Privacy Policy

1. Scope of This Policy

This Privacy Policy explains how Yellow Pencil collects, uses, discloses, stores, and protects personal information when you visit the Site, contact us, request information, submit a project inquiry, ask for a quotation, book a consultation, apply for work, or otherwise interact with us online.

This Policy applies to personal information collected through the Site and related digital communications. It does not replace any project-specific privacy language that may appear in a separate customer agreement, vendor agreement, employment document, or other direct relationship.

2. Who Controls Your Information

For the purposes of this Policy, the organization responsible for personal information collected through the Site is Yellow Pencil Inc.

Privacy questions may be directed to the Privacy Officer listed in Section 14 below.

3. What Personal Information We Collect

Depending on how you interact with the Site, we may collect the following categories of personal information:

• Identity and contact information, such as your name, company name, email address, telephone number, and mailing or project address;
• Project information, such as room type, property type, renovation scope, budget range, timing, measurements, design preferences, and service needs;
• Uploaded materials and communications, such as drawings, floor plans, photographs, videos, notes, attachments, and the contents of your messages to us;
• Transactional and business record information, such as quotation history, invoice-related details, deposit discussions, service history, or warranty-related communications, if applicable;
• Technical information, such as IP address, browser type, device identifiers, approximate location data derived from IP, referral source, pages viewed, and usage patterns;
• Marketing and preference information, such as your communication preferences and whether you consented to receive promotional messages.

4. How We Collect Information

We collect personal information directly from you when you fill out forms, email us, call us, request a quotation, upload files, subscribe to updates, or otherwise communicate with us.

We may also collect information automatically through cookies, analytics tools, server logs, and similar technologies when you browse the Site.

In some cases, we may receive personal information from third parties acting on your behalf or in connection with your project, such as property owners, tenants, designers, builders, consultants, or other authorized representatives.

5. Why We Use Personal Information

We may use personal information for the following purposes:

• to respond to inquiries and communicate with you;
• to evaluate potential projects and prepare quotations, estimates, consultations, or site visits;
• to review drawings, photos, and specifications provided for a potential or active project;
• to administer projects, business records, invoices, deposits, warranty matters, and customer support;
• to operate, secure, troubleshoot, maintain, and improve the Site;
• to understand Site usage and improve our marketing and service offerings;
• to send promotional communications where permitted by law or where you have provided the required consent;
• to meet legal, regulatory, insurance, accounting, tax, and risk-management requirements;
• to establish, exercise, or defend legal claims.

6. Cookies, Analytics, and Similar Technologies

The Site may use cookies, pixels, tags, log files, and similar technologies to remember preferences, improve functionality, measure traffic, understand user behavior, and support advertising or remarketing.

If the Site uses non-essential cookies or advertising technologies, a separate cookie notice or consent mechanism may also be implemented as appropriate. Users can typically control cookies through browser settings, although doing so may affect Site functionality.

7. When We Disclose Personal Information

We do not sell personal information. However, we may disclose personal information where reasonably necessary for the purposes described in this Policy, including to:

• website hosting, IT, backup, cloud storage, and cybersecurity providers;
• email, CRM, analytics, advertising, scheduling, file-sharing, and form-processing service providers;
• professional advisors, such as lawyers, accountants, insurers, and consultants;
• payment processors or financial institutions, if online payment or deposit functionality is used;
• subcontractors, suppliers, or project participants, but only where reasonably necessary in connection with a requested or ongoing project;
• government authorities, regulators, courts, or law-enforcement bodies where required or permitted by law;
• a purchaser, successor, investor, lender, or other party in connection with a sale, financing, restructuring, or other business transaction, subject to appropriate protections where required.

8. Cross-Border Processing

Some service providers that store or process personal information on our behalf may be located outside Ontario or outside Canada, including in the United States or other jurisdictions. As a result, personal information may be subject to the laws of those jurisdictions and may be accessible to courts, regulators, or law-enforcement authorities there.

By using the Site or providing information to us, you understand that your information may be transferred to, stored in, or processed in other jurisdictions, subject to applicable legal requirements.

9. Retention

We retain personal information only as long as reasonably necessary for the purposes for which it was collected, or as otherwise required or permitted by law. Retention periods may vary based on the nature of the inquiry, whether a project proceeds, legal and tax obligations, warranty timelines, dispute risk, and business recordkeeping needs.

For example, contact inquiries may be retained for follow-up and business reference purposes; project and transaction records may be retained longer to support accounting, tax, legal, and warranty obligations; and technical logs may be retained for security and performance analysis for a shorter period.

10. Safeguards

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information to help protect personal information against loss, theft, misuse, unauthorized access, disclosure, alteration, and destruction. Such measures may include role-based access controls, password protection, secure cloud tools, contractual protections with service providers, and secure transmission methods where appropriate.

No system can be guaranteed to be completely secure. You should avoid sending highly sensitive information through unsecured channels unless specifically requested and appropriately protected.

11. Your Choices and Rights

Subject to applicable law and reasonable identity verification, you may have the right to:

• request access to personal information we hold about you;
• request correction of inaccurate or incomplete personal information;
• withdraw consent, where processing is based on consent, subject to legal or contractual restrictions and reasonable notice;
• unsubscribe from marketing emails by using the unsubscribe method included in the message or by contacting us directly;
• ask questions or make a complaint about our privacy practices.

We may need to retain certain information where required for legal, accounting, insurance, contractual, fraud-prevention, or recordkeeping purposes even if you request deletion or withdrawal of consent.

12. Children’s Privacy

The Site is intended for adults and for business or household decision-makers considering renovation, cabinetry, millwork, or related services. We do not knowingly collect personal information from children through the Site for independent use. If you believe a child has provided personal information to us inappropriately, please contact us so we can review the matter.

13. Third-Party Websites and Embedded Content

The Site may contain links to third-party websites or embedded third-party content. This Policy does not govern the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party services you use or access through links on the Site.

14. Contact / Privacy Officer

Questions, access requests, correction requests, consent withdrawals, and privacy complaints may be directed to:

• Yao Chen, PM
• Email: [email protected]
• Phone: (416) 859-8089
• Address: Unit 14, 333 Denison Street, Markham, Ontario L3R 2Z4

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we do, we will post the revised version on the Site and update the effective date above.