Privacy
We collect as little about you as we can, and only what we need to answer you, do the work and get paid. We don't sell your information, and we don't share it with anyone for their marketing. Here's the detail.
Last updated: November 2026
What we collect, and why
When you ask for a Website Checkup or a written quote: your name, your business or organization's name, your website address, your email, and anything you choose to tell us in the form. We use it to do the Checkup or write the quote, and to reply to you.
When you book a call: your name, your email, your phone number and the time you picked. We use it to hold the time, send you a confirmation and reach you for the call. We take notes during the call so we can write your estimate. On video calls, we'd also like to record, so nothing you tell us gets missed. We'll ask before we start, and if you'd rather we didn't, we won't. Recordings are only used to write your estimate and job description, and we never share them. We don't record phone calls.
When you become a client: your signed agreement, and your billing details so we can send invoices. You'll also get a login to our client portal, run by Zoho Books, where you can see your estimates and invoices and pay them. Card payments go through Stripe. We never see or store your full card number.
When you send us content for your website: your logo, photos, documents and any text you upload through our Dropbox link or content form. We use them only to build and look after your website. Once your site launches, we move them out of Dropbox and keep them with your project records.
When you email us: whatever you send, so we can reply.
When you visit this site: we use Google Analytics to see how many people visit, which pages they read and roughly where they come from. It uses cookies and doesn't tell us who you are. We also use Google Search Console, which shows us the searches people used to find the site, without any personal details.
Who else handles it
A few services help us run the business, and each one handles some of your information on our behalf:
- Netlify hosts this website and handles our forms.
- Zoho Bookings handles call bookings.
- Zoho Books handles invoices and our client portal, and Stripe handles card payments.
- Bigin (by Zoho) keeps our list of clients and where each project stands.
- Jotform handles signed agreements and the forms we use to collect content for your website.
- Dropbox receives the files you upload for your website.
- Google provides Google Meet for calls and keeps any call recordings, plus Google Analytics and Search Console for site statistics.
- Apple iCloud handles our email.
Some of these companies store information on servers outside Canada, including in the United States, where it may be subject to the laws of that country. We choose services with good security records, and we only share what each one needs.
How long we keep it
- Checkup and quote requests that don't turn into a project: up to two years, then we delete them.
- Call recordings: until your project is finished, or 30 days after the call if it doesn't go ahead. Then we delete them.
- Website content you send us, like logos, photos and text: kept with your project records while we look after your site, and for up to two years after that, then deleted.
- Client records, including invoices: six years after the end of the tax year they relate to, because Canadian tax law requires it.
- Site statistics: Google Analytics keeps them for 14 months.
Your choices
You can ask us at any time to show you the information we hold about you, to correct it, or to delete it. We'll reply within 30 days. The only things we can't delete on request are records the law requires us to keep, like invoices, and we'll tell you if that applies.
We won't add you to a mailing list or send you marketing emails unless you've asked us to.
If something goes wrong
If there's ever a breach involving your information that could cause you real harm, we'll tell you and report it to the Privacy Commissioner of Canada, as the law requires.
Questions or concerns
Contact our Privacy Officer at hello@tollins.ca. If you're not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.
Changes to this policy
If we change how we handle your information, we'll update this page and the date at the top.