Privacy Policy
Last Updated: January 2025
Velvet & Vine is committed to protecting your personal information and respecting your privacy. This policy explains how we collect, use, and safeguard your information when you use our website and services.
What Information We Collect
We collect information you provide directly to us and information automatically collected when you visit our website.
- Contact Information: name, email address, phone number, mailing address
- Event Details: event date, venue location, decoration preferences, guest count
- Usage Data: IP address, browser type, pages visited, time spent on pages
- Communication Data: messages sent through contact forms or email correspondence
- Cookie Data: preferences and session information for website functionality
How We Use Your Information
We use collected information for the following purposes:
- Providing decoration services: consultation, design proposals, installation coordination
- Communication: responding to inquiries, sending service updates, sharing event details
- Business operations: scheduling, logistics planning, vendor coordination
- Website improvement: analyzing usage patterns, optimizing user experience
- Legal compliance: tax records, business documentation, regulatory requirements
- Marketing: sending promotional materials about our services (with your consent)
Legal Basis for Processing
We process your personal data based on:
- Consent: For marketing communications and non-essential cookies
- Contract: To provide requested decoration services
- Legitimate Interest: For business operations and service improvements
- Legal Obligation: For tax records and regulatory compliance
Information Sharing
We may share your information with:
- Venue Coordinators: To coordinate installation logistics and timing
- Suppliers: For material sourcing and delivery coordination
- Service Providers: Website hosting, email services, payment processing
- Legal Authorities: When required by law or to protect our rights
We do not sell or rent your personal information to third parties for marketing purposes.
Data Protection Measures
We implement appropriate security measures to protect your information:
- Secure socket layer (SSL) encryption for data transmission
- Password-protected access to client information systems
- Regular security assessments and updates
- Employee training on data protection practices
- Limited access to personal information on a need-to-know basis
- Secure physical storage for paper records
Data Retention
We retain your information for the following periods:
- Contact form submissions: 3 years from submission date
- Client project records: 5 years from service completion
- Financial records: 7 years as required by Canadian tax law
- Marketing data: Until you withdraw consent or request deletion
- Website analytics: Aggregated data retained indefinitely
Your Privacy Rights
Under applicable privacy laws, you have the right to:
- Access: Request copies of your personal data we hold
- Correction: Request correction of inaccurate or incomplete data
- Deletion: Request deletion of your personal data (subject to legal obligations)
- Portability: Receive your data in a structured, commonly used format
- Objection: Object to processing based on legitimate interests
- Restriction: Request limitation of processing in certain circumstances
- Withdrawal: Withdraw consent for marketing communications at any time
To exercise these rights, contact us at [email protected]
Cookies and Tracking
Our website uses cookies to enhance your browsing experience. We use:
- Essential Cookies: Required for website functionality (always active)
- Analytics Cookies: Help us understand how visitors use our site
- Preference Cookies: Remember your settings and choices
For detailed information about our cookie usage, please visit our Cookie Policy page.
Third-Party Services
We use the following third-party services that may collect information:
- Website Hosting: Server infrastructure and data storage
- Email Services: Communication and newsletter distribution
- Analytics Tools: Website usage analysis and reporting
- Map Services: Location display on our website
These services have their own privacy policies governing their use of information.
Children's Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
Changes to This Policy
We may update this privacy policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a new "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.
Contact Information
For questions about this privacy policy or our data practices, contact us at:
Velvet & Vine
267 King Street East
Toronto, ON M5A 1K2
Email: [email protected]
Phone: +1 (416) 583-9274
Complaints and Concerns
If you have concerns about how we handle your personal information, please contact us first. We will investigate and respond to your complaint.
You also have the right to file a complaint with the Office of the Privacy Commissioner of Canada if you believe we have violated your privacy rights.