1. Scope of this policy
This Privacy Policy applies to the website at sebastiandipoi.buzz and to every personal information handling activity that Sebastian Di Poi Enterprises Inc. carries out while providing computer integrated systems design and related technical drafting services. It covers information collected through the website, through email correspondence, through telephone calls, through documents delivered for a drawing commission and through any other channel that the company operates as part of its normal business.
The policy does not cover information that is handled by a third party on its own behalf. If you follow a link from this website to another website, or if you communicate with a separate organisation that we mention in a drawing set, the privacy practices of that organisation are governed by its own notices and not by this document. We encourage you to read the privacy notice of any destination before you submit personal information to it.
This policy is written for a professional context. The company serves architects, contractors, property managers, systems integrators, owners and their representatives, and the majority of the information we hold relates to buildings and projects rather than to private individuals. Where the policy refers to personal information, it means information about an identifiable individual, including the identity of a project contact, a site supervisor, a subscriber to a professional newsletter or a person who sends a general enquiry.
The policy is written in plain English and is intended to be read in full. It is not a substitute for legal advice to any reader. If you need advice about your own obligations, consult a qualified professional in your jurisdiction.
2. Who controls your information
The entity responsible for the personal information described in this policy is Sebastian Di Poi Enterprises Inc. The developer behind this website and the practice it describes is Sebastian Di Poi. The company operates from the drafting table at 511 Lacolle Way, Ottawa - K4A 5B6, Canada (CA), and that address is the business address for all privacy correspondence.
Privacy questions, access requests, correction requests and complaints should be sent to the company by email at projects@sebastiandipoi.buzz or by telephone at +15075807626. Written enquiries may also be sent to the postal address above. During normal business hours the studio answers its own line, so an enquiry about information handling reaches a person rather than a queue.
The company is a small practice and does not appoint a separate data protection officer. The principal of the company acts as the accountable contact for privacy matters and reviews every written request that arrives. Where a request concerns a specific drawing commission, the principal coordinates with the project contact to preserve the confidentiality of the project while still responding to the request.
Privacy contact
Sebastian Di Poi Enterprises Inc.
511 Lacolle Way, Ottawa - K4A 5B6, Canada (CA)
3. Information we collect
We collect only the information that is necessary to answer an enquiry, prepare a proposal, produce a drawing set or maintain a professional record of work completed. The categories are described below so that you can see the full picture before you send anything to the studio.
Contact and identity information
When you contact the studio, we may hold your name, your job title, the name of your employer or client, your email address, your telephone number, your mailing address and the name of any colleague you ask us to include in correspondence. This information is used to reply to you and to keep an accurate record of who instructed the work.
Project and building information
For a drawing commission we typically receive building addresses, floor plans, surveys, photographs, equipment cut sheets, service records and notes from site walks. Some of this material may incidentally identify individuals, for example where a photograph shows a worker or a signed notice on a door. We treat project material as confidential and restrict access to the people who need it for the commission.
Billing and payment information
When an engagement proceeds, we may hold billing contact details, purchase order references, invoice records and payment confirmation. We do not request or store full payment card numbers in our drawing records. Where a payment service is used, the payment service handles the card data on its own systems and we retain only the confirmation that a payment was made or a transfer was received.
Technical information from the website
The website may record standard technical information that a web server receives in the ordinary course of serving a page. This can include the requested page address, the date and time of the request, the browser and operating system details that a browser announces, and a coarse indication of the network or region from which the request arrived. This information is used to keep the site available, to diagnose faults and to protect the service from abuse.
Correspondence and notes
We keep emails, call notes and meeting notes related to a project. These records allow us to remember decisions that were agreed, to avoid reopening matters that were settled and to answer questions if a drawing is challenged later in the life of a building.
4. How we collect information
Most of the information we hold arrives because you or your organisation sends it. That includes an enquiry submitted through the contact form, a message sent to the studio email address, a document attached to a proposal request or a file shared through a drawing exchange.
Some information is collected automatically when a browser loads a page. Server logs are created whenever a request is made, and caching or security services may record technical details in order to deliver the page reliably. We do not attempt to identify visitors from this technical data, and we do not build individual visitor profiles.
Some information reaches us from third parties. An architect may include a contractor contact in a tendering package. A property manager may forward a list of tenants who need to be informed about a site visit. A consultant may share a drawing set that contains contact names in its title blocks. In each case we treat the information as though it had been sent directly by the person concerned, and we apply the same retention and access rules.
We do not use telephone recording, automatic call transcription or any form of invisible monitoring of site visitors. A site walk is a professional visit and not a data collection exercise.
5. Why we use your information
Personal information is used for a small number of clearly connected purposes. Every purpose below is necessary for the professional service the company provides.
- Responding to enquiries. We use your contact details to answer a question, confirm availability of the drawing table and advise on scope.
- Preparing proposals. We use project details to estimate drafting effort, identify required sheets and set a fee and a timeline.
