Legal

Privacy Policy

Effective date: September 19, 2026

At Studio Space Ottawa, we are committed to protecting the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information when you interact with our website and subscribe to our communications, in accordance with Canada's federal Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).

1. Accountability

Studio Space Ottawa is responsible for the personal information under its control. For privacy-related inquiries, please contact us at:

Studio Space Ottawa
Administrator
Contact us
2477 Kaladar Avenue, Ottawa, Ontario, K1V 8B9

2. Information We Collect

We collect personal information that you voluntarily provide to us. This primarily includes your name and email address when you sign up for our mailing list or contact us directly.

Information Collected Automatically

When you visit our website, Cloudflare Web Analytics collects aggregate, anonymous data such as page views, referrers, and browser type. This service is cookieless and does not track individual visitors. Because this data is collected in aggregate form and cannot be linked back to an identifiable individual, it falls outside the scope of PIPEDA.

3. How We Use Your Information

We use the personal information you provide exclusively for the purposes for which it was collected and to which you have consented, which include:

Sending you our newsletters, event notifications, and organization updates.
Responding to your inquiries and providing support.
Improving our digital communications and website experience.

We will not use your personal information for any new purpose without first identifying that purpose and obtaining your consent, unless otherwise permitted or required by law.

4. Your Consent (CASL)

We obtain your express consent before adding you to our mailing list, in compliance with Canada's Anti-Spam Legislation (CASL). By affirmatively subscribing to our communications (for example, by checking a dedicated, unchecked checkbox on our website), you agree to receive newsletters, event notifications, and other updates from Studio Space Ottawa.

Every commercial electronic message we send will clearly identify Studio Space Ottawa as the sender, include our mailing address, and contain a functioning unsubscribe mechanism. Unsubscribe links will remain functional for a minimum of 60 days from the date the message was sent.

You may withdraw your consent at any time. Please see Section 8 ("Unsubscribing and Updating Your Information") for details.

5. Data Storage and International Transfers

We use third-party service providers to store and manage your personal information. Some of these providers are located outside of Canada, including in the United States. By using our services and providing your personal information, you acknowledge that your data may be transferred to, stored in, and processed in the United States or other jurisdictions outside Canada.

Our third-party service providers include:

Mailchimp: manages our mailing list and stores subscriber email addresses on its servers. Mailchimp's privacy policy.
Resend: forwards email form submissions from our website. Resend's privacy policy.
Cloudflare: hosts our website on Cloudflare Pages and provides cookieless, privacy-focused web analytics. Cloudflare's privacy policy.

We select providers who maintain high standards of data protection and enter into contractual arrangements to require them to handle your personal information in a manner consistent with PIPEDA. However, once your information is in a foreign jurisdiction, it will be subject to the laws of that jurisdiction, which may permit access by foreign governments or law enforcement under certain circumstances.

We do not sell, rent, or trade your personal information to third parties.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected. Specifically:

Active subscriber information is retained for as long as you remain subscribed to our communications.
Following an unsubscribe request, your personal information will be removed from our active mailing list within 10 business days. We may retain a suppression record (your email address only) to ensure we honour your unsubscribe request and do not inadvertently contact you again.
Information collected in connection with direct inquiries will be retained for a reasonable period to address your inquiry and for a limited time thereafter for record-keeping purposes.

When personal information is no longer required, we will destroy, erase, or de-identify it using secure methods.

7. Security

We take reasonable and appropriate security measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include encryption of data in transit, restricted access controls for personnel who handle personal information, and the use of reputable third-party platforms with their own security certifications.

However, no method of transmission over the internet or method of electronic storage is 100% secure. In the event of a privacy breach that poses a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as required by law.

8. Unsubscribing and Updating Your Information

You have the following rights with respect to your personal information:

Right of Access: You may request access to the personal information we hold about you.
Right of Correction: You may request that we correct any inaccurate or incomplete personal information.
Right to Withdraw Consent: You may withdraw your consent to receive our communications at any time.

To unsubscribe from our emails, click the "unsubscribe" link provided at the bottom of every commercial email we send, or contact us directly using the information in Section 1. We will process your unsubscribe request within 10 business days, as required by CASL.

To submit an access or correction request, please contact our Administrator in writing using the contact information in Section 1. We will respond to your request within 30 days, as required by PIPEDA. If we are unable to fulfill your request within that period, we will notify you of the reasons for the delay and the extended timeline.

If you are dissatisfied with our response to a privacy inquiry or complaint, you have the right to contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

9. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. The revised policy will be posted on our website with an updated Effective Date. Where changes are material, we will take reasonable steps to notify subscribers, which may include a notice in our next newsletter.

We encourage you to review this policy periodically.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: