Privacy Policy

Red Magnet Digital ("Red Magnet Digital," "we," "us," or "our") respects your privacy and is committed to handling personal information responsibly.

Red Magnet Digital is an Ontario general partnership operating under the registered firm name RED MAGNET DIGITAL.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit redmagnetdigital.com, contact us, complete our Website Project Intake Form, communicate with us about our services, or otherwise interact with Red Magnet Digital.

1. Information We Collect

We limit the personal information we collect to information that is reasonably needed to operate our business, communicate with prospective and current clients, evaluate projects, and provide our services.

Depending on how you interact with us, we may collect the following categories of information.

Information you provide to us

This may include:

• your name;
• business name;
• email address;
• phone number, if provided;
• business location;
• information about your business and its services;
• information about your existing website or domain;
• website goals, requested pages, functionality, and project requirements;
• branding preferences and information about available brand materials;
• links to files, images, social media pages, websites, or other materials you choose to provide;
• desired project timing;
• information about whether a proposed website may involve sensitive or regulated information;
• your interest in our offers or services;
• your portfolio permission choices, including website display, work description, separate business-name use, separate logo use, and live website linking;
• messages, feedback, approvals, and other information contained in communications with us; and
• other information you voluntarily provide in connection with a potential or active project.

Our Website Project Intake Form is intended to collect an initial project brief. It is not intended for the submission of highly sensitive personal information.

Please do not send us actual health records, financial account information, payment-card information, government identification numbers, passwords, authentication credentials, or similarly sensitive personal information through our intake form or ordinary communications unless we specifically request an appropriate and secure method for providing it.

If we ask whether a project may involve sensitive or regulated information, that question is for project-risk and eligibility screening. We generally need to know whether such information may be involved, not the sensitive information itself.

Information generated through our relationship with you

If you become a prospective or current client, we may create and maintain business records relating to our interactions with you, such as:

• contact history and communication-channel information;
• jurisdiction or location information where relevant to serviceability, outreach, or compliance;
• the source of electronic contact details, when they were obtained or checked, and records supporting consent, a requested response or inquiry, or another applicable outreach basis, where relevant;
• communication preferences, unsubscribe requests, and do-not-contact restrictions;
• project status, next actions, and follow-up records;
• project notes;
• scope and requirements;
• quote references, quotes, and pricing agreed with you;
• Founding Portfolio Offer eligibility or slot status where applicable;
• approvals and decisions;
• domain, hosting, and maintenance information;
• billing or transaction records where applicable; and
• records reasonably necessary to manage our relationship and provide our services.

Information collected automatically

When you visit our website, our website hosting, infrastructure, or related service providers may automatically process limited technical information needed to deliver, secure, and operate the website.

Depending on the technology involved, this may include information such as:

• Internet Protocol (IP) address;
• browser or device information;
• request and diagnostic information;
• date and time of requests; and
• security, error, or server logs.

We do not currently use this Policy to represent that Red Magnet Digital operates behavioural advertising or profiling systems. If we introduce materially different analytics, advertising, tracking, or similar technologies, we will review and update our privacy disclosures as appropriate.

2. How We Collect Information

We may collect personal information:

• directly from you when you contact us or communicate with us;
• when you submit our Website Project Intake Form;
• during discussions about a potential or active website project;
• through email, telephone, text, social media, or other business communications;
• when you provide files, links, content, or project materials;
• from publicly available business information where it is reasonable and lawful for us to use that information for legitimate business purposes; and
• automatically through the technical operation of our website and related infrastructure.

Where applicable, we obtain consent for the collection, use, or disclosure of personal information, subject to exceptions permitted by law.

3. How We Use Personal Information

We may use personal information for purposes reasonably connected with our business and your relationship with us, including to:

• respond to questions, inquiries, and requests;
• communicate with prospective and current clients;
• review Website Project Intake Form submissions;
• determine whether a project is suitable for Red Magnet Digital;
• understand a business and its website requirements;
• prepare proposed scopes, project plans, website concepts, quotes, or agreements;
• design, build, review, launch, host, maintain, or support websites where we have agreed to provide those services;
• manage domain, hosting, maintenance, and related responsibilities where applicable;
• keep records of client communications, approvals, project status, and business operations;
• provide customer support and resolve issues;
• administer our portfolio program where a client has agreed to participate;
• request and manage feedback or testimonials where appropriate;
• process and maintain business, billing, expense, and transaction records where applicable;
• operate, maintain, troubleshoot, and secure our website and systems;
• prevent misuse, fraud, security incidents, or other harmful activity;
• meet legal, regulatory, accounting, or recordkeeping obligations;
• establish, exercise, or defend legal rights; and
• improve our services and internal business processes.

We will not use personal information for a materially different purpose without obtaining any consent required by applicable law.

4. Communications and Marketing

If you contact us or become a prospective or current client, we may use your contact information to communicate with you about your inquiry, project, requested services, or ongoing relationship with Red Magnet Digital.

