Privacy Policy

This Privacy Policy describes how Elm Media Co. (“we,” “us,” or “our”) collects, uses, and protects your personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. By accessing our website or engaging our services, you agree to the practices described in this policy.

1. Information We Collect

We collect personal information that you voluntarily provide to us through our website contact forms, enquiry submissions, and during the course of service engagements. This includes your name, email address, phone number, business name, industry, and any other details you choose to share. We collect this information solely to respond to your enquiries and deliver the services you have requested.

We also collect non-personally identifiable website usage data through Google Analytics. This includes pages visited, time on site, geographic region, device type, and referral source. This data is collected in aggregated, anonymised form and is used only to understand website performance and improve the user experience.

Our website uses cookies, session cookies, and tracking technologies managed through Google Tag Manager. These may include Google Analytics cookies and Google Ads remarketing pixels. Cookies help us understand how visitors interact with our site and allow us to display relevant advertising to users who have previously visited our website. IP addresses are collected as part of standard server logs and analytics data but are anonymised where technically possible.

We do not collect payment information directly. All payments are processed through secure third-party payment processors that maintain their own privacy and security standards. We never have access to your full credit card or banking details.

2. How We Use Your Information

The personal information we collect is used for the following purposes: to respond to your enquiries and provide the services described in our service agreements; to send relevant communications, including proposals, reports, invoices, and service updates, where you have provided consent or where such communications are necessary for the delivery of contracted services; and to improve our website and user experience based on aggregated analytics data.

We may use contact information to send marketing communications about our services, industry insights, or relevant offers where you have opted in to receive such communications. You may withdraw consent for marketing communications at any time by contacting us at hello@elmmediaco.com or by using the unsubscribe link in any email we send.

We may also use your information to comply with applicable legal obligations, respond to lawful requests from government authorities, and to protect the rights and safety of Elm Media Co. and its clients.

3. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and collect analytical data. We use Google Analytics with IP anonymisation enabled to understand aggregate visitor behaviour — including traffic sources, session duration, and page performance — without identifying individual users. We also use Google Ads remarketing pixels, which allow us to display targeted advertisements to users who have previously visited our website as they browse other sites in the Google Display Network.

All tracking scripts on our website are managed through Google Tag Manager, which allows us to add, remove, and update tracking technologies from a single container without modifying site code. Session cookies are used to maintain your browsing session and expire automatically when you close your browser. Persistent cookies may be set by analytics and advertising tools and typically expire within 30 to 180 days.

You can manage, disable, or delete cookies at any time through your browser settings. Most modern browsers allow you to refuse all cookies or to alert you when a cookie is being sent. Disabling cookies may affect the functionality of certain features on our website. You may also opt out of Google Analytics tracking across all websites by installing the Google Analytics Opt-out Browser Add-on.

4. Sharing Your Information

We do not sell, rent, or trade your personal information to third parties under any circumstances. We may share your information with trusted third-party service providers who assist us in delivering our services, including analytics platforms (such as Google Analytics), customer relationship management (CRM) systems, email service providers, and project management tools. These providers are authorised to use your information only as necessary to provide services to Elm Media Co. and are required to maintain appropriate confidentiality and security standards.

We may also share your information with professional advisors, such as legal counsel or accountants, where required for the operation of our business. We will disclose personal information if required to do so by law, court order, or at the request of a regulatory authority, or where we believe disclosure is necessary to protect the safety of any person or to prevent fraud or illegal activity.

In the event that Elm Media Co. is involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. Where this occurs, we will notify you and ensure the receiving party is bound by equivalent privacy obligations.

5. Your Rights Under PIPEDA

As a Canadian resident, you have the following rights under the Personal Information Protection and Electronic Documents Act (PIPEDA) with respect to your personal information held by Elm Media Co.:

Right of Access: You have the right to request access to the personal information we hold about you, including a description of how it has been used and to whom it has been disclosed.

Right to Correction: If you believe any personal information we hold about you is inaccurate, incomplete, or outdated, you have the right to request that we correct it.

Right to Withdraw Consent: Where we are processing your personal information based on your consent, you may withdraw that consent at any time. Withdrawal of consent may limit our ability to provide certain services.

Right to Deletion: In certain circumstances, you may request that we delete your personal information. Requests for deletion will be assessed against our legal and contractual obligations to retain certain records.

To exercise any of these rights, please contact us at hello@elmmediaco.com. We will respond to all privacy requests within 30 days as required by PIPEDA.

6. Data Retention

We retain personal information for client engagements for the duration of the service relationship plus seven (7) years following the conclusion of the engagement, in compliance with applicable tax, accounting, and legal record-keeping obligations under Canadian law. This retention period reflects the requirements of the Income Tax Act (Canada) and the Canada Revenue Agency’s record-keeping guidelines.

Personal information collected through contact forms and general website enquiries — where no ongoing service relationship is established — is retained for a period of two (2) years from the date of collection, or until an active client relationship is initiated, whichever occurs first. After this period, such data is securely deleted or anonymised.

You may request early deletion of your data at any time by contacting us, subject to our legal obligations to retain certain records.

7. Security

Elm Media Co. employs industry-standard technical and organisational security measures to protect your personal information against unauthorised access, disclosure, alteration, or destruction. These measures include encrypted data transmission (SSL/TLS), access controls limiting personnel who can access personal data, secure password policies, and regular review of our data handling practices.

While we take reasonable and appropriate steps to safeguard your information, no method of transmission over the internet or method of electronic storage is entirely secure. We cannot guarantee absolute security, and we encourage you to use secure communication methods when transmitting sensitive information. If you believe your personal information has been compromised, please contact us immediately at hello@elmmediaco.com.

8. Third-Party Links

Our website may contain links to third-party websites, including social media platforms, industry publications, and partner organisations. These links are provided for your convenience and informational purposes only. Elm Media Co. does not control the content, privacy practices, or security measures of third-party websites, and we are not responsible for the privacy policies of such sites.

We encourage you to review the privacy policy of any third-party website you visit through a link on our site. The presence of a link does not constitute an endorsement or recommendation of that website or its privacy practices.

9. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the way Elm Media Co. handles your personal information, please contact us using the details below. We take all privacy enquiries seriously and will respond within 30 days as required by PIPEDA.

Email: hello@elmmediaco.com

Mail: Elm Media Co., Toronto, Ontario, Canada

If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.