Privacy Policy

Fresh Outdoor Group Privacy Policy
Effective Date: 2017.04.01

Fresh Outdoor Group, its affiliated brands, website, social media pages, quotation systems, and related services (collectively, the “Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information in accordance with applicable laws.

This Privacy Policy explains how we collect, use, disclose, retain, and protect your personal information when you visit our website, contact us by phone, text message, email, social media, or website form, request a quote, schedule an on-site visit, sign a contract, receive services, submit a warranty request, or otherwise interact with us.

This Privacy Policy applies to the following business activities and related services provided by the Company:

• interlock / pavers / hardscaping 
• deck construction 
• fence installation 
• renovation and related construction services 
• other services related to quoting, design, installation, repair, after-sales support, warranty, and customer service 

For clarity, the Company does not provide lawn maintenance, lawn care, gardening care, or plant maintenance services. Accordingly, this Privacy Policy is not specifically drafted for those service scenarios.

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

• Name 
• Phone number 
• Email address 
• Project address, billing address, and mailing address 
• Description of your quote request or project needs 
• Budget range, scheduling requirements, and project preferences 
• Photos, videos, drawings, surveys, measurements, inspiration images, or design references you submit 
• Contracts, invoices, payment records, and warranty request materials 
• Communications with us, including text messages, emails, online chats, form submissions, and social media messages 

• Site visit records 
• Measurements, construction records, change orders, and material records 
• Project progress records and after-sales or warranty records 
• Before-and-after photos, site photos, defect photos, or repair photos 
• Internal records related to scheduling, visits, quotations, contracts, project commencement, completion, and follow-up 

When you visit our website, we or our service providers may automatically collect:

• IP address 
• Browser type, device type, and operating system 
• Date and time of access, time spent on pages, and browsing activity 
• Referring sources and click activity 
• Data generated by cookies, pixel tags, analytics tools, and similar technologies 

Unless required by law, necessary for performance, or specifically requested, we generally do not need you to send us:

• Social Insurance Number (SIN) 
• Driver’s licence, passport, or similar identification documents 
• Full bank account information 
• Full credit card numbers 
• Medical, health, biometric, or other highly sensitive information 

If you voluntarily send us sensitive information that is unrelated or unnecessary to your project, you understand that you do so at your own discretion, and the Company may delete, redact, or decline to process such information to the extent permitted by applicable law.

We may collect your information through the following methods:

• When you fill out website forms, booking forms, contact forms, or quote request forms 
• When you contact us by phone, text message, email, WeChat, social media, or similar channels 
• When you provide information during site visits, project consultations, contract signing, or after-sales service 
• When you authorize us to access the project site, photograph it, or record project-related conditions 
• When you contact us through third-party platforms such as advertising platforms, map platforms, social media platforms, CRM systems, online payment tools, or e-signature tools 
• When technical data is generated automatically through your use of our website 

We may use your personal information for the following purposes:

• to respond to inquiries, arrange appointments, and provide quotations or estimates 
• to confirm project needs, site conditions, addresses, and scope of work 
• to prepare, send, and manage quotations, contracts, invoices, collections, and warranty documents 
• to provide construction, installation, repair, after-sales support, and customer service 
• to communicate with you regarding project changes, progress, delays, deliveries, payments, warranties, or follow-up matters 
• to maintain internal business records, financial records, and compliance documentation 
• to conduct scheduling, dispatching, quality control, dispute resolution, claim handling, and risk management 
• to maintain website functionality, monitor security, analyze data, evaluate advertising performance, and improve user experience 
• to send marketing, promotional, event, or offer-related communications where appropriate consent has been obtained 
• to comply with legal obligations, respond to legal processes, enforce contractual rights, and protect our legitimate interests 
• for other purposes reasonably related to the above and permitted by applicable law 

We will not use your personal information for purposes that are inconsistent with the above unless permitted by applicable law or supported by appropriate consent.

Where required by applicable law, we will obtain your consent before collecting, using, or disclosing your personal information. Your consent may be express, or it may be implied where appropriate based on the circumstances and your conduct.

When you contact us, submit a form, request a quote, sign a contract, provide project materials, authorize a site visit, or otherwise continue a business relationship with us, this generally means that you consent to our handling of personal information reasonably related to that relationship in accordance with this Privacy Policy.

