Privacy Policy

Neo-Scenic Designs, operated by Neo-scenic Inc. (“Neo-Scenic,” “we,” “our,” or “us”), respects the privacy of our clients, prospective clients and website visitors.

This Privacy Policy explains how we collect, use, store, process, retain and disclose personal information in connection with our website, communications, building-design services and business operations, including our use of audio recording technologies, artificial intelligence (AI) and automated systems.

We handle personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable.

1. Information We Collect

We may collect personal information when you contact us, request a quotation, schedule an appointment, engage our services or otherwise communicate with our business.

Information collected may include:

• Name, telephone number, email address and mailing address.
• Property addresses, ownership information and project details.
• Building plans, drawings, photographs, measurements and technical documentation.
• Information submitted through website forms, emails, telephone calls, text messages and meetings.
• Billing, invoicing and transaction information.
• Audio recordings, transcripts, meeting notes and correspondence.
• Other information reasonably required to assess, coordinate or complete requested services.

We seek to limit the collection of personal information to what is reasonably necessary for legitimate business purposes.

2. Automatically Collected Website Information

When you visit our website, certain technical information may be collected automatically, including:

• IP address and approximate geographic location.
• Browser type, operating system and device information.
• Pages visited and time spent on our website.
• Referral sources and website interactions.
• Advertising and conversion activity.
• Technical information relating to website performance and functionality.

This information may be collected through cookies, local storage, analytics platforms and other tracking technologies, subject to applicable consent settings.

3. Cookies, Analytics and Advertising

We use cookies and similar technologies to operate our website, understand visitor activity, improve website performance and evaluate advertising effectiveness.

Our website provides separate consent choices for Necessary, Analytics and Advertising technologies.

Necessary Technologies

Necessary technologies support essential website functions, including remembering your privacy preferences, maintaining security and enabling website features.

These technologies may operate without optional Analytics or Advertising consent where permitted by applicable law.

Analytics Technologies

With your Analytics consent, we may use:

• Google Analytics 4 (GA4): To understand website traffic, page visits, visitor interactions, referral sources and website performance.
• Zoho PageSense: To analyze website usage, visitor interactions and website performance, and to help us understand how visitors use and navigate our website.

Zoho PageSense may use cookies and browser local storage to recognize visits, maintain analytics information and support its measurement functions. Depending on the features enabled, analytics technologies may collect page activity, device information, interaction data and other technical information.

We do not intend to use website analytics to collect confidential project information entered into contact forms.

Advertising Technologies

With your Advertising consent, we may use:

• Google Ads Conversion Tracking and Remarketing: To measure advertising performance, understand website interactions following advertisements and support advertising campaigns.
• Meta Pixel (Facebook and Instagram): To measure advertising performance, understand website interactions and support advertising and remarketing.

Advertising providers may use cookies, identifiers and other information to measure interactions and associate website activity with their services, subject to their configurations and privacy practices.

Managing Your Cookie Preferences

You may accept or reject optional Analytics and Advertising technologies independently through our website’s privacy controls.

Optional tracking is intended to remain inactive until the corresponding consent is provided.

You may change or withdraw your preferences using the website’s cookie settings. Withdrawing consent stops the affected website tracking technologies from loading on subsequent page activity and removes applicable first-party tracking cookies and storage entries where technically possible.

Withdrawal does not necessarily delete information already collected by third-party providers or cookies stored on their own domains.

You may also manage cookies through your browser settings. Disabling certain technologies may affect optional website features.

4. How We Use Personal Information

We may use personal information to:

• Respond to inquiries and prepare quotations.
• Schedule appointments and communicate with clients.
• Assess building-design requirements and prepare technical documentation.
• Coordinate with engineers, consultants, contractors and municipal authorities where necessary.
• Maintain accurate project records and communication histories.
• Prepare drawings, reports and supporting permit documentation.
• Process invoices, payments and other business transactions.
• Improve our services, administrative processes and customer support.
• Meet applicable legal, regulatory and professional obligations.
• Analyze website traffic and advertising performance.
• Support administrative, communication and technical workflows through AI-assisted tools and automation.

