Privacy Policy.

Octave Design and Build Inc. (“Octave”, “we”, “us” or “our”) is a development, design and construction company based in Oakville, Ontario. We respect your privacy and are committed to protecting the personal information entrusted to us.

This Privacy Policy explains how we collect, use, disclose, retain and safeguard personal information in connection with our website, our enquiry and contact forms, our email and social media channels, and our dealings with prospective clients, purchasers, landowners, consultants, subcontractors, suppliers and job applicants (together, our “Services”).

We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada’s Anti-Spam Legislation (CASL) and, where applicable, provincial privacy laws, including Quebec’s Act respecting the protection of personal information in the private sector as amended by Law 25.

This policy applies to personal information about identifiable individuals. It does not apply to business contact information (such as a name, title, business address, business email or business telephone number) collected and used solely to communicate with a person in relation to their employment, business or profession.

It also does not apply to the personal information of our employees, which is governed by separate internal policies, or to third-party websites that may be linked from our website.

Octave is responsible for personal information under its control. We have designated a Privacy Officer who is accountable for our compliance with this policy and applicable privacy laws. Contact details are set out in the “Contact us” section below.

When we transfer personal information to service providers for processing, we use contractual and other means to require a comparable level of protection.

We collect only the personal information that is reasonably necessary for the purposes described in this policy. Depending on how you interact with us, this may include:

Information you provide to us

• Identity and contact details — name, email address, telephone number, mailing address and company name.
• Project information — site address, property or land details, project scope, budget range, timelines and any drawings, documents or images you choose to share.
• Purchaser and client information — information needed to prepare proposals, agreements, invoices and warranty or after-sales service records.
• Vendor and trade information — business details, insurance and WSIB certificates, qualifications and references submitted by consultants, subcontractors and suppliers.
• Job applicant information — résumé, work history, education, references and any other information you include in an application.
• Communications — the content of emails, messages and forms you send to us, and records of our correspondence with you.

Information collected automatically

• Technical data — IP address, browser type and version, device type, operating system, referring website and language settings.
• Usage data — pages viewed, time spent on pages, links clicked and the date and time of your visit.
• Cookies and similar technologies — as described in our Cookie Policy.

Information from third parties

We may receive personal information from architects, engineers, real estate professionals, lenders, municipalities, referees or other parties you have authorised to share it with us, and from publicly available sources such as land registry and municipal planning records.

We use personal information for the following purposes:

• To respond to your enquiries and requests, and to communicate with you about our projects and Services.
• To assess development opportunities, prepare feasibility studies, proposals, estimates and agreements.
• To plan, manage and deliver design, construction and development work, including scheduling, procurement, site access and safety.
• To administer purchaser, client and vendor relationships, including invoicing, payments, warranty and after-sales service.
• To evaluate job applications and contractor pre-qualification submissions.
• To send you project updates, newsletters or marketing communications where you have consented to receive them.
• To operate, secure, analyse and improve our website.
• To detect and prevent fraud, unauthorised access and other unlawful activity.
• To comply with legal, regulatory, insurance, tax and contractual obligations, and to establish, exercise or defend legal claims.

We will not use or disclose personal information for a new purpose without first identifying that purpose and, where required, obtaining your consent.

We obtain consent to collect, use and disclose personal information, except where otherwise permitted or required by law. Consent may be express (for example, when you tick a box or submit a form) or implied (for example, when you voluntarily provide your contact details and ask us to contact you).

You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting our Privacy Officer. If you withdraw consent, we may not be able to provide certain Services to you. We will explain the likely consequences when you make your request.

We send commercial electronic messages only where we have your express or implied consent as required by CASL. Every such message identifies Octave, includes our contact information and provides a simple way to unsubscribe. We will process unsubscribe requests within 10 business days.

Transactional and service messages related to an existing project or agreement may still be sent after you unsubscribe from marketing communications.

We do not sell, rent or trade personal information. We disclose personal information only as described below:

• Project partners — architects, engineers, designers, surveyors, subcontractors and suppliers engaged on a project, to the extent needed for them to perform their work.
• Service providers — companies that provide website hosting, email, cloud storage, customer relationship management, analytics, accounting, payroll and IT support on our behalf.
• Professional advisers — lawyers, accountants, auditors, insurers and lenders, under duties of confidentiality.
• Affiliates — companies within the Octave group, including Octave Holdings and Investments, for administrative, reporting and project purposes.
• Authorities — municipalities, regulators, courts, law enforcement or other public bodies where required or permitted by law.
• Business transactions — a prospective or actual purchaser, investor or successor in connection with a merger, financing, sale of assets or similar transaction, subject to confidentiality obligations.

Some of our service providers and affiliates are located, or store information, outside Ontario or outside Canada, including in the United States. Personal information processed in another jurisdiction is subject to the laws of that jurisdiction and may be accessible to its courts, law enforcement and national security authorities.

Before transferring personal information outside Quebec, we assess whether the information will receive adequate protection, as required by Quebec law.

We keep personal information only as long as needed to fulfil the purposes for which it was collected, or as required by law, including limitation periods, tax, construction lien, warranty and building code requirements. Project and warranty records may be kept for the duration of applicable warranty and liability periods.

When personal information is no longer required, we securely destroy, delete or anonymise it.

We protect personal information with physical, organisational and technological safeguards appropriate to its sensitivity. These include restricted office and file access, access controls and passwords, encryption where appropriate, staff confidentiality obligations and training, and contractual requirements for service providers.

No method of transmission over the internet or electronic storage is completely secure. Please do not send sensitive personal information to us by unencrypted email.

If a breach of security safeguards involving personal information under our control creates a real risk of significant harm to you, we will notify you and report the breach to the Office of the Privacy Commissioner of Canada and any other regulator as required by law. We keep a record of all such breaches.

We make reasonable efforts to keep personal information accurate, complete and up to date. Please let us know if your information changes or if you believe the information we hold is inaccurate.

Subject to certain exceptions under applicable law, you have the right to:

• Request access to the personal information we hold about you and information about how it has been used and disclosed.
• Request correction of inaccurate or incomplete personal information.
• Withdraw your consent to the collection, use or disclosure of your personal information.
• Unsubscribe from marketing communications at any time.
• If you reside in Quebec, request de-indexing of certain information, request information about automated decisions and request that computerised personal information be provided to you in a structured, commonly used technological format.

To make a request, contact our Privacy Officer in writing. We may need to verify your identity before responding. We will respond within 30 days, or advise you if we need more time as permitted by law. If we refuse a request, we will explain why, subject to legal restrictions.

Our website and Services are not directed to children under the age of 16, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, please contact us and we will delete it.

Our website may link to third-party websites and to our pages on LinkedIn, Instagram, X and TikTok. Those platforms operate under their own privacy policies, and we are not responsible for their practices. Information you share publicly on those platforms may be visible to others.

We may update this Privacy Policy from time to time to reflect changes in our practices or in the law. The updated policy will be posted on this page with a new “Last updated” date. Where changes are significant, we will take reasonable steps to notify you.

Questions, requests and complaints about this policy or our handling of personal information should be directed to:

Privacy Officer
Octave Design and Build Inc.
6-217 Speers Road, Oakville, Ontario L6K 0J3
Email: contact@octavedb.com

CONTACT@OCTAVEDB.COM6-217 SPEERS ROAD,OAKVILLE, ON,L6K 0J3