We may also contact businesses about our services where doing so is permitted by applicable law.

Where Canadian anti-spam or other electronic-marketing laws apply, we intend to send commercial electronic communications only where we have an appropriate legal basis to do so and to provide any identification and unsubscribe information required by law.

If you receive a marketing communication from us and no longer wish to receive messages of that type, you may use the unsubscribe method provided in the message or contact us at hello@redmagnetdigital.com.

Where relevant, we may maintain records of the source of an electronic address, when the address or outreach basis was obtained or checked, the consent, requested-response/inquiry basis, or other applicable basis relied on, concise supporting evidence, and unsubscribe or do-not-contact restrictions so that we can administer communications and demonstrate compliance with applicable requirements.

We may still send non-marketing communications that are reasonably necessary for an active inquiry, transaction, project, contractual relationship, security matter, or legal obligation.

5. How We Share Personal Information

We do not sell personal information.

We may disclose or make personal information available in the following circumstances.

Service providers

We use third-party providers to help operate our business and deliver our services. Depending on the interaction or project, these may include providers supporting:

• website hosting and deployment;
• source-code and development infrastructure;
• email;
• online forms;
• cloud documents, spreadsheets, file storage, and collaboration;
• domain or website infrastructure;
• communications;
• AI-assisted business tools; and
• other technical or professional services reasonably necessary to operate Red Magnet Digital.

These providers may process personal information on our behalf or as necessary to provide their services.

We seek to limit the information shared with service providers to what is reasonably necessary for the relevant purpose.

With your direction or consent

We may disclose information where you ask or authorize us to do so. For example, delivering a website may require us to work with a hosting provider, domain registrar, platform, integration provider, or another service selected or approved for the project.

Legal and safety reasons

We may collect, use, preserve, or disclose personal information where reasonably necessary or permitted by law, including to:

• comply with a legal process, court order, regulatory requirement, or other legal obligation;
• respond to lawful requests from authorities;
• investigate or address fraud, abuse, security threats, or unlawful activity;
• protect the rights, property, or safety of Red Magnet Digital, our clients, or others; or
• establish, exercise, or defend legal claims.

Business changes

If Red Magnet Digital is involved in a proposed or completed sale, merger, restructuring, financing, transfer, or other change involving all or part of the business, information may be disclosed where reasonably necessary for that transaction and where permitted by applicable law. Appropriate confidentiality and privacy protections should be used where required.

6. AI-Assisted Tools

Red Magnet Digital uses artificial intelligence and other software tools to assist with parts of its internal work.

Depending on the task, these tools may help us with activities such as:

• organizing project information;
• analyzing requirements;
• drafting or reviewing communications;
• preparing website content or code;
• summarizing business or project records;
• identifying inconsistencies or missing information; and
• supporting internal planning and administration.

This means that information you provide to us may, where reasonably necessary for these purposes, be processed using an AI-assisted service or other software provider.

We do not rely on AI as a reason to collect information that we do not otherwise need. We also seek to avoid providing highly sensitive personal information to AI-assisted tools unless the use has been specifically reviewed and is appropriate for the circumstances.

AI-assisted tools do not replace our responsibility for the personal information under our control.

7. International Processing and Service Providers

Some of our service providers or their infrastructure may be located outside your province, territory, or country, including outside Canada.

As a result, personal information processed by those providers may be stored or processed in another jurisdiction and may be subject to the laws of that jurisdiction. Courts, law-enforcement agencies, national-security authorities, or other government authorities in that jurisdiction may be able to access information where permitted by applicable law.

Where Red Magnet Digital transfers personal information to a service provider for processing, we remain responsible for taking reasonable steps appropriate to the circumstances to protect information under our control.

8. Information Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, and as necessary for legitimate business, legal, accounting, security, dispute-resolution, or recordkeeping purposes.

The appropriate retention period may vary depending on:

• the nature and sensitivity of the information;
• whether you are a prospective, current, or former client;
• the status and duration of a project;
• our need to maintain reasonable business and transaction records;
• legal or contractual requirements;
• security considerations; and
• whether the information is needed to resolve a dispute or exercise legal rights.

When personal information is no longer reasonably required, we will take reasonable steps to delete, destroy, or anonymize it, subject to applicable legal and technical limitations.

As a general operating practice, non-essential prospect or intake personal information is reviewed for deletion or anonymization approximately 12 months after the last meaningful interaction, unless the relationship remains active, the person has asked for future contact, or a legitimate business or legal reason requires longer retention.

After managed-service offboarding, operational copies that are no longer reasonably required may generally be deleted approximately 30 days after termination, subject to legal, accounting, security, dispute, backup, or technical retention requirements.

We maintain records of privacy or security breaches for at least 24 months from the date we determine the breach occurred. We may retain the minimum contact information reasonably necessary to honour an unsubscribe or do-not-contact request so that a person is not inadvertently contacted again through a restricted channel.

