Privacy Policy

1Who’s responsible

Kaplex Industries Inc. is responsible for the personal information in our custody. We have designated a privacy officer who is accountable for our compliance with this policy:

Symon Kaplan, Privacy Officer
Kaplex Industries Inc., 212–1939 Lee Avenue, Victoria, BC V8R 4W9, Canada
info@kaplexindustries.com · 250-580-1350

If you have a question, a request, or a complaint about your privacy, that’s the person to write to. We answer.

2What we collect

Only what we need to do the job. Nothing else.

Property address

The address you type in. This is the one thing the service can’t work without.

Email address

So we can send you your report.

Name

So a builder knows who they’re speaking to.

Phone number

Optional. Only if you choose to give it.

Your answers

What you’d use the suite for, your timeline, how you might fund it, whether the home is your principal residence, whether the suite would be a long-term rental, and whether you’d prefer a site visit or a call.

Your consent record

If you tick the consent box, we record that you consented, the exact wording you agreed to, and when. Canadian anti-spam law requires us to be able to prove consent, and this is how we do it.

Technical logs

Our hosting provider keeps standard server logs — IP address, timestamp, browser type, page requested — to keep the site up and to stop abuse.

We don’t ask for, and don’t want, your SIN, your banking details, your date of birth, or any other sensitive information. Please don’t send it to us.

3Why we collect it

We use your information for these purposes, and no others:

• To produce your lot report — the address is matched against public parcel and zoning data.
• To send you that report and to reply to you about it.
• To introduce you to a licensed builder, if you asked us to.
• To contact you about your garden-suite project, if you gave us express consent to do so.
• To keep the service working and honest — security, abuse prevention, and improving the accuracy of our estimates in aggregate.
• To meet our legal obligations, including keeping proof of your consent.

If we ever want to use your information for a genuinely new purpose, we’ll ask you first.

4Consent — and taking it back

You give us your information knowingly, by typing it into a form. That’s your consent to use it for the purposes in section 3.

You can withdraw consent at any time. Click unsubscribe in any email we send, or write to info@kaplexindustries.com. We’ll stop. Withdrawing consent for marketing doesn’t stop us from replying to something you asked us about, and it doesn’t affect anything we have to keep by law.

5Who we share it with

We share it in exactly three situations:

a. The builder you asked to meet

If you ask to be introduced to a builder, we pass that builder your name, email, phone (if you gave one), property address, and your answers — so they can prepare for the conversation. That builder is an independent business, responsible for your information once they have it under their own privacy obligations. If you only asked for the report and didn’t ask for an introduction, we don’t send your details to a builder.

b. Service providers who run the plumbing

These companies process data on our behalf, under contract, only to provide their service to us:

• Vercel — hosts the website and keeps the server logs.
• Supabase — the database your report and lead details are stored in.
• Resend — delivers our email.
• Telegram — carries the internal alert to our team (and to the builder) when a new enquiry comes in.
• The Province of BC’s Address Geocoder — turns the address you type into map coordinates.

Some of these providers store or process data outside Canada, including in the United States. While it’s there, it may be accessible to foreign courts, law enforcement, and government under that country’s laws. We use them because they are the standard tools for running a small web service, and we hold them to contractual protection of your data — but you should know where it goes.

c. When the law requires it

If we’re legally compelled — a court order, a subpoena, a lawful demand — we’ll comply, and we won’t give more than is required. If our business is ever sold or merged, your information may transfer as part of it, and the buyer would be bound by this policy.

6How long we keep it — and how to get it deleted

We don’t keep things forever.

• Your enquiry and report: kept for as long as we’re actively working with you, and then for up to 24 months after our last contact — long enough to pick the conversation back up if you return.
• Your consent record: kept for 3 years after you withdraw consent. CASL requires us to be able to prove we had permission to email you, and this is the record that does it. We keep it even if you ask us to delete everything else — that’s a legal obligation, and it works in your favour.
• Unsubscribe list: kept indefinitely. If you unsubscribe, we have to remember that you did, or we’d email you again by accident. This is the one list you can’t ask to be removed from.
• Server logs: kept on our host’s standard short retention schedule.

After that, we delete or anonymize it. We may keep aggregated, de-identified statistics (for example, “how many Victoria lots fit a 60 m² suite”) — that data can’t be traced back to you.

To request deletion

Email info@kaplexindustries.com with the subject line “Delete my data”. We’ll confirm it’s you, delete what we can, and tell you what we had to keep and why. We’ll do it within 30 days. It costs you nothing.

7Cookies and tracking

Kaplex Build does not run advertising trackers, ad pixels, or third-party analytics. We don’t follow you around the internet, and we don’t sell an audience.

The site uses only what it needs to function — the essential cookies and local storage our hosting and security layer set to keep the site working and keep it safe. Our host keeps standard server logs, as described in section 2.

If we ever add analytics, we’ll update this section before we turn it on.

8How we protect it

We take security seriously and use protection appropriate to how sensitive the information is:

• everything travels over an encrypted connection (HTTPS/TLS);
• data is stored in an access-controlled database, encrypted at rest by our provider;
• only the people who need your details to do their job can reach them;
• we collect as little as possible in the first place — the best way to protect data is not to have it.

No system is perfectly secure, and we won’t pretend otherwise. If a breach ever creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada, as the law requires.

9Seeing and correcting your information

You have the right to see the personal information we hold about you, to know how we’ve used it and who we’ve given it to, and to have it corrected if it’s wrong.

Email info@kaplexindustries.com. We’ll verify who you are and respond within 30 days, free of charge. In the rare case we can’t give you something — because it would reveal someone else’s personal information, or is protected by legal privilege — we’ll tell you why.

We do our best to keep your information accurate and current, but we rely on you: if something changes, tell us.

10If you’re not happy with us

Start with our privacy officer at info@kaplexindustries.com. We’ll investigate every complaint, and if we got it wrong, we’ll fix it and change what we do.

If you’re still not satisfied, you can escalate — and you don’t need our permission to:

• the Office of the Privacy Commissioner of Canada (PIPEDA), or
• the Office of the Information and Privacy Commissioner for British Columbia (BC PIPA).

11Changes to this policy

If we change this policy in a way that matters, we’ll update the effective date at the top and, where it’s reasonable, tell you directly. We’ll never quietly start using information we already hold for a new purpose without asking you.

This policy works alongside our Terms of Use.

12Contact

Symon Kaplan, Privacy Officer
Kaplex Industries Inc.
212–1939 Lee Avenue, Victoria, BC V8R 4W9, Canada
info@kaplexindustries.com · 250-580-1350