You may withdraw your consent at any time to the extent permitted by applicable law. However, withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal. Please note that if you refuse to provide certain required information or withdraw certain necessary consents, we may be unable to provide quotations, schedule work, perform services, fulfill warranty obligations, or respond to your requests.

If you provide us with the personal information of any third party, such as a spouse, family member, tenant, property manager, neighbour, referrer, payer, co-owner, or site contact, you represent and warrant that:

1. you have the right to provide such information to us; 
2. you have obtained any necessary authorization or consent; and 
3. you have informed the relevant person that their information will be handled in accordance with this Privacy Policy. 

To the fullest extent permitted by applicable law, you are responsible for any dispute, claim, complaint, or loss arising from your unauthorized provision of third-party information.

For purposes of quoting, design, construction, quality control, after-sales service, dispute handling, insurance, warranty, training, internal filing, or compliance, we may take, receive, record, or retain photos, videos, measurements, drawings, and site records related to a project.

Such materials may, without being intended to identify any person, include building exteriors, yards, fences, decks, paving, construction materials, tools, equipment, project surroundings, adjacent structures, house numbers, vehicles, or other visible site elements.

Unless otherwise authorized or permitted by law, we do not intentionally use directly identifiable personal information for public promotion. However, where project images, videos, or case materials do not contain identifiable personal information, have been anonymized or blurred, or are otherwise authorized for use, we may use them for internal training, quality management, project archiving, portfolio display, marketing, or business promotion.

To the extent permitted by applicable law, we may disclose your personal information to:

• employees, managers, project managers, sales representatives, customer service personnel, and authorized internal personnel 
• subcontractors, installation crews, measurement staff, designers, consultants, or independent contractors involved in the project 
• IT service providers, cloud storage providers, CRM platforms, website hosts, form tools, e-signature platforms, payment processors, accountants, tax advisors, or similar service providers 
• legal counsel, insurers, claim handlers, auditors, or compliance service providers 
• government authorities, law enforcement agencies, courts, regulators, or others legally entitled to request information 
• parties involved in a corporate reorganization, merger, acquisition, financing, sale of assets, transfer of business, or similar transaction 
• other persons or entities where you have authorized or directed us to do so 

We do not sell your personal information as an independent third-party marketing list for profit unless permitted by applicable law and supported by the required disclosures and consents.

We may use third-party service providers to host our website, store records, manage customer relationships, process payments, send emails or text messages, analyze traffic, provide e-signature services, or offer technical support. These service providers may be located in Canada or in other jurisdictions.

To the extent permitted by applicable law, you understand and agree that your personal information may be transferred to, stored in, or processed outside Canada, and may be subject to the laws of those other jurisdictions, including lawful access by courts, law enforcement agencies, or national security authorities.

While we take reasonable steps and may require third-party service providers by contract or other means to provide appropriate safeguards, to the fullest extent permitted by applicable law, we are not responsible for third-party platforms, third-party infrastructure, external communication networks, foreign legal environments, or third-party security incidents beyond what is required by law.

Our website may use cookies, log files, pixel tags, analytics tools, and similar technologies in order to:

• identify and maintain website sessions 
• measure traffic and usage trends 
• improve website performance and user experience 
• analyze advertising effectiveness 
• prevent misuse, fraud, or security incidents 

You may refuse or delete certain cookies through your browser settings, but doing so may affect the functionality of certain parts of the website. Although we make commercially reasonable efforts to choose appropriate service providers for analytics or advertising tools, we do not fully control their independent privacy practices.

Where required by applicable law, we will obtain the necessary consent before sending you emails, text messages, or other commercial electronic messages regarding our services, promotions, events, seasonal offers, appointment reminders, or business updates.

You may unsubscribe from marketing communications at any time by following the unsubscribe instructions in the relevant message. Even if you unsubscribe from marketing, we may still contact you regarding ongoing projects, appointments, contracts, payments, after-sales support, warranties, safety matters, or other necessary business communications.

We retain personal information for as long as reasonably necessary to fulfill business needs, legal obligations, tax and accounting requirements, dispute resolution, insurance claims, warranty administration, evidence preservation, and internal record management.

When the information is no longer required for those purposes and is no longer legally required to be retained, we will, where reasonably practicable, delete, anonymize, overwrite, or securely destroy it.

However, backup systems, archived copies, disaster recovery media, legal holds, audit requirements, or technical delays may result in certain information remaining for a period of time before being fully deleted.

