Privacy Policy

This Privacy Policy explains how PitchMotion Inc. collects, uses, discloses, retains, safeguards, and otherwise manages personal information in the course of operating the website at pitchmotion.pro, communicating with prospective clients, providing digital marketing and creative services, administering our business, and measuring the performance of our own marketing activities. It is written for a Canadian audience and is intended to reflect the principles in the Personal Information Protection and Electronic Documents Act, commonly known as PIPEDA, as well as substantially similar provincial privacy laws where they apply. In this policy, "PitchMotion," "we," "us," and "our" mean PitchMotion Inc., the organization responsible for personal information under its control.

We provide strategy, campaign planning, creative production, analytics, content, paid media, conversion optimization, and related agency services. Much of our work involves business contact information and performance data supplied by clients or generated through marketing platforms. Some of that information may be personal information because it can identify an individual, either alone or when combined with other information. We aim to collect only what is reasonably needed for identified purposes, to explain those purposes clearly, and to protect information with controls appropriate to its sensitivity.

Accountability and Controller Identity

PitchMotion Inc. is the organization accountable for personal information collected through this website and through our ordinary business development, client service, and administrative activities. Our business address is 45 O'Connor Street, Suite 1600, Ottawa, ON K1P 1A4, Canada. Our general contact email is [email protected] and our privacy contact is [email protected]. We may designate internal team members or service providers to help administer privacy requests, but PitchMotion remains responsible for personal information in its custody or under its control.

When we act for a client, the client may be the organization that determines the purposes for which customer, lead, subscriber, campaign, or website visitor information is processed. In that situation, PitchMotion may handle information as a service provider under the client's instructions and under the confidentiality, security, and data-handling terms in the applicable agreement. This policy describes our own practices as an organization and controller. It does not replace a client's privacy policy or the privacy notices of advertising networks, analytics providers, hosting providers, payment processors, social media platforms, or other third-party services used in a client's marketing stack.

Personal Information We Collect

We collect personal information that individuals provide directly to us, including name, title, organization, mailing address, email address, telephone number, project information, message content, meeting notes, preferences, billing details, and any documents or materials sent to us for an inquiry, proposal, or engagement. If you complete a contact form, request a consultation, subscribe to an update, respond to an email, attend a meeting, or otherwise communicate with us, we collect the information necessary to respond and to manage the relationship.

We may collect website and device information through cookies, pixels, tags, log files, analytics tools, and similar technologies. This can include IP address, approximate location derived from IP address, browser type, device type, operating system, referring page, pages viewed, links clicked, time spent on pages, campaign source, advertising identifiers where available, and consent choices. We use this information to understand site performance, maintain security, remember preferences, improve our messaging, and assess whether our own campaigns are reaching relevant audiences.

In client work, we may receive personal information from clients or authorized platforms, such as lead records, customer segments, subscriber lists, customer relationship management exports, advertising account data, landing page submissions, survey responses, call booking details, and campaign performance information. We ask clients to provide only information they are authorized to share with us and to maintain appropriate notices, consents, and opt-out mechanisms for their audiences.

We may also collect limited business contact information from public sources, professional directories, conferences, referrals, social platforms, or commercial lead sources, where permitted by law and consistent with reasonable expectations for business-to-business communications. We do not knowingly collect sensitive personal information unless it is necessary for a specific, identified purpose and appropriate consent or authority has been obtained.

Purposes for Collection and Use

PitchMotion collects and uses personal information to respond to inquiries, assess fit for potential engagements, prepare proposals, provide requested services, manage projects, communicate about deliverables, conduct research and strategy work, administer contracts, issue invoices, process payments, maintain records, and operate the website. We also use information to understand and improve our services, test website usability, measure campaign effectiveness, protect our systems, prevent fraud or abuse, comply with legal obligations, and enforce our agreements.

Where you consent, or where law permits consent to be implied in the circumstances, we may use business contact information to send updates, invitations, educational material, case-study style content, or other marketing communications about PitchMotion. You may unsubscribe from commercial electronic messages at any time by using the unsubscribe mechanism in the message or by contacting us. We will still send transactional or service messages where needed to administer an inquiry, agreement, project, account, invoice, legal notice, or security issue.

For analytics and advertising measurement, we may use aggregated or pseudonymized information to understand traffic patterns, audience interests, conversion paths, campaign attribution, and content performance. We try to avoid using analytics information in a way that directly identifies a person unless identification is necessary for security, troubleshooting, consent management, or a service request. Where a cookie or similar technology is not strictly necessary, we provide notice and consent controls through our cookie banner and related settings.

Consent and Legal Bases

Under PIPEDA, consent is central to the collection, use, and disclosure of personal information, except where an exception applies. The form of consent may vary depending on the sensitivity of the information, the reasonable expectations of the individual, and the circumstances. Consent may be express, such as when you submit a form, check a preference box, sign an agreement, or opt in to receive communications. Consent may also be implied, such as when you provide business contact information so we can respond to a project inquiry or perform a service you requested.

