Privacy Policy

1. Who we are

The Design Ranch is a commercial architectural surface-solutions company providing finish direction, specification support, substrate review, project planning and coordinated delivery of 3M™ DI-NOC™ architectural finishes.

Privacy contact

The Design Ranch has designated a Privacy Officer to oversee its privacy practices.

Privacy Officer
The Design Ranch Inc.
Calgary, Alberta, Canada
Email: hello@thedesignranch.ca
Telephone: 403.312.0213

Questions, complaints and written requests concerning personal information may be directed to the Privacy Officer.

2. Personal information we collect

We limit collection to information reasonably required for our business activities and the purposes explained in this Policy.

Information you provide

Depending on how you interact with us, we may collect:

• first and last name;
• business or personal email address;
• telephone number;
• company, firm, property or organization;
• professional role;
• project sector or type;
• project location, timeline, scope and requirements;
• finish, sample, catalogue or technical-documentation requests;
• information included in correspondence, calls and messages;
• Privacy Policy acknowledgements;
• newsletter and marketing preferences;
• records of consent, including the date and version of the wording presented; and
• any other information you voluntarily provide.

Please do not submit sensitive personal information, confidential third-party information, health information, financial account information or government identification through our website forms.

Finish Library information

When you request Finish Library access, we may also collect or generate:

• the information submitted through the access-request form;
• the date and status of the request;
• a secure record associated with your individual access link;
• a hashed access token;
• the token’s issue and expiry dates;
• renewal or revocation status;
• consent and newsletter preferences; and
• limited security information used to prevent misuse of the access system.

Individual Finish Library access links generally expire 30 days after issue. Raw access tokens are not intentionally stored in public website content or analytics platforms.

Information collected automatically

When you visit our website, our systems and service providers may automatically process technical information such as:

• Internet Protocol address;
• browser and device type;
• operating system;
• pages viewed;
• date and time of access;
• referring website;
• requested URLs;
• general geographic region derived from an IP address;
• cookie or session identifiers;
• form-security and anti-spam information; and
• website error, performance and security logs.

This information is used to operate, secure and improve the website and is not intended to identify you directly unless combined with other information.

Business contact information

Some Canadian privacy laws treat business contact information differently when it is used solely to communicate with someone regarding their employment, profession or business responsibilities. We nevertheless handle such information responsibly and use it only for appropriate business purposes.

3. How we collect personal information

We may collect information:

• directly from you through website forms;
• when you request Finish Library access;
• when you request samples or technical information;
• through email, telephone or other correspondence;
• during project discussions, assessments and commercial engagements;
• through cookies and similar website technologies;
• from service providers operating on our behalf; and
• from publicly available professional or business sources where permitted by law.

At or before collection, we identify the purposes for which information is being collected and provide contact information for our Privacy Officer.

4. How we use personal information

We may use personal information to:

• respond to questions and project inquiries;
• assess whether our products and services are appropriate for a project;
• provide quotations, finish direction and specification support;
• coordinate substrate review, samples and technical documentation;
• plan and deliver commercial surface-transformation projects;
• provide and administer individual Finish Library access;
• issue, validate, renew, expire or revoke secure access links;
• send transactional messages requested by you;
• maintain project, contract, warranty and close-out records;
• provide customer service and follow-up support;
• operate, maintain, troubleshoot and secure our website;
• detect abuse, fraud, unauthorized access or security incidents;
• understand and improve website performance and user experience;
• comply with legal, regulatory, insurance and accounting obligations;
• establish, exercise or defend legal rights; and
• send marketing communications when we have the consent or other lawful authority required to do so.

We will not use personal information for a materially different purpose without providing appropriate notice and obtaining consent where required.

5. Consent and your choices

We seek meaningful consent appropriate to the nature and sensitivity of the information and the reasonable expectations associated with the interaction.

Consent may be:

• express, such as selecting an optional newsletter checkbox;
• implied by your request, such as providing project details so we can respond; or
• otherwise permitted or required by law.