Information may remain temporarily in backups or similar systems until those systems are overwritten or the information is otherwise removed in accordance with normal operational processes.

9. Security

We use reasonable administrative, organizational, and technical safeguards appropriate to the nature and sensitivity of the personal information under our control.

Our practices may include measures such as:

• limiting access to people who reasonably need the information;
• using access controls on business systems;
• using unique account credentials;
• using multi-factor authentication where available and appropriate;
• controlling access to production systems and client infrastructure;
• avoiding the storage of credentials and secrets in publicly accessible website files or source code;
• using established third-party service providers where appropriate; and
• maintaining reasonable recovery or continuity measures for important systems where practical.

No method of transmission or storage is completely secure. We therefore cannot guarantee absolute security.

If we become aware of a privacy or security incident involving personal information, we will assess the incident and take steps appropriate to the circumstances, including any notification, reporting, recordkeeping, containment, or remediation required by applicable law.

10. Accuracy and Updating Your Information

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

You can help by telling us when relevant information changes.

If you believe personal information we maintain about you is inaccurate or incomplete, you may contact us at hello@redmagnetdigital.com.

11. Access and Correction Requests

Subject to applicable law, you may request information about the personal information we hold about you, how it has been used, and to whom it has been disclosed.

You may also request access to your personal information or ask us to correct inaccurate or incomplete information.

In some circumstances, applicable law may permit or require us to refuse access to certain information. If that occurs, we will respond as required by law.

To make a privacy-related access or correction request, contact our Privacy Officer using the contact details in Section 18 below.

We may need to verify your identity before completing a request in order to avoid disclosing personal information to the wrong person.

12. Withdrawing Consent

Where we rely on consent, you may withdraw your consent to certain collection, use, or disclosure of personal information, subject to reasonable notice and any legal, contractual, or operational restrictions.

Withdrawal of consent may affect our ability to provide a service where the relevant information is reasonably necessary to provide that service.

To discuss or withdraw consent, contact us at hello@redmagnetdigital.com.

13. Third-Party Websites and Services

Our website, intake process, communications, or client work may contain links to or use services operated by third parties.

For example, you may choose to provide links to cloud-storage folders, social media profiles, existing websites, or other external resources.

Red Magnet Digital does not control the independent privacy practices of third parties. Their handling of information is governed by their own terms, privacy policies, and applicable laws.

We encourage you to review the privacy practices of third-party services before providing personal information to them.

14. Portfolio Content, Testimonials, and Client Materials

We use client names, logos, website representations, work descriptions, live links, testimonials, or other client materials for portfolio or marketing purposes only when permitted by the applicable project terms or separate permission.

Where website-display permission is granted, a screenshot, recording, or accurate archived representation may naturally show public-facing business names, logos, branding, photographs, text, and other content that appears in the client-approved delivered website. Exact portfolio rights and permission choices are governed by the applicable Quote & Pre-Build Confirmation, Client Agreement, or other written permission.

We will not intentionally publish private client information as portfolio content or use a testimonial or endorsement without appropriate permission.

15. Sensitive Information and Project Eligibility

Red Magnet Digital is not intended to operate as a general repository for sensitive personal information.

Some proposed websites or features may involve privacy, security, regulatory, or operational risks that we are not prepared to accept or manage.

We may therefore:

• ask whether a proposed project would collect, store, or process sensitive information;
• request additional information about the type of functionality involved without requesting the underlying sensitive data;
• limit or decline particular functionality;
• require additional review before accepting a project; or
• decline a project where we cannot reasonably provide or maintain it safely.

Please do not send sensitive records merely to help us determine whether a project is suitable. A general description of the type of information or functionality involved is normally sufficient unless we specifically advise otherwise.

16. Children's Personal Information

Red Magnet Digital provides business website services and does not intentionally direct its services toward children or solicit personal information from children through its project-intake process.

If you believe a child has provided personal information to us in circumstances where it should not have been collected, please contact us so we can review the situation and take appropriate action.

17. Changes to This Privacy Policy

Our business, services, technology, and legal obligations may change over time.

We may update this Privacy Policy to reflect material changes to our privacy practices, service providers, operations, or applicable requirements.

When we update this Policy, we will revise the "Last updated" date at the top of the page. Where required by law, we will provide additional notice or obtain additional consent for material changes.

We encourage you to review this Policy periodically.

18. Questions, Concerns, and Privacy Complaints

Red Magnet Digital is responsible for personal information under its control. Sid Shenoy is our designated Privacy Officer and is responsible for overseeing our privacy compliance program and handling privacy inquiries, access or correction requests, and complaints. The partners of Red Magnet Digital remain responsible for ensuring that the business meets its applicable privacy obligations.

If you have a question, concern, request, or complaint regarding this Privacy Policy or our handling of personal information, please contact us:

We will review privacy concerns in good faith and take reasonable steps to investigate and respond appropriately.

If your concern is not resolved, you may also have the right to contact the privacy regulator or other authority responsible for privacy matters in your jurisdiction.