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Privacy Policy.

How Vellencia Strategies collects, uses and protects your personal information.

Last updated: October 2026

LEGAL

14. Contact us

If you have questions about this policy or how we handle your information, please contact our Privacy
Officer:

Merrique Richards

, Founder and Principal

Vellencia Strategies Ltd.
Ottawa, Ontario, Canada
Email: info@vellencia.com
Phone: 1-613-604-4801

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of
Canada.

13. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be posted on this page
with its effective date.

12. Links to other websites

Our website may link to other websites and booking or payment pages operated by third parties. We are not
responsible for their privacy practices, and we encourage you to review their policies.

11. Children

Our website and services are intended for businesses and adults, and we do not knowingly collect personal
information directly from children.

Some client projects, such as content shoots, may include images or information about minors. In those
cases we handle that information only on our client's instructions, for the purposes of the project, and rely
on our client to obtain the appropriate consent from a parent or guardian.

10. Your rights

You have the right to request access to the personal information we hold about you, ask us to correct it, and
withdraw your consent to its use, subject to legal or contractual limits. To make a request, contact our
Privacy Officer using the details below. We may need to verify your identity before responding.

We will respond within 30 days. If we need more time, we may extend this by up to an additional 30 days as
permitted by law, and we will tell you why. In some cases the law allows or requires us to refuse a request,
for example where releasing information would reveal personal information about someone else or is subject
to legal privilege. If so, we will explain our reasons.

9. How we protect information

We use reasonable administrative, technical and physical safeguards to protect personal information,
including access controls, secure platforms and confidentiality agreements with our team and
subcontractors. No method of transmission or storage is completely secure, but we work to protect your
information and will notify you and the appropriate authorities of any breach as required by law.

8. How long we keep information

We keep personal information only as long as needed for the purposes described in this policy, or as
required by law. As a general guide:

When information is no longer needed, we securely delete or anonymize it.

 

Inquiries and bookings

 that do not lead to a client relationship: up to 24 months

 

Client records, contracts and invoices:

 up to 7 years, to meet tax and accounting requirements

 

Session recordings:

 up to 12 months after the engagement ends, unless you ask us to delete them

sooner

 

Marketing contacts:

 until you unsubscribe. We keep a record of your unsubscribe request so we do not

contact you again

7. Cookies and tracking

Our website uses essential cookies to keep the site working, and optional analytics and advertising
technologies (such as Google Analytics, Google Ads and the Meta Pixel) to understand how the site is used
and to measure and personalize our advertising.

When you first visit our site, a cookie banner lets you accept or decline optional cookies. You can change
your choice at any time through the cookie settings link on our website, and you can also block or delete
cookies through your browser. Declining optional cookies will not affect your ability to use the site.

6. Where your information is stored

Some of our service providers are located outside Canada, including in the United States. Your information
may be stored or processed in those countries and may be accessible to their courts, law enforcement and
national security authorities.

5. How we share information

We do not sell your personal information. We share it only with trusted service providers who help us run
our business, and only as needed for them to perform their services. These include providers for:

AI-assisted tools.

 Our team uses AI-assisted tools to support drafting, research, analysis, reporting and

workflow tasks. We limit the personal information entered into these tools to what is needed for the task,
use business accounts and privacy settings that restrict the use of our data for model training where these
are available, and have our team review AI-assisted work before it is used. Client confidential information is
handled in line with our client agreements.

We may also disclose information if required by law, or in connection with a sale, merger or reorganization
of our business.

Website hosting and online store (Wix)

 

Customer relationship management, booking, forms, email and SMS (GoHighLevel and similar tools)

 

Video meetings and recordings (Zoom)

 

Messaging (WhatsApp)

 

Payment processing (for example, Stripe)

 

Analytics and advertising (for example, Google and Meta)

 

Productivity and file storage tools used by our team

 

AI-assisted tools (see below)

 

Subcontractors who help deliver client work, who are bound by confidentiality obligations

 

4. Consent and email marketing

We collect, use and share personal information with your consent, except where the law allows otherwise.
When you submit an inquiry, book a call or download a guide, we use your information to respond to that
request and follow up about it.

Marketing is separate.

 Booking a call, requesting a guide or contacting us does not subscribe you to our

newsletter or marketing messages. We only add you to marketing emails or text messages when you actively
opt in, for example by checking a consent box or subscribing to our newsletter, or where CASL otherwise
permits it.

Every marketing email includes an unsubscribe link, and you can reply STOP to any text message. You may
withdraw your consent at any time by contacting us.

3. How we use your information

We use personal information to:

Respond to your inquiries and messages

 

Schedule and hold consultations, Growth Assessments and client meetings

 

Deliver, manage and improve our services, courses and products

 

Send you the guides and resources you request

 

Send newsletters, marketing updates and offers, only with your consent

 

Process payments and keep business and financial records

 

Understand how our website is used and improve it

 

Measure and improve our advertising

 

Meet our legal and regulatory obligations

 

2. Information we collect

Information you give us.

 Your name, email address, phone number, business name, website and any details

you share when you fill out a form, book a consultation or Growth Assessment, download a guide, subscribe
to our newsletter, message us on WhatsApp, email us, or purchase a course or product.

Client information.

 If you become a client, we collect the information needed to deliver our services, such

as billing details, account access you choose to grant (for example, social media, advertising or website
accounts), brand materials, and notes from our calls and meetings.

Session recordings.

 Consulting sessions are held on Zoom and may be recorded so we can track your

progress and refer back to what was discussed. We will always ask for your consent at the start of a session
before recording, and you may decline. Recordings are stored in our secure meeting and file storage
accounts, are accessible only to the Vellencia team members working with you, and are shared with you on
request.

Information collected automatically.

 When you visit our website, we and our service providers may

collect technical information such as your IP address, browser type, device, pages viewed and how you
arrived at our site. This is collected through cookies, analytics tools and advertising pixels (for example,
Google and Meta).

Payment information.

 Payments are processed by secure third-party payment providers. We do not store

full credit card numbers.

1. Who we are

Vellencia Strategies Ltd. ("Vellencia," "we," "us") is a digital marketing and brand strategy agency based in
Ottawa, Ontario, Canada. This Privacy Policy explains how we collect, use, share and protect personal
information when you visit vellencia.com, contact us, book a call, subscribe to our updates, purchase a
course or product, or become a client.

We are committed to handling personal information in accordance with Canada's Personal Information
Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).

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