Privacy Policy

Introduction

At Xeno Vortex Flare Architecture, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, engage our architectural services, or interact with us in any capacity.

By using our services or visiting our website, you consent to the practices described in this Privacy Policy.

Information We Collect

Personal Information

We may collect the following personal information:

• Name, email address, and phone number
• Mailing address and property location details
• Project specifications and architectural requirements
• Payment information and billing details
• Communication preferences and correspondence history

Technical Information

• IP address and browser information
• Website usage data and analytics
• Cookies and similar tracking technologies
• Device information and access logs

How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To provide architectural design services, consultations, and project management
• Communication: To respond to inquiries, provide updates, and maintain client relationships
• Project Management: To coordinate with contractors, suppliers, and regulatory authorities
• Legal Compliance: To comply with Canadian privacy laws and building regulations
• Business Operations: To improve our services, conduct market research, and maintain business records
• Marketing: To send newsletters and promotional materials (with your consent)

Information Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: With contractors, engineers, and consultants working on your project
• Legal Requirements: When required by law, court order, or governmental authority
• Business Partners: With trusted partners who assist in service delivery (under confidentiality agreements)
• Property Records: With municipal authorities for permitting and zoning compliance
• Emergency Situations: To protect the safety and rights of our clients and staff

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security

We implement comprehensive security measures to protect your information:

• Encrypted data transmission and storage
• Secure servers and database protection
• Limited access controls and staff training
• Regular security audits and updates
• Secure backup and disaster recovery procedures

While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but will notify you of any data breaches as required by law.

Your Rights Under Canadian Privacy Law

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

• Access: Request copies of your personal information we hold
• Correction: Request correction of inaccurate or incomplete information
• Withdrawal: Withdraw consent for certain uses of your information
• Complaint: File a complaint with the Privacy Commissioner of Canada
• Deletion: Request deletion of your information (subject to legal retention requirements)

Cookies and Website Analytics

Our website uses cookies and similar technologies to:

• Improve website functionality and user experience
• Analyze website traffic and usage patterns
• Remember your preferences and settings
• Provide relevant content and advertisements

You can control cookie settings through your browser preferences. Disabling cookies may affect website functionality.

Data Retention

We retain your information for different periods based on the purpose:

• Project Files: 10 years after project completion (professional liability requirements)
• Financial Records: 7 years (Canada Revenue Agency requirements)
• Marketing Communications: Until you unsubscribe or withdraw consent
• Website Analytics: 24 months maximum

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete such information.

International Data Transfers

Your information is primarily stored and processed in Canada. If we transfer information outside of Canada, we will ensure appropriate safeguards are in place to protect your privacy rights in accordance with Canadian privacy laws.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on our website
• Sending email notifications to registered clients
• Providing notice during your next service interaction

Your continued use of our services after policy updates constitutes acceptance of the revised terms.