We rely on the information you provide to prepare quotations, perform work, issue invoices, arrange after-sales service, and communicate with you. You are responsible for ensuring that the information you provide is true, accurate, complete, and kept up to date.

To the fullest extent permitted by applicable law, the Company is not responsible for any quotation error, project delay, communication failure, extra cost, dispute, or loss caused by inaccurate, incomplete, outdated, misleading, unauthorized, or otherwise incorrect information provided by you.

We use commercially reasonable administrative, technical, and physical safeguards to help protect the personal information under our control from unauthorized access, use, disclosure, loss, destruction, or alteration.

However, no internet transmission, electronic storage system, mobile device, wireless network, cloud platform, or paper file management system can be guaranteed to be completely secure. Accordingly, to the fullest extent permitted by applicable law, the Company does not guarantee that any system, server, electronic communication, backup media, or third-party platform is absolutely secure, uninterrupted, error-free, vulnerability-free, or immune from unauthorized access.

If a data security issue occurs due to hacking, malware, network interruption, supplier failure, device loss, employee misconduct, social engineering, force majeure, or other events beyond our reasonable control, the Company will take such steps as required by applicable law. Except where prohibited by law, the Company shall not be liable for indirect, incidental, punitive, special, or consequential damages arising from such events.

Our website, advertisements, social media pages, or communications may contain links, plug-ins, or embedded content from third-party websites, maps, review platforms, payment platforms, financing platforms, or social media platforms. These third parties have their own independent terms and privacy policies, and we are not responsible for their content, security, availability, or privacy practices.

When you access any third-party website or platform, you should review its privacy policy and terms of use and assume the related risk yourself.

Our website and services are primarily intended for adults, property owners, property managers, or persons authorized to make decisions regarding a project. We do not knowingly market to minors or intentionally collect personal information from minors. If you believe that a minor has provided us with personal information without appropriate authorization, please contact us and we will take reasonable steps as appropriate.

Subject to applicable law and verification of identity, you may make reasonable requests regarding your personal information, including requests to:

• confirm whether we hold your personal information 
• access the personal information we hold about you 
• correct inaccurate or incomplete information 
• withdraw certain consents 
• understand our privacy practices 

We may refuse all or part of a request to the extent permitted by applicable law, including where legal privilege, trade secrets, the privacy of others, security concerns, repetitive or manifestly unreasonable requests, information necessary for contractual performance, or legally required retention obligations apply.

If the Company undergoes a merger, acquisition, sale, reorganization, financing, asset transfer, share transfer, bankruptcy, liquidation, or similar transaction, your personal information may be disclosed, reviewed, transferred, or received as part of the business assets involved. To the extent permitted by applicable law, you consent to such transfer, provided that the receiving party handles the information in a manner substantially consistent with this Privacy Policy or otherwise as required by law.

We may revise this Privacy Policy at any time to reflect legal requirements, technology changes, business adjustments, service updates, or risk management needs. The updated version will be posted on our website and will take effect as of the posted or stated effective date. Your continued use of our website or services after any update means that you acknowledge and accept the revised policy, except where applicable law requires otherwise.

To the fullest extent permitted by applicable law, this Privacy Policy does not constitute any guarantee of absolute security, continuous availability, error-free operation, uninterrupted service, or immunity from third-party access. The Company shall not be liable beyond what is mandatorily required by law for any loss, liability, claim, or expense arising directly or indirectly from:

• false, inaccurate, outdated, or unauthorized information provided by the user 
• the user’s transmission of information through insecure channels 
• the acts, omissions, failures, or security incidents of third-party platforms, subcontractors, communication carriers, cloud service providers, or payment processors 
• interruption, delay, malfunction, or attack affecting the internet, servers, systems, software, devices, or networks 
• force majeure events, including fire, flood, power outage, extreme weather, labour disruption, government action, war, civil unrest, or similar events 
• disclosures required by law, court order, regulatory request, or law enforcement demand 
• any other circumstance beyond the Company’s reasonable control 

Nothing in this section excludes or limits any liability that cannot be excluded or limited under applicable law.

If you have any questions, requests, or complaints regarding this Privacy Policy, your personal information, or our privacy practices, please contact us at:

Fresh Outdoor Group
Contact / Privacy Contact: [Chris]
Email: [freshdeckottawa@gmail.com]