We do not sell personal information to third parties.

5. Telephone Call Recording

Telephone calls with Neo-Scenic may be recorded through our business telephone and communications systems, including Dialpad.

Call recordings may be used to:

• Maintain accurate records of client instructions and discussions.
• Confirm project requirements, decisions and requested changes.
• Prepare call transcripts, summaries and follow-up notes.
• Support project coordination and customer service.
• Resolve misunderstandings or disputes.

Call recordings and transcripts may be processed using automated transcription and AI-assisted software.

We provide appropriate notice and obtain consent where required by applicable law.

If you have concerns about a telephone call being recorded, please advise us so that alternative communication arrangements can be discussed.

6. In-Person Meeting Audio Recordings

Neo-Scenic may use digital audio recording devices, including wearable smart glasses, to document in-person meetings, consultations and project discussions.

These recordings are audio-only and are intended to maintain accurate records of project-related conversations. We do not use these devices to video-record meetings.

Audio recordings may be used to:

• Document client instructions, project requirements and decisions.
• Prepare meeting transcripts, summaries and action items.
• Verify information discussed during consultations.
• Support project coordination and follow-up communications.
• Maintain accurate internal project records.

Recordings may be transcribed, summarized or otherwise processed using AI-assisted software.

We provide appropriate notice and obtain consent where required before recording conversations.

Audio recordings and transcripts are maintained for legitimate business purposes and are not intended for public distribution.

7. Artificial Intelligence and Automated Processing

Neo-Scenic uses artificial intelligence and software automation to support administrative, communication and technical workflows.

These technologies may include internally operated automation systems, such as OpenClaw, and external AI services provided by organizations including OpenAI and Anthropic (Claude).

AI-assisted systems may be used to:

• Summarize telephone calls, meetings and correspondence.
• Transcribe and organize audio recordings.
• Organize emails, project documents and communications.
• Prepare draft emails, reports and internal notes.
• Review technical documentation and assist with information retrieval.
• Identify project-related tasks and follow-up requirements.
• Support business administration, document management and project coordination.

Information processed by these systems may include client names, contact information, property addresses, project correspondence, drawings, technical documents, recordings and other information relevant to our services.

Depending on the system and configuration, information may be transmitted to external AI providers for processing.

External AI providers may retain or process submitted information in accordance with their applicable terms, privacy policies, subscription arrangements and account settings. Depending on the service and configuration, submitted information may also be eligible for use in improving AI systems.

Neo-Scenic uses AI as an assistance tool. AI-generated content does not replace professional judgment, technical responsibility or appropriate human review.

We do not intentionally publish confidential client information through our internal AI-assisted workflows.

8. Third-Party Service Providers

Neo-Scenic uses third-party technology platforms and professional service providers to operate its business.

These may include:

• Website hosting, domain registration and security providers, including Cloudflare.
• Zoho business applications, including Zoho Forms, Bookings, CRM, Mail, Books and PageSense.
• Telephone and communication services, including Dialpad.
• Cloud storage and document management platforms.
• Artificial intelligence and transcription providers, including OpenAI and Anthropic.
• Website analytics and advertising platforms, including Google and Meta.
• Engineers, designers, consultants, contractors and other professionals involved in project delivery.
• Accounting, financial and payment-processing providers.

We may share personal information with these providers where reasonably necessary to deliver services, manage our business or meet applicable obligations.

Website forms and appointment booking features may be provided through embedded third-party services. Information submitted through these services may be processed directly by the applicable provider.

Third-party providers operate under their own contractual arrangements, privacy policies and security practices.

Neo-Scenic remains responsible for personal information under its control in accordance with applicable privacy legislation.

9. International Data Processing

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

This may include information processed through cloud services, communication platforms, AI providers, analytics providers and other business systems.

When information is processed outside Canada, it may be subject to the laws of the jurisdiction where it is stored or processed, including lawful access requests by government authorities.