Requesting Finish Library access does not require consent to receive marketing communications.

The required acknowledgement of our Privacy Policy is separate from the optional newsletter choice. The newsletter option must be actively selected and is not pre-checked.

You may withdraw consent to uses that depend on consent by contacting our Privacy Officer. Withdrawal will not affect processing that occurred before withdrawal and may be subject to reasonable legal, contractual, security or record-keeping restrictions. In some circumstances, withdrawing consent may prevent us from providing a requested service.

6. Newsletter and commercial electronic messages

If you expressly subscribe, we may send occasional communications containing finish updates, specification resources, company news and project inspiration.

Our commercial electronic messages will identify The Design Ranch and provide contact information and a working unsubscribe mechanism as required by CASL.

You may unsubscribe at any time by:

• using the unsubscribe link provided in a message; or
• contacting hello@thedesignranch.ca.

An unsubscribe request does not prevent us from sending non-promotional messages that are necessary to respond to an inquiry, provide requested Finish Library access, administer an active project or satisfy a legal obligation.

We retain records reasonably necessary to demonstrate and administer consent and unsubscribe requests.

7. Cookies and similar technologies

Our website may use cookies and similar technologies for the following purposes.

Essential and security technologies

These support:

• basic website operation;
• secure forms;
• fraud and spam prevention;
• session management;
• Finish Library access;
• access-token validation; and
• website security.

Disabling essential technologies may prevent certain features from working.

Analytics technologies

If analytics services are enabled, they may help us understand matters such as page visits, traffic sources, device categories and website performance.

Advertising technologies

If advertising technologies such as the Meta Pixel are enabled, they may be used to measure advertising performance and understand actions taken after an advertisement is viewed or selected.

We will update this Policy and implement appropriate notice or consent controls when analytics or advertising technologies are activated. We do not intentionally send form contents, access tokens or sensitive personal information to analytics or advertising platforms.

You can manage cookies through your browser settings and, where available, through the website’s cookie controls. Blocking some technologies may affect site functionality.

8. When we disclose personal information

We do not sell or rent personal information.

We may disclose information in the following circumstances.

Service providers

We may use service providers for:

• website hosting;
• form processing;
• email delivery;
• security and anti-spam services;
• analytics and advertising measurement;
• customer relationship or newsletter management;
• data storage and backup;
• professional, accounting or legal support; and
• other services required to operate our business.

Service providers are authorized to process information only for appropriate purposes connected with the services they provide to us, subject to their contracts and applicable law.

Manufacturers and project partners

Where reasonably necessary to fulfil your request or deliver a project, we may share relevant information with:

• manufacturers and product representatives;
• sample and catalogue providers;
• technical-support providers;
• consultants;
• contractors and trades;
• delivery providers; and
• other project participants.

We limit such disclosures to information reasonably required for the relevant purpose.

Business transactions

If our business is involved in a proposed or completed financing, reorganization, merger, sale or transfer, information may be disclosed as permitted by law and subject to appropriate confidentiality protections.

Legal and safety purposes

We may disclose information where reasonably necessary or permitted to:

• comply with a law, regulation, court order or legal process;
• respond to lawful requests from public authorities;
• investigate fraud, misuse or a security incident;
• protect our rights, property or safety;
• protect the rights, property or safety of another person; or
• establish, exercise or defend a legal claim.

9. Processing outside Alberta or Canada

Some service providers may process or store personal information outside Alberta, including elsewhere in Canada and in the United States.

These providers may support website hosting, email delivery, security, analytics, advertising, forms, backups and business communications.

When information is processed in another jurisdiction, it may be accessible to courts, law-enforcement agencies or government authorities under the laws of that jurisdiction.

The Design Ranch remains responsible for personal information under its control and uses reasonable contractual, administrative and technical measures when engaging service providers.

