Privacy Policy

1. Information We Collect

We may collect the following information:

Website and inquiry information

• Name
• Email address
• Company name
• Project budget
• Project timeline
• Project details
• Phone number, if you choose to provide it

Client and project information

• Business requirements
• Technical documents
• Product documentation
• Architecture notes
• Code, repositories, or product access where required
• Credentials or API keys where necessary for project setup
• Customer or user data where required for a project

Payment and billing information

• Payment information processed through Stripe
• E-transfer payment records
• Billing details, invoices, and transaction records

Website usage information

We may use tools such as Google Analytics and Microsoft Clarity to understand website usage, improve the website, and evaluate interest in our services.

2. How We Use Information

We use personal information to:

• Respond to inquiries
• Assess project fit
• Book and manage calls
• Prepare proposals, quotes, invoices, and statements of work
• Deliver consulting, technical, AI, product, and software services
• Communicate with clients and prospects
• Process payments
• Manage projects and client relationships
• Improve our website, services, and internal workflows
• Meet legal, accounting, tax, and compliance obligations
• Protect our business, systems, clients, and users

We do not use client confidential information, private business information, or sensitive project materials for public marketing, case studies, or portfolio use without permission.

3. AI Tools and Client Data

We may use AI-assisted tools such as ChatGPT, Claude, Cursor, GitHub Copilot, or similar tools to support brainstorming, drafting, coding, debugging, architecture planning, documentation, and software development.

Where possible, we avoid entering confidential, sensitive, production, customer, or personally identifiable information into third-party AI tools unless it is necessary, permitted, and appropriate for the engagement.

For health, medical, or sensitive projects, we avoid collecting personal health information unless it is explicitly required under a signed agreement. We prefer anonymized, sample, synthetic, or de-identified data for development and testing.

4. How Information Is Shared

We may share information with trusted service providers only as needed to operate our business and provide services, including:

• Payment processors, including Stripe
• Banks or financial institutions for e-transfer payments
• Website hosting providers, including Netlify and other hosting providers used for prototypes or client projects
• Email and calendar providers, including Google Workspace and Cal.com
• Analytics providers, including Google Analytics and Microsoft Clarity
• File sharing providers, including Google Drive and Dropbox
• Project management tools, including Notion and Trello
• Accountants, bookkeepers, legal advisors, or tax professionals
• Contractors or collaborators, where disclosed before formal involvement

We may also disclose information if required by law, regulation, court order, government request, or to protect our rights, property, clients, or business.

5. Payments and Stripe

Payments may be processed through Stripe. When you pay through Stripe, Stripe may collect and process payment information according to its own privacy practices. We do not directly store full credit card numbers.

Personal information processed through Stripe may be transferred, processed, and stored outside of Canada and may be subject to lawful disclosure in those jurisdictions.

6. International Transfers

Some of the tools and service providers we use may process or store information outside Canada, including in the United States or other jurisdictions.

When personal information is transferred to service providers outside Canada, it may be subject to the laws of those jurisdictions. Under PIPEDA, organizations remain accountable for personal information transferred to third parties for processing.

7. Security Practices

We use reasonable administrative, technical, and organizational safeguards to protect personal information, including:

• Two-factor authentication on key accounts
• Password manager use
• Limited access to client information
• Environment variables for API keys and secrets
• Separate development and production configurations where appropriate
• Use of reputable third-party platforms
• Avoiding real customer, production, or health data in development where possible

No method of transmission or storage is completely secure, but we take reasonable steps to reduce risk and protect information.

8. Client Credentials, API Keys, and Access

When a project requires access to client systems, repositories, APIs, hosting accounts, or software tools, we request only the access needed to perform the work.

Where possible, clients should provide role-based access instead of shared credentials. Credentials, API keys, and secrets should be stored securely and rotated or revoked when no longer needed.

9. Data Retention

We keep personal information only as long as reasonably necessary for the purposes described in this policy, including business, legal, accounting, tax, and compliance purposes.

As a general guideline:

• Inquiry and contact form submissions may be retained for up to 24 months
• Client and project records may be retained for 7 to 10 years
• Tax, invoice, payment, and accounting records may be retained as required by applicable law

PIPEDA requires organizations to keep personal information only as long as needed for the purposes for which it was collected, subject to legal or regulatory requirements.

10. Your Rights and Choices

You may contact us to:

• Request access to personal information we hold about you
• Request corrections to inaccurate information
• Ask questions about how your information is used
• Request deletion of information, where legally and practically possible
• Withdraw consent, where applicable

We may need to retain certain records for legal, tax, accounting, contractual, or legitimate business reasons.

11. Cookies and Analytics

Our website may use cookies or similar technologies through analytics tools such as Google Analytics and Microsoft Clarity.

These tools help us understand how visitors use the website, improve page performance, and evaluate interest in our services. You can control cookies through your browser settings. See our Cookie Policy for more detail.

12. Portfolio, Testimonials, and Case Studies

We do not publish client names, project details, testimonials, screenshots, results, or case studies without permission.

If we wish to reference client work publicly, we will ask for approval first.

13. Children’s Privacy

Our website and services are intended for businesses and professional users. We do not knowingly collect personal information from children.

14. Updates to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this website with a revised effective date.

15. Contact

For privacy questions, requests, or concerns, contact:

Fix Me a Dish Inc. o/a Build with Etherly
Email: info@fixmeadish.com