Who we are
Headway Design (“Headway Design”, “we”, “us”) is a web design, social media and digital advertising studio based in Canada. We are responsible for the personal information described in this policy.
For any privacy question or request, email hello@headwaydesign.ca. That inbox is monitored by the person accountable for privacy at Headway Design.
What this policy covers
This policy applies to personal information we handle when you:
- visit this website;
- email us;
- join a kick-off or project video call with us;
- become a client and we deliver services for you.
We handle personal information in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and any provincial privacy laws that apply.
Information we collect
When you email us
Email is the only way to contact us. When you write, we receive your name, your email address and whatever you choose to include, such as your business name, website, budget, timeline or attachments.
During video calls and projects
Kick-off and check-in calls take place over video and are arranged by email. We may take written notes about your project. We never record a call unless we ask first and everyone agrees.
While working together we may also receive project material (text, images, logos, brand files), login or account access you grant us, and feedback and approvals.
When you become a client
We keep the details needed to run the business relationship: your name, business name, billing address, the services you’ve bought, invoices and payment records.
When you browse this website
This website does not use cookies, analytics, advertising pixels or other tracking tools, and it doesn’t ask you to fill in any forms. Like any website, though, it can’t be delivered without some technical information changing hands: our hosting provider, and the services that supply our fonts and some code, receive your IP address, browser type and the pages requested so they can send the site to your device. Our Cookie Policy lists these services.
How we use your information
- To reply to your email and answer your questions.
- To arrange video calls, prepare proposals and send fixed quotes.
- To deliver, support and improve the services you’ve asked for.
- To send invoices, keep accounting records and meet tax and legal obligations.
- To protect our business, for example to prevent fraud or resolve a dispute.
We don’t sell or rent personal information, and we don’t use it to build advertising profiles. We will only send you newsletters or marketing emails if you’ve asked for them, and you can unsubscribe at any time.
Consent
By emailing us or working with us, you consent to us using your personal information for the purposes above. If we want to use it for a new purpose, we’ll ask first.
You can withdraw your consent at any time by emailing us, subject to legal or contractual limits. For example, we must keep invoices for tax purposes. Withdrawing consent may mean we can’t continue a project.
Who we share it with
We only share personal information with service providers who help us run the business, and only what they need to do their job. These may include:
- our email and file-storage providers;
- our website hosting provider;
- the video call platform used for meetings;
- accounting, invoicing and payment providers;
- for clients, the platforms used to deliver the work, such as website builders, hosting, domain registrars, and social media and advertising platforms.
These providers may only use the information to provide their service to us. We may also disclose information if the law requires it, or as part of a sale or restructuring of the business, in which case the new owner must protect it under this policy.
Client data we handle for you
When we build or manage your website, social media or ad accounts, we may be able to see information about your own customers, such as form submissions, comments, messages or audience data. We only access it to deliver the services you’ve asked for, we keep it confidential, and we follow your instructions about it.
Your business remains responsible for its own privacy notice to your customers. We’re happy to help make sure your website includes one.
Where your information is stored
Some of our service providers store data on servers outside Canada, including in the United States. Information stored in another country is subject to that country’s laws and may be accessible to its courts and authorities. We choose providers with strong security and privacy practices.
How long we keep it
- Enquiries that don’t become projects: deleted within two years of our last contact.
- Project files and correspondence: kept while we work together and for up to two years afterwards, so we can support you, unless you ask us to delete them sooner.
- Invoices and financial records: kept for at least six years, as Canadian tax rules require.
How we protect it
We use reasonable safeguards for the sensitivity of the information. These include two-factor authentication on our accounts, a password manager, encrypted devices, and access limited to the people who need it. Account access you share with us is stored securely and removed when it’s no longer needed.
No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify you and report it as the law requires.
Your rights
You can ask us to:
- tell you what personal information we hold about you and how we use it;
- give you a copy of it;
- correct anything inaccurate or incomplete;
- delete it, where we’re not required to keep it;
- stop using it for a particular purpose.
Email hello@headwaydesign.ca with your request. We’ll respond within 30 days and may need to confirm your identity first.
If you’re not satisfied with our response, you can complain to the Office of the Privacy Commissioner of Canada, or to your provincial privacy commissioner where that applies.
Children
Our website and services are meant for businesses and adults. We don’t knowingly collect personal information from children.
Changes to this policy
We may update this policy as our business or the law changes, for example if we add analytics to the website. The date at the top shows when it last changed. Significant changes will be highlighted on this page.
Contact
Questions or requests about privacy: hello@headwaydesign.ca.