To request information about our policies and practices concerning service providers outside Canada, including the countries involved and the purposes for which they process information, contact:

Privacy Officer
Email: hello@thedesignranch.ca
Telephone: 403.312.0213

10. Safeguards

We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity and amount of information in our care.

Safeguards may include:

• access controls;
• secure authentication;
• encryption where appropriate;
• restricted administrative access;
• secure token generation and hashed token storage;
• security monitoring;
• backups;
• service-provider controls;
• confidentiality practices;
• software maintenance; and
• secure disposal or anonymization procedures.

No electronic transmission or storage system is completely secure. We cannot guarantee absolute security, but we take reasonable steps to reduce foreseeable risks.

11. Privacy breaches

We investigate suspected or confirmed losses, unauthorized access, uses or disclosures of personal information.

Where a breach creates a real risk of significant harm, we will make reports and provide notifications to regulators and affected individuals as required by applicable law. We may also notify affected individuals in other circumstances when doing so is appropriate to reduce harm.

We maintain internal procedures for responding to privacy incidents and preserving records required by law.

12. Accuracy

We take reasonable steps to keep personal information as accurate, complete and current as necessary for the purposes for which it is used.

Please contact our Privacy Officer if your information changes or you believe our records are inaccurate.

13. Retention and destruction

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy or as required by law.

Retention considerations include:

• the duration of an inquiry or business relationship;
• project, contract and warranty requirements;
• accounting, tax, insurance and legal obligations;
• security and fraud-prevention requirements;
• the need to demonstrate consent or honour an unsubscribe request;
• potential dispute or limitation periods; and
• the sensitivity of the information.

Finish Library access links generally expire after 30 days. Related request, consent and security records may be retained longer where reasonably required for administration, legal compliance, renewal, fraud prevention or consent evidence.

When information is no longer reasonably required, we securely destroy it, anonymize it or require a service provider to do so, subject to backup and legal-retention constraints.

14. Access and correction requests

Subject to applicable law, you may make a written request to:

• access personal information we hold about you;
• receive information about how it has been used or disclosed;
• correct an error or omission; or
• ask questions about our privacy practices.

Send written requests to hello@thedesignranch.ca with the subject line “Privacy Request.”

We may need to verify your identity before processing a request. Please do not send sensitive identification documents unless specifically requested through a secure method.

We will respond within the period required by applicable law. Under Alberta PIPA, this is generally within 45 days unless a lawful extension applies.

Access may be limited where permitted or required by law, including where disclosure would reveal another person’s information, confidential commercial information, privileged information or information that could threaten another person’s safety.

A reasonable fee may be charged for certain access requests where permitted by law. We will provide an estimate before proceeding. We do not charge a fee merely to correct personal information.

If we do not make a requested correction, we will annotate the record where required by law.

15. Complaints

Please contact our Privacy Officer first if you have a concern. We will investigate and attempt to resolve privacy complaints fairly and appropriately.

You may also contact:

• Office of the Information and Privacy Commissioner of Alberta — https://oipc.ab.ca
• Office of the Privacy Commissioner of Canada — https://www.priv.gc.ca

The appropriate regulator may depend on the location and nature of the activity involved.

16. Children’s privacy

Our website and services are intended for businesses, property owners, designers, specifiers, contractors and other commercial professionals. They are not directed to children.

We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, contact our Privacy Officer so we can investigate and take appropriate action.

17. Third-party websites

Our website may link to websites operated by manufacturers, service providers, social platforms or other third parties.

This Privacy Policy does not govern third-party websites. Their collection and use of information are governed by their own policies, and we encourage you to review them before providing information.

18. Changes to this Policy

We may update this Privacy Policy when our practices, services, technologies or legal obligations change.

The updated version will be posted on this page with a revised “Last updated” date. If a change materially affects how we use information already collected, we will provide additional notice or obtain consent where required.

19. Contact us

For privacy questions, requests or complaints, contact:

Privacy Officer
The Design Ranch Inc.
Calgary, Alberta, Canada
Email: hello@thedesignranch.ca
Telephone: 403.312.0213