Privacy Policy - Stellar Quintavis Architecture

Introduction

Look, we get it - nobody actually enjoys reading privacy policies. But since we're asking you to trust us with your information when you're considering us for your architectural project, we figured you deserve to know exactly what happens with your data.

At Stellar Quintavis Architecture, we're not just committed to designing sustainable spaces - we're equally committed to handling your personal information responsibly. This policy covers our website, any consultations, project work, and all those emails we exchange while bringing your vision to life.

The Bottom Line: We only collect what we need to do our job well, we don't sell your info to anyone, and you've got full control over your data. Period.

What Information We Collect

We're gonna be upfront about what we gather and why we need it:

Contact Information

Your name and company name
Email address and phone number
Mailing address (for project sites)
Preferred communication methods

Project Details

Property information and location
Budget ranges and timelines
Design preferences and requirements
Existing property documentation

Technical Data

IP address and browser type
Device information
Pages visited and time spent
Referral sources

Financial Information

Payment details (processed securely)
Billing addresses
Invoice history
Contract documentation

We don't collect anything we don't actually need. If we're asking for it, there's a legitimate reason related to designing and delivering your project.

How We Actually Use Your Information

Here's where your data goes and what we do with it (spoiler alert: it's all pretty straightforward):

Primary Uses

Project Delivery: Obviously, we need your info to design your space, coordinate with contractors, and get those permits approved
Communication: Keeping you updated on project progress, answering questions, and sharing design options
Billing & Contracts: Sending invoices, processing payments, and maintaining our legal agreements
Compliance: Meeting building codes, municipal requirements, and professional architecture standards

Secondary Uses

Website Improvement: Understanding how people use our site so we can make it better
Portfolio Development: With your explicit permission, showcasing completed projects (we'll always ask first)
Marketing: Sending occasional newsletters about sustainable design trends or our latest work (you can opt out anytime)
Internal Analytics: Figuring out what services are most popular and where we should focus our expertise

We'll never use your information for purposes you haven't agreed to. If something new comes up, we'll ask for your consent first.

PIPEDA Compliance (The Canadian Stuff)

Since we're based in Toronto and work across Canada, we follow PIPEDA - that's the Personal Information Protection and Electronic Documents Act. Here's what that means in plain English:

1

Accountability

Our principal architect is ultimately responsible for all personal data we handle. Got concerns? They'll address them personally.

2

Purpose Identification

Before we collect any info, we'll tell you why we need it. No hidden agendas or surprise uses down the line.

3

Consent

We need your okay before collecting, using, or sharing your personal information. You can withdraw consent anytime (though it might affect our ability to complete your project).

4

Limiting Collection

We only grab what we genuinely need. No excessive data hoarding here - just what's necessary to design and deliver your project.

5

Limiting Use & Disclosure

Your info stays with us unless you've agreed otherwise, or we're legally required to share it (like with municipal authorities for permits).

Your PIPEDA Rights: You can access your data, correct errors, and challenge our compliance anytime. We're here to work with you, not against you.

Cookies & Tracking Technology

Yeah, we use cookies - but not the delicious kind. Here's what's happening behind the scenes when you visit our site:

Cookie Type	Purpose	Duration	Can Opt Out?
Essential Cookies	Keep the site functioning (login sessions, form submissions)	Session only	No - needed for site to work
Analytics Cookies	Help us understand visitor behavior and improve the site	Up to 2 years	Yes - opt out anytime
Preference Cookies	Remember your settings and choices	Up to 1 year	Yes - opt out anytime
Marketing Cookies	Track effectiveness of our outreach efforts	Up to 90 days	Yes - opt out anytime

Managing Your Cookie Preferences

You've got options:

Use your browser settings to block or delete cookies (though some site features might not work properly)
Check out youronlinechoices.ca for industry opt-out tools
Most browsers let you reject third-party cookies while keeping first-party ones

We don't use cookies to personally identify you unless you're logged into a client portal or have submitted a form.

When We Share Your Data (And With Whom)

We're pretty protective of your information, but there are times when we need to share it. Here's the complete list:

We work with trusted partners who help us deliver your project - structural engineers, contractors, surveyors, etc. They only get the info they need to do their part, and they're contractually bound to keep it confidential.

Building permits, zoning applications, code compliance - this stuff requires sharing project details with local authorities. It's legally required and necessary to get your project approved.

As licensed architects, we're regulated by the Ontario Association of Architects (OAA). They might need project info for audits or compliance reviews - it's part of maintaining our professional standing.

If we receive a valid court order, subpoena, or legal request, we may have to disclose information. We'll fight unnecessary requests and notify you when possible, unless legally prohibited from doing so.

If we ever sell or merge the business (not planning on it, but you never know), client information would be part of that transfer. The new owners would be bound by this privacy policy or an equivalent one.

What We'll NEVER Do: We won't sell your information to marketers, spam lists, or data brokers. That's not our business model and never will be.

How We Keep Your Data Safe

Security isn't just an IT issue for us - it's baked into how we operate. Here's what we do to protect your information:

Technical Safeguards

SSL/TLS encryption for all data transmission
Encrypted storage for sensitive documents
Regular security audits and updates
Firewall and intrusion detection systems
Secure, password-protected client portals

Physical & Administrative

Locked filing cabinets for paper documents
Access controls - only authorized staff
Regular team training on data privacy
Secure disposal of outdated information
Confidentiality agreements with all staff

What You Can Do

Security is a two-way street. Here's how you can help:

Use strong, unique passwords for any client portals
Don't share login credentials with others
Be cautious about what you send via regular email (it's not always secure)
Let us know immediately if you suspect any security issues
Keep your own devices secure with updated antivirus software

Reality Check: No system is 100% hack-proof. We do everything reasonably possible to protect your data, but we can't guarantee absolute security. If there's ever a breach affecting your information, we'll notify you promptly as required by Canadian law.

Your Rights & How to Exercise Them

Your data belongs to you. Here's what you can do with it and how to make it happen:

Right to Access

Want to see what information we have about you? Just ask. We'll provide a copy within 30 days (usually much faster).

Email info@stellarquintavis.info with "Access Request" in the subject line.

Right to Correction

Found an error in your information? We'll fix it ASAP. Accuracy matters to us, especially for permits and contracts.

Contact us directly at (416) 555

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