We consider privacy, confidentiality and security requirements when selecting and using service providers.

10. Information Security

We take reasonable administrative, technical and organizational measures to protect personal information against unauthorized access, loss, misuse, alteration and disclosure.

These measures may include:

• Access restrictions and authentication controls.
• Secure business accounts and communication systems.
• Appropriate management of user permissions.
• Software updates and system maintenance.
• Data backup and recovery procedures.
• Limiting access to information according to legitimate business requirements.

Although we take reasonable precautions, no electronic communication, storage platform or online service can be guaranteed to be completely secure.

11. Data Retention

We retain personal information, project documentation and business records for as long as reasonably necessary to provide services, maintain appropriate records, satisfy legal or regulatory obligations and address potential disputes.

Different categories of information may have different retention periods, including:

• Client correspondence and project records.
• Building drawings and technical documentation.
• Telephone and meeting recordings.
• Audio transcripts and AI-generated summaries.
• Accounting and transaction records.
• Website analytics and communication records.

Information may also be retained in authorized backups, archives and third-party systems.

When personal information is no longer reasonably required, we take appropriate steps to delete, securely dispose of or anonymize it, subject to applicable retention obligations.

12. Consent and Privacy Choices

Where required by applicable law, we obtain consent for the collection, use and disclosure of personal information.

Consent may be obtained through website forms, cookie controls, communications, service agreements, recording notices or other appropriate methods, depending on the circumstances and sensitivity of the information.

Clients may contact us with questions or concerns about the collection of personal information, audio recordings, AI-assisted processing or third-party services.

Consent may be withdrawn for certain uses of personal information, subject to applicable legal or contractual restrictions and reasonable notice.

Withdrawal of consent may affect our ability to provide particular services or maintain records required for legitimate business or legal purposes.

13. Access, Correction and Privacy Requests

Subject to applicable legal restrictions, individuals may request:

• Access to personal information held about them.
• Correction of inaccurate or incomplete information.
• Information about how their personal information is used or disclosed.
• Withdrawal of consent where permitted.
• Deletion of personal information where legally appropriate.

We may need to verify your identity before processing a request.

Privacy requests may be submitted to [email protected].

We will respond within the timeframes required by applicable privacy legislation.

14. Email and SMS Communications

Neo-Scenic may communicate with clients and prospective clients through email and SMS for legitimate business purposes, including:

• Appointment confirmations and scheduling.
• Project updates and requests for information.
• Building permit application coordination.
• Invoices, payments and administrative notices.
• Responses to inquiries and customer support.

We do not send unsolicited marketing text messages.

SMS message frequency varies depending on the nature of your project and communications.

Message and data rates may apply.

Where supported, you may reply STOP to opt out of automated SMS communications or HELP for assistance.

Marketing emails, where used, will be sent in accordance with applicable Canadian anti-spam legislation and will include appropriate unsubscribe options.

15. Disclosure Required by Law

We may disclose personal information where required or permitted by applicable law, including in response to lawful requests from courts, regulatory authorities, law enforcement agencies or other authorized bodies.

We may also disclose information where reasonably necessary to establish, exercise or defend legal rights, subject to applicable legal requirements.

16. Third-Party Websites and Links

Our website may contain links to third-party websites, booking platforms, payment services and other external resources.

We are not responsible for the privacy practices or content of websites operated by third parties.

We encourage visitors to review the applicable privacy policies before submitting personal information to external websites or services.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our business operations, technology, services or applicable legal requirements.

The current version will be published on our website with an updated effective date.

Where required by law, we will provide additional notice or obtain consent before introducing materially different uses of personal information.

18. Contact Information

If you have questions, concerns or requests regarding this Privacy Policy or our handling of personal information, please contact:

Neo-Scenic Designs
Operated by Neo-scenic Inc.
Email: [email protected]
Website: https://www.neoscenic.ca

Privacy inquiries will be directed to the individual responsible for privacy matters within our organization.