured you should know exactly what we do with it. This isn't some corporate template stuffed with legal jargon. We're a small architectural firm in Toronto, and we take your privacy seriously.

This policy covers how Avendral Quinthos Architecture ("we," "us," or "our") collects, uses, and protects your personal information when you interact with our services, visit our office, or browse our website.

What Information We Collect

We only collect what we actually need to work with you. Here's the breakdown:

Information You Give Us Directly

• Contact Details: Your name, email, phone number, and mailing address when you reach out or sign a contract with us
• Project Information: Property addresses, site details, design preferences, budget ranges – basically everything we need to create spaces you'll love
• Financial Info: Payment details for invoicing and contracts (we don't store credit card numbers on our systems, though)
• Communication Records: Emails, meeting notes, sketches you send us – we keep these so we can reference back to what we've discussed

Info We Collect Automatically

• Website Usage: IP addresses, browser types, pages you visit – standard stuff that helps us understand how people use our site
• Cookies: Small files that help our website remember you between visits (you can disable these in your browser if you want)

Information from Other Sources

• Public Records: Property information, zoning regulations, building permits – things we need to check for regulatory compliance
• Professional References: If you've been referred to us, we might receive your contact info from contractors, real estate agents, or past clients

How We Use Your Information

We're not in the business of selling data – we're architects. Here's what we actually do with your info:

• Delivering Our Services: Creating designs, managing projects, coordinating with contractors and consultants, obtaining permits
• Communication: Responding to inquiries, sending project updates, sharing design revisions, scheduling site visits
• Legal Obligations: Maintaining records for professional liability insurance, complying with building codes and regulations
• Business Operations: Invoicing, contract management, improving our services based on feedback
• Marketing: Sending newsletters or project updates (only if you've opted in – and you can opt out anytime)

We might also use anonymized project info in our portfolio or case studies, but we'll always ask your permission first if the project is identifiable.

Who We Share Information With

Sometimes we need to share info to get the job done. Here's who might see your data:

Project Team Members

Structural engineers, contractors, interior designers, landscape architects – basically anyone involved in bringing your project to life. They're bound by their own professional confidentiality obligations.

Service Providers

Our IT support, cloud storage providers, accounting software – companies that help us run our business. They only get access to what they need and are required to keep it confidential.

Regulatory Authorities

City planning departments, building inspectors, professional associations – when required by law or for permit applications.

Legal Requirements

If we're legally obligated to disclose information (like court orders or regulatory investigations), we'll comply – but we'll notify you unless we're prohibited from doing so.

We don't sell, rent, or trade your personal information to third parties for marketing purposes. Period.

How We Protect Your Information

We're not a tech company, but we take data security seriously:

• Secure Storage: Files are stored on password-protected servers with encryption
• Access Controls: Only team members who need access to your info actually get it
• Physical Security: Our office at 425 Adelaide Street West has controlled access, and we don't leave client documents lying around
• Secure Communication: Our website uses SSL encryption, and we encourage encrypted email for sensitive documents
• Regular Backups: We back up data regularly to prevent loss

That said, no system is 100% foolproof. We do our best, but can't guarantee absolute security – it's just not realistic in today's world.

How Long We Keep Your Information

We're required by professional regulations and insurance requirements to keep project records for at least 7 years after project completion. This includes contracts, designs, correspondence, and site documentation.

Marketing info (like newsletter subscriptions) is kept until you ask us to remove it. Website analytics data is typically retained for 2 years.

After these periods, we securely delete or anonymize the information unless there's a specific legal reason to keep it longer.

Your Rights and Choices

Your data, your rules (within reason). Here's what you can do:

Access Your Information

Want to see what info we have about you? Just ask. We'll provide it within 30 days (might take longer for complex requests).

Correct Inaccuracies

If something's wrong, let us know and we'll fix it. Accurate info helps us do better work anyway.

Request Deletion

You can ask us to delete your information, though we might need to keep some records for legal or regulatory reasons.

Opt Out of Marketing

Every marketing email has an unsubscribe link. Click it, and you're off the list – no hard feelings.

Withdraw Consent

If you've given us permission for something specific, you can take it back anytime.

Data Portability

Want your information in a usable format to take elsewhere? We can arrange that.

Cookies and Website Tracking

Our website uses cookies to improve your experience. Here's what they do:

• Essential Cookies: Help the site function properly (like remembering you're logged into a contact form)
• Analytics Cookies: Show us which pages people visit so we can improve the site
• Preference Cookies: Remember your settings between visits

You can disable cookies in your browser settings, though some parts of the site might not work as smoothly.

Third-Party Links

Our website might link to other sites – contractor portfolios, product manufacturers, planning department resources. We're not responsible for their privacy practices, so check their policies if you're concerned.

International Data Transfers

We're based in Toronto, Ontario, and primarily serve Canadian clients. Your information is stored on Canadian servers. If we work with international consultants (rare, but it happens), we'll ensure they meet appropriate privacy standards.

Children's Privacy

Our services aren't directed at anyone under 18. We don't knowingly collect information from minors. If you're a parent and think we've somehow collected your kid's data, let us know immediately and we'll delete it.

Changes to This Policy

We might update this policy occasionally – usually when laws change or we add new services. We'll post the updated version on our website with a new "Last Updated" date. For major changes, we'll send an email to active clients.

Canadian Privacy Law Compliance

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario's privacy legislation. If you have concerns about how we handle your data, you can file a complaint with the Office of the Privacy Commissioner of Canada.