- Producing drawing sets. We use plans, surveys, photographs and equipment data to draft, check and issue the sheets that a commission requires.
- Coordinating with project parties. We use the contact details of architects, engineers, contractors and authorities to resolve conflicts and answer review comments.
- Issuing invoices and keeping accounts. We use billing details to invoice the work, record payment and maintain the accounting records that a company is required to keep.
- Maintaining a drawing archive. We retain issued drawings and revision histories so that future work on a building can be tied back to earlier decisions.
- Protecting the studio. We use limited technical information to keep the website available and to detect abusive requests.
- Legal compliance. We use information where a law, a court order or a regulatory requirement obliges the company to act.
We do not use personal information for any purpose that is incompatible with the purpose for which it was collected. If a new purpose arises that is materially different, we will seek permission before using the information in that new way.
6. Lawful basis and consent
Depending on your location, the company relies on one or more lawful bases for the processing described in this policy. Where a contract or a proposed contract exists, processing is needed to take steps that you request or to deliver the drafting services you have commissioned. Where a legal obligation applies, processing is needed to meet that obligation, for example in the retention of accounting records.
Where neither a contract nor a legal obligation applies, the company relies on legitimate interests, balanced against your rights and expectations. Maintaining an accurate drawing archive, keeping the website available and protecting the studio from abuse are examples of legitimate interests that a reasonable client would expect a professional practice to hold.
In the limited cases where consent is the appropriate basis, we ask for it directly and we make clear what the consent covers. Consent is never a condition of using the website, and refusing consent for an optional purpose does not affect the professional services you can receive.
You may withdraw consent at any time where consent is the basis for processing. Withdrawal does not affect processing that was carried out before the withdrawal, and it does not affect processing that rests on a different lawful basis, such as the retention of issued drawings for professional records.
8. Analytics and measurement
The company may use a privacy respecting measurement service to understand how visitors reach the site and which pages are useful. Any measurement we use is configured to avoid identifying individual visitors, to avoid creating advertising audiences and to keep the reporting at an aggregate level.
Where such a service is used, the data involved is typically limited to page addresses, referrer categories, browser types and approximate regions. We do not attempt to link measurement data to a named contact or to information held for a drawing commission.
If a measurement service is removed or replaced, we will update this section. If at any point we decide to use a service that requires a consent banner, we will add an appropriate control and will not load the measurement script before a choice is made.
10. Service providers
The company uses a small number of service providers to run the website, deliver email and store digital files. These providers process information on the instructions of the company and are not permitted to use it for their own marketing.
Providers are chosen with care, and each is expected to maintain appropriate technical and organisational safeguards. Where a provider handles project documents, the company limits the material placed in that service to what the commission actually needs.
A list of the specific providers can be obtained on request by writing to projects@sebastiandipoi.buzz. We keep the list short deliberately, because a small practice should be able to explain each party that touches client information.
11. International transfers
The company operates from Ottawa, Canada, and the majority of project records are stored in Canada. Some service providers used for email or file storage may process data in other countries, which means that information can cross a national border as part of normal electronic communication.
Where information is transferred outside its country of origin, the company takes reasonable steps to ensure that the receiving organisation is subject to confidentiality obligations and that the transfer is supported by appropriate safeguards. These steps may include contractual terms with the provider and a review of the provider public documentation on data handling.
If you are located in a jurisdiction with specific transfer requirements and you have a concern about a particular transfer, contact the studio before sending sensitive project documents. We will explain where the material would be stored and, where practical, offer an alternative arrangement.
12. Retention periods
Retention is guided by the purpose of the record rather than by a single fixed rule. Enquiries that do not become commissions are kept for a short period so that a later follow up has context, and are then deleted or anonymised. Project correspondence is kept for the duration of the commission and for a reasonable period after closeout.
Issued drawings and revision histories form part of the professional archive and are kept for as long as the building exists or as long as the archive remains useful for future work. This is a deliberate policy: a drawing that is deleted cannot protect a client when a later renovation disturbs the system it documented.
Accounting and invoice records are kept for the period required by Canadian tax and corporate law. Records that are subject to a legal hold are kept until the hold is released, even if the ordinary retention period has expired.
When a retention period ends, records are deleted from active systems and from routine backups within a reasonable cycle. Backups are not used to resurrect deleted records for ordinary business purposes.
13. How we protect information
Security measures are proportionate to the size of the practice and the sensitivity of the material. Access to project files is limited to the people who need it, accounts are protected with strong authentication, and devices that hold client data are kept current with security updates.
Project documents are shared through controlled channels rather than open public links. Where a file must be sent by email, the studio uses the document type and file size that the project requires and avoids including unnecessary personal details in the body of the message.
Physical records, where used, are stored at the studio address and are not left in open areas. Drawings that have been superseded are marked and archived rather than left in circulation, which reduces the chance that an old sheet is mistaken for current information.
No system is perfectly secure, and no organisation can promise absolute protection. The company works to reduce risk to a reasonable level and to respond quickly and honestly if an incident occurs.
