Privacy Policy

Information We Collect

We collect personal information only when you voluntarily provide it or when it is generated through your use of our website. The types of information we may collect include:

Information you provide directly

• Contact information — your name, email address, phone number, and company name when you submit an enquiry, contact form, or request a quote.
• Project details — descriptions, files, briefs, or other materials you share with us as part of a project engagement.
• Payment information — billing name and address. We do not store full payment card details; all payment processing is handled securely by our third-party payment processors.
• Communications — the content of emails, messages, or other correspondence you send to us.

Information collected automatically

• Usage data — pages visited, time spent on pages, referring URLs, and browser type, collected via analytics tools.
• Device information — IP address, browser type and version, operating system, and device identifiers.
• Cookies and similar technologies — see Section 6 below for full details.

How We Use Your Information

We use the personal information we collect for the following purposes:

• Responding to enquiries — to reply to contact form submissions, quote requests, and general questions.
• Delivering our services — to manage projects, communicate project progress, deliver files, and fulfil our contractual obligations to clients.
• Invoicing and payments — to issue invoices and process payments for services rendered.
• Improving our website — to understand how visitors use our site and to make improvements to content, navigation, and performance.
• Marketing communications — to send you information about our services, portfolio updates, or insights, only where you have given us explicit consent or where we have a legitimate interest and you have not opted out.
• Legal compliance — to comply with applicable laws, regulations, and legal processes, including Canadian federal and provincial privacy legislation.

We do not use your personal information to make automated decisions that produce legal or significant effects.

Legal Basis for Processing

As a Canadian business, we are governed primarily by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. We collect, use, and disclose your personal information with your knowledge and consent, or as otherwise permitted or required by law.

Consent may be express (you actively opt in) or implied (you provide information in the context of an obvious purpose, such as submitting a contact form to receive a response). You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us at the address in Section 13.

In certain circumstances we may process information without consent where required by law, to investigate a breach of an agreement, for emergency situations, or for debt collection purposes as permitted under PIPEDA.

Sharing Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your information in the following limited circumstances:

• Service providers — trusted third-party companies that help us operate our business (e.g., email platforms, cloud storage, project management tools, payment processors, analytics providers). These parties are contractually obligated to keep your information confidential and to use it only for the purposes we specify.
• Legal requirements — when we are legally required to disclose information in response to a court order, government request, or other legal process.
• Business transfers — in the event of a merger, acquisition, or sale of all or a portion of our business assets, your information may be transferred as part of that transaction. We will notify you before your personal information is transferred and becomes subject to a different privacy policy.
• Protection of rights — where we believe disclosure is necessary to protect the rights, property, or safety of Pixel Square, our clients, or the public.

Some of our third-party service providers may be located outside Canada. In such cases, your information may be subject to the laws of those jurisdictions. We take reasonable steps to ensure these providers offer comparable protection to Canadian privacy standards.

Data Retention

We retain your personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law. Specifically:

• Client project records — retained for a minimum of 7 years following project completion to comply with Canadian tax and accounting requirements.
• Contact enquiries — retained for up to 2 years from the date of your enquiry, after which they are securely deleted unless a client relationship has been established.
• Marketing opt-outs — records of your preference to opt out of marketing are retained indefinitely so we can honour your choice.
• Website analytics data — retained in aggregated, anonymised form and not associated with identifiable individuals after 26 months.

When personal information is no longer needed, we destroy, erase, or anonymise it using secure methods appropriate to the format and sensitivity of the information.

Cookies & Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience and to understand how our site is used. Cookies are small text files placed on your device by your browser.

Types of cookies we use

• Strictly necessary cookies — essential for the website to function. These cannot be disabled. They do not store personally identifiable information.
• Analytics cookies — help us understand how visitors interact with our site by collecting information anonymously. We use Google Analytics or similar tools for this purpose. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
• Preference cookies — remember your settings and choices to improve your experience on return visits.

You can control cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. Most browsers allow you to refuse cookies or delete cookies already stored on your device — consult your browser's help documentation for instructions.

Your Privacy Rights

Under PIPEDA and applicable provincial legislation, you have the following rights regarding your personal information:

• Right of access — you may request access to the personal information we hold about you, including how it is being used and to whom it has been disclosed.
• Right to correction — you may request that we correct any inaccurate or incomplete personal information we hold about you.
• Right to withdraw consent — you may withdraw consent to our collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions and reasonable notice.
• Right to complain — if you believe we have not handled your personal information appropriately, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca.

To exercise any of these rights, please contact us using the details in Section 13. We will respond to your request within 30 days. In some cases, we may need to verify your identity before fulfilling a request.

Security of Your Information

We take the security of your personal information seriously. We implement appropriate physical, technical, and administrative safeguards to protect your information against unauthorised access, disclosure, alteration, or destruction. These measures include:

• Encrypted data transmission using SSL/TLS technology (HTTPS)
• Access controls limiting who within our organisation can access personal data
• Secure cloud storage with reputable providers
• Regular review of our data handling practices

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. If you have reason to believe your interaction with us is no longer secure, please notify us immediately at info@pixelsquare.ca.

Third-Party Links

Our website may contain links to third-party websites, including social media platforms, partner sites, and client websites featured in our portfolio. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

Our inclusion of a link does not imply endorsement of the linked site or its privacy practices.

Children's Privacy

Our website and services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe we have inadvertently collected personal information from a child under 13, please contact us immediately and we will take steps to delete the information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page.

We encourage you to review this policy periodically. Your continued use of our website or services after changes are posted constitutes your acceptance of the updated policy. If the changes are significant, we may also notify you by email (if we hold your email address) or by posting a notice on our website.

Privacy Officer & Contact

Pixel Square has designated a Privacy Officer who is responsible for overseeing compliance with this policy and applicable Canadian privacy legislation. If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us:

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or by calling 1-800-282-1376.