Privacy Policy.
We take your privacy seriously. This page explains what personal information we collect, why we collect it, and what rights you have. Plain language, no dark patterns.
1. Who we are
This site (simmedia.ca) is operated by Simmonds Media Group, a business based in Ontario, Canada. In this policy, "we", "us", and "our" refer to Simmonds Media Group.
Under the federal Personal Information Protection and Electronic Documents Act ("PIPEDA"), we are the party accountable for the personal information described below. Our privacy contact is listed at the bottom of this page.
2. Scope
This policy covers every category of personal information we hold, whether you gave it to us directly on the public site or we collected it as part of business-development activities in our internal CRM:
- Information you actively provide (booking form, newsletter, email, calls).
- Information we hold about business owners and decision-makers we may reach out to about our services (see section 3.2).
- Information we generate about you during a working relationship (project files, notes, interaction history).
Our internal CRM (/admin and /admin2) is only accessible to authorised Simmonds Media Group team members and is protected by additional access controls described in section 9, but the personal information in it is governed by this policy.
3. Personal information we collect
We hold personal information from two very different sources: information you actively give us, and information about business owners and decision-makers we may reach out to about our services.
3.1 From the "Book a Call" form
| Field | Required | What we do with it |
|---|---|---|
| Goal | Required | Understand your priority so we prepare the call. |
| Monthly budget | Required | Qualify fit — we're honest if we're not the right partner. |
| Timing | Required | Same as above. |
| Name | Required | Address you correctly on the call. |
| Required | Send the calendar invite and confirmation. | |
| Phone | Optional | Contact you if there's a scheduling issue. |
3.2 Information about business owners and decision-makers we may contact
As part of ordinary business development, we identify Ontario businesses that may benefit from our services and, in some cases, reach out about a potential fit. To do that, we hold records about those businesses and the people who run them, in an internal CRM only our team can see.
Specifically, we may hold the following about each prospect:
| Category | Fields | Where it typically comes from |
|---|---|---|
| Business identity | Company name, industry, employee count, annual revenue estimate, business address (city, province, latitude / longitude) | Public business websites, public directories, the business itself if we've spoken with them |
| Individual identity | Owner or manager name (first / last), work phone, work email | Publicly listed on the business's own website, in a business directory, or provided to us directly |
| Our interactions with them | Outreach date, channel (call, email, LinkedIn, in-person), touchpoint count, meeting date and time, notes we typed after conversations, offer status, pipeline stage, follow-up dates, which team member owns the account | Generated by us during business-development activities |
| Analytical fields | AI-generated "missed opportunity" flags and suggested next actions, snooze timers, priority scoring | Generated by our software from the fields above; not shared outside our team |
We do not hold sensitive personal information about prospects — no health information, no financial account numbers, no identification documents, no protected characteristics (race, religion, orientation, and so on). If any of that ever comes to us by accident (e.g. in an email reply), we delete it promptly.
3.3 Automatically recorded when you visit
Standard server logs from our hosting provider (Vercel) may briefly record your IP address, browser type, referring page, and the time of your request. This is used for security, abuse prevention, and diagnosing outages. We do not tie these logs to your identity.
3.4 Client-side storage on /call-tool.html
The "Book Your Call" navigator saves your progress locally in your browser (in localStorage under the key ccnav-v1) so you can return to the step you left. This information stays on your device and is never transmitted to us. You can clear it any time in your browser settings.
3.5 Communications you send us
If you email us or message us on a platform we run (LinkedIn, Instagram, etc.), we receive whatever information you include.
4. Why we collect it
Under PIPEDA, we must tell you the specific purposes for collection. Here they are:
For people who reach out to us
- To respond to your enquiries and prepare for the call you booked.
- To send the calendar invite, confirmation, and reminder.
- To keep basic records of who we've spoken with and the outcome, for our own follow-up.
- To send occasional service-related email (e.g. a summary of the call, or a follow-up we agreed to). We do not send bulk marketing without your separate express consent.
- To improve the website, based on aggregated, non-identifying patterns from the qualify form.
For business owners and decision-makers we reach out to
- To identify Ontario businesses that appear to be a good fit for our services.
- To contact you once about that potential fit, on your published business channels, at a reasonable business hour, without high-pressure tactics.
- To keep an internal record of what we discussed (or that we tried and you didn't respond) so a colleague doesn't accidentally reach out again about the same thing.
- To honour your request if you ask us not to contact you again.
We will not use the information for a materially different purpose without asking you first.
5. Your consent
If you contacted us
By submitting a form on this site, you consent to the collection and use of your information as described in this policy. We ask for that consent explicitly at the point of submission, with a link to this page.
