Privacy Policy

1. Information we collect

• Information you give us: when you fill in a contact, audit or lead form, we collect your name, email address, phone number, company or website, ad budget and any message you send.
• Booking information: when you book a call through Calendly, Calendly collects your name, email and the details you enter, and shares them with us.
• Usage information: pages visited, links and buttons clicked, referring website, approximate location, device and browser type, and IP address, collected through cookies and similar technologies.

2. Why we collect it

• To reply to your enquiry, prepare a free audit and schedule calls.
• To provide and manage the marketing services you hire us for.
• To understand how visitors use our website and improve it.
• To measure and improve our own advertising, including showing our ads to people who visited our site.
• To meet legal, tax and accounting obligations.

We only use your information for the purposes we describe here, or for purposes a reasonable person would consider appropriate. By submitting a form, you consent to this use. You can withdraw consent at any time by emailing us.

3. Cookies and tracking

Cookies are small files stored on your device. We and our partners use them for the following:

• Google Tag Manager: loads and manages the tracking tools below.
• Google Analytics 4: measures visits, page views, clicks and form submissions so we can see how the site performs.
• Meta Pixel and Meta Conversions API: measure page views, form starts and submissions, call clicks and booked meetings, and help us show relevant ads on Facebook and Instagram. Contact details sent to Meta are hashed (scrambled) before they leave our systems.
• Calendly: may set cookies when you open or use the booking calendar.

You can block or delete cookies in your browser settings. You can also opt out of Google Analytics with the Google Analytics opt-out browser add-on, and manage ad preferences in your Facebook and Instagram settings. Blocking cookies will not stop you from using the site, though some features may work differently.

4. Third parties

We do not sell your personal information. We share it only with service providers who help us run our business, including:

• Google (Analytics, Tag Manager)
• Meta Platforms (Pixel, Conversions API)
• Calendly (meeting scheduling)
• Our website hosting, database and email providers

Some of these providers store data outside Canada, including in the United States, where it may be accessed by authorities under local law. We require providers to protect your information and use it only for the services they provide to us. We may also disclose information when required by law.

5. How long we keep data

We keep enquiry and lead information for up to 24 months after our last contact with you, and client records for as long as needed to provide services and meet legal and tax requirements (generally 7 years). Analytics data is kept according to the retention settings of Google and Meta, which is 14 months for Google Analytics. When information is no longer needed, we delete or anonymize it.

6. How we protect it

We use reasonable physical, organizational and technical safeguards, including encrypted connections and restricted access to our systems, to protect your information against loss, theft and unauthorized access.

7. Your rights: access, correction and deletion

You can ask to see the personal information we hold about you, ask us to correct it, ask us to delete it, or withdraw your consent. Email us at hello@dotdesignmedia.com. We will respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada.

8. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.

9. Contact us

Dot Design Media, 87 Simcoe St N, Unit 1, Oshawa, ON L1G 4S3, Canada. Email: hello@dotdesignmedia.com. Phone: +1 (437) 262-5341.