Privacy Policy

Effective Date: 6 Feb, 2025

At Second Desk, we are committed to protecting your privacy and ensuring that your personal information is handled securely and responsibly. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in compliance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.

By using our website and services, you agree to the terms outlined in this Privacy Policy. If you do not agree, please refrain from using our services.

1. Scope of This Privacy Policy

This Privacy Policy applies to all personal information we collect from clients, website visitors, and third parties interacting with Second Desk. It governs how we handle information collected through:

• Our website, [www.seconddesk.ca] (the “Website”);
• Direct interactions via phone, email, or online forms;
• Any other means in which we process personal data related to our services.

This policy does not apply to third-party websites linked from our website. We are not responsible for the privacy practices of other companies or individuals.

2. What Information We Collect

We collect personal and non-personal information necessary to provide and improve our services.

A. Personal Information

We may collect the following personal information when you interact with our website or use our services:

• Contact Information: Name, email address, phone number, and business details.
• Payment Information: Billing address, credit/debit card details (processed securely through third-party payment processors).
• Business Information: Information about your real estate business, preferences, and work-related requirements.
• Communication Records: Any messages or interactions with us via email, chat, or phone.
• Login Credentials: If applicable, usernames and passwords for accounts you create with us.

B. Non-Personal Information

We also collect non-personal data to enhance user experience and optimize our services, such as:

• Technical Information: IP address, browser type, operating system, and device type.
• Usage Data: Pages visited, time spent on the site, referral sources, and interaction with our services.
• Cookies & Tracking Data: We use cookies and similar tracking technologies to analyze website traffic and improve functionality.

3. How We Use Your Information

We collect and use your information only for purposes that a reasonable person would consider appropriate in the circumstances. Our key purposes include:

Providing and Improving Our Services:

• Delivering virtual assistant services efficiently.
• Customizing solutions based on client preferences.
• Processing payments securely.

Communication & Customer Support:

• Responding to inquiries, consultations, and service requests.
• Sending confirmations, updates, and notifications.

Marketing & Promotions (With Consent):

• Sending newsletters, special offers, and relevant updates.
• Conducting surveys and collecting feedback to improve services.

Security & Fraud Prevention:

• Protecting against unauthorized access and ensuring compliance with legal requirements.

We do not use personal information for purposes not outlined in this Privacy Policy unless we obtain additional consent.

4. How We Share Your Information

We respect your privacy and do not sell, trade, or rent your personal information. However, we may share your data with:

A. Service Providers & Third Parties

We may disclose personal information to trusted third-party providers who assist us with:

• Payment processing (e.g., Stripe, PayPal)
• Website hosting and analytics
• Customer support and CRM management

These providers are contractually obligated to maintain the confidentiality and security of your information and comply with Canadian privacy laws.

B. Legal & Compliance Requirements

We may disclose your information if required by law, court order, or governmental authority. This includes compliance with:

• PIPEDA (Personal Information Protection and Electronic Documents Act)
• CASL (Canada’s Anti-Spam Legislation)
• Other applicable regulations

5. How We Protect Your Information

We take security seriously and implement industry-standard safeguards, including:

Encryption & Secure Transactions: Your data is encrypted during transmission and stored securely.
Restricted Access: Only authorized personnel can access sensitive data.
Regular Security Audits: We routinely review security protocols to protect against cyber threats.

While we strive to protect your data, no method of transmission over the internet is 100% secure. If you suspect unauthorized access to your account, please contact us immediately.

6. Your Rights Under Canadian Privacy Law

As a Canadian resident, you have rights under PIPEDA, including:

• Access & Correction: Request a copy of your personal information and correct inaccuracies.
• Withdraw Consent: Opt out of marketing emails or withdraw consent for data processing.
• Data Portability: Request a structured copy of your data.
• Right to Be Forgotten: Request deletion of your personal information (subject to legal requirements).

To exercise these rights, email us at Contact@seconddesk.ca. We will respond within 30 days as required by Canadian law.

7. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to:

• Improve website functionality and user experience.
• Analyze visitor behavior and optimize content.
• Deliver targeted advertisements (if applicable).

You can manage cookie settings in your browser or opt out of tracking using third-party tools (e.g., Google Analytics Opt-Out).

8. Data Retention Policy

We retain personal information only as long as necessary for business and legal purposes. When no longer required, data is securely deleted or anonymized.

• Client records: Retained for up to 7 years (as required for tax/legal compliance).
• Marketing data: Retained until you unsubscribe.
• Inactive accounts: Automatically deleted after 24 months of inactivity.

9. International Data Transfers

If you access our services outside Canada, your data may be transferred internationally. We ensure that any data transfer complies with Canadian privacy laws and uses appropriate safeguards.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Any changes will be posted with an updated effective date. Continued use of our services after modifications means you accept the revised policy.

11. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us:

Email: contact@seconddesk.ca
Phone: (416) 639-5936
Address: 1633 Wedmore Way Mississauga ON L5J 2J7

We value your privacy and are committed to protecting your personal information.