For any promotional email we might send you as a follow-up, we rely on express consent under Canada's Anti-Spam Legislation ("CASL"). Every promotional email includes an unsubscribe link that works with a single click.
If we contacted you as a business prospect
When we reach out to a business owner or decision-maker whose contact details are published on their own business website (or a business directory) for the purpose of communicating with them about their business, we rely on two established Canadian frameworks:
- The business contact information exemption in section 4.01 of PIPEDA, for using name, title, work email, work phone and work address for that limited purpose.
- The conspicuous publication basis for implied consent under section 10(9)(b) of CASL — your contact details were published, the publication did not include a statement that unsolicited messages were not welcome, and our message related to your role, function, or business.
Neither of those is a licence to keep messaging you. Every commercial message we send includes our identity, our mailing address, and a one-click unsubscribe. We honour unsubscribes within 10 business days as required by CASL.
If your contact details were not published for that purpose, we should not have you in our CRM. Email us and we will remove you. See section 10.
Withdrawing consent
You can withdraw your consent at any time by emailing info@simmondsmediagroup.com. If you withdraw consent, we will stop using your information for the purposes affected within a reasonable time. We keep a minimal "do not contact" record (name and email or phone only) so we can honour your request going forward. Some records may still be retained where the law requires us to.
7. Cross-border storage
The service providers listed above may store or process your information outside Canada, primarily in the United States. When information is held outside Canada, it may be accessible to foreign courts and government authorities under their local law.
We only use providers with public commitments to reasonable security. If you have questions about a specific provider, you can ask us using the contact address below.
8. How long we keep it
- Qualify form submissions (goal, budget, timing, name, email, phone): kept for as long as you remain an active or potential client, and up to 24 months after our last contact, then deleted.
- Prospect records in the CRM: reviewed every 24 months. A record is deleted if we haven't had any meaningful contact or activity on it in that period, unless the business remains an obvious ongoing target (e.g. we've already had a conversation about a future project).
- Do-not-contact records: if you ask us to stop reaching out, we keep a minimal record (name and email, or name and phone) indefinitely so we can honour the request. Nothing else.
- Records of paid work (invoices, project files, client agreements): kept for the period required by Canada Revenue Agency and provincial law — currently 7 years.
- Email correspondence: kept for as long as it may reasonably be relevant, then deleted.
- Web server logs: kept by our hosting provider for a short window (typically 30 days) for security purposes.
9. Security
We use reasonable safeguards appropriate to the sensitivity of the information:
- HTTPS on every page.
- Access controls on any tool that stores personal information (individual accounts, multi-factor authentication where available).
- Regular software updates on the underlying platforms.
- Row-level security on our internal CRM, so a team member can only see the data they need for the client they're serving.
No system is perfectly secure. If we ever have reason to believe your information has been affected by a security incident, we will notify you where required by law.
10. Your rights
Under PIPEDA and applicable Ontario law, you have the right to:
- Access the personal information we hold about you.
- Ask us to correct anything that is inaccurate or incomplete.
- Withdraw your consent to further use of your information (with reasonable notice, subject to legal and contractual obligations).
- Ask us to delete information we no longer need to keep.
- Complain to the Office of the Privacy Commissioner of Canada if you believe we are not handling your information appropriately (priv.gc.ca).
If you found yourself in our prospect CRM and would rather not be there
Email us at info@simmondsmediagroup.com with the subject line Remove me — [your name or company]. We will:
- Delete the record we have about you and your business from the CRM within 10 business days.
- Keep a minimal do-not-contact note (name and email, or name and phone) indefinitely so a colleague doesn't inadvertently reach out again.
- Confirm to you by reply email once it's done.
You don't need to justify the request or prove anything. "Please remove me" is enough.
Every commercial email includes an unsubscribe link
If we send you a promotional email or SMS, it will include a working one-click unsubscribe. Using that unsubscribe stops all promotional messages of that type within 10 business days, and is separate from a full CRM-removal request above.
How to make any request
Email info@simmondsmediagroup.com. We aim to respond within 30 days. For access requests, we may need to verify your identity before releasing information.
11. Children
Our services are directed at business owners and marketing decision-makers. We do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with information, please contact us and we will delete it.
12. Changes to this policy
If we update this policy, we will change the "Last updated" date at the top and, where the change is material, post a notice on the home page. If you don't agree with a change, you can withdraw your consent as described above.
13. Contact
Privacy questions, access requests, correction requests, and complaints:
Simmonds Media Group
Email: info@simmondsmediagroup.com
Subject line: Privacy — [your request]
A registered business address is available on request.