14. Your privacy rights
Subject to the law that applies to you, you may have the right to be informed about the information we hold, to obtain a copy of it, to ask for corrections, to ask for deletion, to restrict certain uses, to object to certain processing and to receive information in a portable format. You may also have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects.
The company does not make automated decisions about individuals and does not profile contacts for advertising. Where a right depends on a legal basis, we will explain the basis in our reply so that you can see why a request has been accepted or declined.
Some requests can be limited by law. For example, a request to delete an issued drawing may be declined where the drawing must be retained for a professional record or for a live legal matter. In that case we will explain the limitation and, where possible, restrict access instead of retaining open access.
15. Access and correction requests
To request access to the information we hold about you, write to projects@sebastiandipoi.buzz with the subject line Privacy Access Request. Include enough detail for us to identify the records, such as the project name, the building address and the period of correspondence. We may ask for reasonable proof of identity before releasing personal information, so that we do not disclose a project record to the wrong person.
We aim to respond within thirty days of receiving a complete request. Where the request is complex or involves records held by a third party, we may extend that period and will tell you if we do, along with the reason.
If information is inaccurate or incomplete, tell us what should change and why. Where we agree that a correction is warranted, we will update the record and, where relevant, notify the project parties who received the earlier version. Where we do not agree, we will note the disagreement on the record and explain our position in our reply.
16. Withdrawing consent
Where a processing activity relies on consent, you can withdraw that consent at any time by writing to the studio. Withdrawal is free of charge and does not require a reason. We will act on a clear request without undue delay.
A withdrawal does not undo processing that already took place, and it does not affect processing that rests on another lawful basis. For example, withdrawing consent for a newsletter does not remove the invoice record that the company must keep for tax purposes.
17. Marketing communications
The company does not run a bulk marketing programme. If a drawing season note or a project update is sent, it is sent to professional contacts who have a relationship with the studio or who have asked to receive it, and every message includes a way to opt out.
We do not purchase contact lists, and we do not add the address of an enquiry to a mailing list without asking first. An enquiry about a drawing commission is answered as correspondence and is not treated as a marketing subscription.
If you ask to stop receiving updates, we will record the request and will not send further updates to that address. Transactional messages connected to a live project are not marketing and will continue while the engagement is active.
18. Privacy for Children
The website and the services of Sebastian Di Poi Enterprises Inc. are intended for professional audiences. The company does not knowingly collect personal information from children, and it does not design its pages, forms or correspondence to attract them.
If you believe that a child has sent personal information to the studio, contact us at projects@sebastiandipoi.buzz and we will delete the information promptly once we have confirmed the circumstances. We will not require detailed proof beyond what is needed to identify the record and avoid deleting the wrong material.
19. Breach notification
If the company becomes aware of a breach of security that could result in a risk to personal information, it will investigate promptly, contain the incident and take steps to reduce harm. A written record of the incident will be kept so that the response can be reviewed and improved.
Where the law requires notification to a regulator or to affected individuals, the company will notify them within the required period and will describe what happened in plain language. Where notification is not legally required but the risk is meaningful, the company may still choose to inform affected contacts so that they can take protective steps.
20. Third party links
The website may link to external resources such as a municipal permitting page or a technical standard. These links are provided for convenience, and the company does not control the content or the privacy practices of the destination.
A link is not an endorsement of every statement on the destination page. If you notice a link that has become inaccurate or that points to an unexpected destination, tell the studio and it will be reviewed.
21. Changes to this policy
This policy may be updated to reflect a change in practice, a new legal requirement or a change in the services offered. The current version is always the one published on this page, and the effective date at the top of the page will be updated when a material change is made.
If a change materially affects how existing project information is handled, the company will make reasonable efforts to inform active contacts before the change takes effect. Continuing to use the website after an update means that you accept the revised policy for information collected from that point onward.
22. Complaints and escalation
If you are unhappy with how the company has handled your information, please contact the studio first. Most concerns can be resolved quickly by explaining what happened and what outcome you are seeking. We will acknowledge a complaint in writing and will give a substantive response within a reasonable period.
If the response does not resolve the matter, you may have the right to complain to the privacy regulator in your jurisdiction. In Canada, the Office of the Privacy Commissioner of Canada accepts complaints about organisations subject to federal privacy law. You are not required to approach the company first if you prefer to go directly to a regulator.
23. How to reach us
Privacy questions and requests can be sent to Sebastian Di Poi Enterprises Inc. at the address below. The studio answers its own correspondence, so a clear subject line and a short description of the matter will help your message reach the right place quickly.
Sebastian Di Poi Enterprises Inc.
Attention: Privacy Contact
511 Lacolle Way, Ottawa - K4A 5B6, Canada (CA)
Email: projects@sebastiandipoi.buzz
Telephone: +15075807626
This Privacy Policy is issued by Sebastian Di Poi Enterprises Inc. and is effective as of 1 January 2026.