Privacy Policy
1. Introduction
This Privacy Policy describes how picaro.ca (“we,” “our,” or “us”) collects, uses, maintains, and protects personal information when you visit our website, engage our services, or interact with our creative agency. We are committed to safeguarding your privacy in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), applicable provincial privacy legislation (including Quebec’s Law 25, Alberta’s PIPA, and British Columbia’s PIPA), and Canada’s Anti-Spam Legislation (CASL).
By accessing picaro.ca or engaging our services, you acknowledge that you have reviewed and understood the practices outlined in this Privacy Policy. We recommend revisiting this policy periodically as we may update it to reflect changes in our practices or legal requirements.
1.1 About picaro.ca
picaro.ca is a Canadian creative agency offering branding, design, digital marketing, web development, and creative strategy services. We partner with businesses, organizations, and individuals to bring their visions to life through innovative design solutions and strategic creative thinking. Our website showcases our portfolio, services, and provides a platform for potential clients to connect with us.
1.2 Privacy Contact
For questions regarding this Privacy Policy or our data handling practices, please contact our Privacy Officer at: [email protected]. We are committed to responding to all privacy inquiries within 30 days as mandated by PIPEDA.
1.3 Scope of This Policy
This Privacy Policy applies to all personal information collected through picaro.ca, client project engagements, consultations, and any related communications. It covers website visitors, prospective clients, existing clients, collaborators, and any individuals whose information we process in connection with our creative services.
2. Information We Collect
picaro.ca collects various categories of personal information depending on your relationship with us. We adhere to data minimization principles, collecting only what is necessary for our legitimate business purposes.
2.1 Information You Provide
The following table details the types of information you may voluntarily provide to picaro.ca:
| Category | Examples | Purpose |
|---|---|---|
| Contact Information | Name, email address, phone number, company name | Communication, project discussions, proposals |
| Business Information | Company details, industry, business goals, brand assets | Understanding your needs, delivering tailored services |
| Project Materials | Logos, images, content, briefs, feedback documents | Executing creative projects, deliverable creation |
| Billing Information | Billing address, payment details, GST/HST numbers | Invoicing, payment processing, tax compliance |
| Communication Records | Emails, meeting notes, call recordings (with consent) | Project management, reference, quality assurance |
| Testimonials | Quotes, reviews, case study content (with permission) | Portfolio showcase, marketing (only with consent) |
2.2 Automatically Collected Information
When you visit picaro.ca, we automatically collect certain technical data:
| Data Type | Examples | Purpose |
|---|---|---|
| Technical Data | IP address, browser type, device information, screen resolution | Website optimization, security, compatibility |
| Usage Analytics | Pages viewed, portfolio items browsed, time on site | Understanding visitor interests, improving content |
| Referral Data | How you found us, referring websites, search terms | Marketing effectiveness, outreach optimization |
| Cookie Data | Session identifiers, preference settings, analytics cookies | Site functionality, personalization |
3. Legal Basis for Processing
Under PIPEDA, picaro.ca processes personal information based on the following principles:
- Consent: We obtain meaningful consent before collecting personal information. Engaging our services constitutes consent for processing necessary to deliver those services.
- Contractual Necessity: We process information required to fulfill our service agreements and deliver creative projects.
- Legitimate Interests: We may process data for business development, portfolio development (with permission), and service improvement.
- Legal Obligations: We retain certain information to comply with tax laws, accounting standards, and legal requirements.
4. How We Use Your Information
picaro.ca uses personal information for the following purposes:
- Service Delivery: Executing creative projects, delivering designs, and fulfilling contractual obligations.
- Client Communication: Discussing project requirements, providing updates, sharing deliverables, and responding to inquiries.
- Business Operations: Invoicing, payment processing, contract management, and administrative functions.
- Portfolio Development: Showcasing completed work (only with explicit client consent and appropriate NDAs honoured).
- Marketing: Sending newsletters, updates about our services, and industry insights (with consent).
- Website Improvement: Analyzing usage patterns to enhance picaro.ca functionality and content.
- Legal Compliance: Meeting tax, accounting, and regulatory requirements.
5. Data Retention
picaro.ca retains personal information for the following periods:
| Information Type | Retention Period |
|---|---|
| Client Project Files | Duration of engagement + 5 years (or as specified in contract) |
| Contracts and Agreements | 7 years after project completion |
| Invoices and Financial Records | 7 years per CRA requirements |
| Inquiry/Contact Form Submissions | 2 years if no engagement; converted to client records if engaged |
| Newsletter Subscriptions | Until unsubscription + 30 days |
| Website Analytics | 26 months |
| Portfolio/Case Study Content | Indefinitely or until client requests removal |
6. Your Privacy Rights
Under PIPEDA and applicable provincial legislation, you have the following rights:
- Access: Request a copy of personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Withdrawal: Withdraw consent for marketing communications or non-essential processing.
- Deletion: Request deletion of your data (subject to legal retention requirements and contractual obligations).
- Portability: Request your project files in commonly used formats.
- Complaint: File a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca.
6.1 Provincial Privacy Commissioners
| Province | Privacy Authority |
|---|---|
| Quebec | Commission d’acces a l’information du Quebec |
| Alberta | Office of the Information and Privacy Commissioner of Alberta |
| British Columbia | Office of the Information and Privacy Commissioner for BC |
| Ontario | Information and Privacy Commissioner of Ontario |
7. Cookies and Tracking
picaro.ca uses cookies and similar technologies:
| Cookie Type | Purpose | Consent |
|---|---|---|
| Essential | Core website functionality, contact form operation | Not required |
| Analytics | Understanding visitor behaviour, portfolio engagement tracking | Yes |
| Functional | Remembering preferences, language settings | Implied |
| Marketing | Retargeting, social media integration | Yes (Express) |
8. Information Sharing
picaro.ca shares personal information only when necessary:
- Collaborators and Subcontractors: We may share project-related information with trusted collaborators (photographers, developers, copywriters) under confidentiality agreements.
- Service Providers: We use third-party tools for hosting, email, project management, and analytics. All providers are bound by data protection agreements.
- Professional Advisors: We may share information with accountants, lawyers, or consultants under professional confidentiality obligations.
- Legal Requirements: We may disclose information when required by law or to protect our legal rights.
9. Confidentiality and NDAs
picaro.ca understands the sensitive nature of creative projects. We maintain strict confidentiality regarding all client materials and business information. We honour all Non-Disclosure Agreements (NDAs) and will never share confidential project details without explicit written permission.
10. Data Security
picaro.ca implements comprehensive security measures:
- SSL/TLS encryption for all website communications
- Secure cloud storage with encryption at rest
- Access controls limiting data access to authorized team members
- Regular security assessments and software updates
- Secure file transfer protocols for client deliverables
- Incident response procedures for potential breaches
11. Contact Us
For privacy questions or to exercise your rights, contact us:
picaro.ca
Email: [email protected]
Phone: 416-555-DESIGN
We will respond within 30 days as required by PIPEDA.