We rely on consent, contractual necessity, legitimate business purposes recognized by Canadian privacy law, legal compliance, and other permitted grounds where applicable. For example, we use contact information to answer an inquiry because you provided it for that purpose; we use project information to perform an agreement because it is needed for the services; we keep business records because they are required for tax, accounting, audit, and legal purposes; and we use security logs because they are necessary to protect our site and users. Where we ask for consent to optional cookies, analytics, or marketing, you may withdraw that consent, subject to legal or contractual restrictions and reasonable notice.

Limits on Collection

We seek to limit collection to personal information that is reasonably necessary for identified purposes. We do not require visitors to create an account to read our website. We do not ask for government identifiers, financial account credentials, health information, or other highly sensitive personal information through our standard website forms. If a project requires access to a client's systems or data, we address the scope of access, confidentiality expectations, authorized users, and security requirements in the engagement documentation. Clients should not send personal information to us that is not relevant to the services or that they are not authorized to disclose.

Sharing and Service Providers

We do not sell personal information. We may disclose personal information to service providers that help us operate our business and deliver services, including website hosting, email, cloud storage, project management, customer relationship management, analytics, scheduling, payment processing, accounting, legal, security, and communication tools. These service providers may process information only as needed to provide services to us, subject to contractual, technical, and organizational safeguards appropriate to the information and the service.

We may also disclose information to clients, collaborators, contractors, consultants, advertising platforms, analytics providers, or technology partners when necessary for an authorized project. For example, campaign implementation may require us to configure pixels, audiences, conversion events, forms, landing pages, ad accounts, reporting dashboards, or email workflows. We may disclose information where required or permitted by law, including in response to lawful requests by courts, regulators, law enforcement, or government authorities; to protect our rights, safety, property, or security; to investigate suspected fraud or misuse; to collect amounts owed; or in connection with a business transaction such as a merger, financing, restructuring, asset sale, or due diligence review.

Transfers Outside Canada

PitchMotion is based in Canada, but some service providers and technology platforms we use may store, process, or access personal information outside Canada, including in the United States or other jurisdictions. When information is transferred or made accessible outside Canada, it may be subject to the laws of that jurisdiction, including lawful access by courts, law enforcement, regulators, or national security authorities. We take reasonable steps to use service providers with appropriate privacy and security practices and to maintain contractual protections where feasible. By interacting with us or using the website, you understand that cross-border processing may occur as part of modern cloud-based business operations.

Retention

We retain personal information only as long as reasonably necessary for the purposes identified in this policy or as required or permitted by law. Inquiry records are generally kept long enough to respond, maintain a business history, and manage future communications. Client project records are kept for the duration of the relationship and for a reasonable period afterwards for warranty, legal, accounting, audit, dispute, insurance, and continuity purposes. Consent records and unsubscribe records may be retained to demonstrate compliance and honour preferences. Security logs are usually retained for shorter periods unless needed to investigate incidents. Aggregated or de-identified information may be retained for longer because it no longer identifies an individual.

When information is no longer needed, we take reasonable steps to delete, anonymize, archive, or securely destroy it, considering the format, sensitivity, and legal requirements. Because backup systems are designed to preserve data for business continuity, residual copies may remain in backups until they are overwritten or retired in the ordinary course, but they are not used for active business purposes.

Security Safeguards

We use administrative, technical, and physical safeguards intended to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, modification, and destruction. Safeguards may include access controls, password management, role-based permissions, encryption in transit where available, secure cloud services, confidentiality obligations, staff awareness, vendor review, limited access to client systems, and procedures for handling suspected incidents. The level of protection depends on the sensitivity and amount of information, the context, and the risk of harm.

No website, email system, cloud service, or internet transmission can be guaranteed to be completely secure. You should avoid sending highly sensitive information through unencrypted email or general contact forms. If you believe information provided to PitchMotion has been compromised, please contact [email protected] promptly so we can assess the situation and take appropriate steps.

Access, Correction, Withdrawal, and Choices

You may request access to personal information we hold about you, ask us to correct information that is inaccurate or incomplete, withdraw consent to optional uses, unsubscribe from marketing messages, or ask questions about our privacy practices. To make a request, contact [email protected]. We may need to verify your identity and may ask for details that help us locate the relevant information. We will respond within a reasonable time and in accordance with applicable law.

Access rights are not absolute. We may be unable to provide certain information if disclosure would reveal personal information about another person, confidential commercial information, privileged information, security-sensitive information, or information that cannot be disclosed for legal reasons. If we cannot fulfil a request in whole or in part, we will explain the reason where permitted. Withdrawing consent may affect our ability to provide a requested service, communicate with you, or continue an engagement, but it will not affect processing already completed before withdrawal or processing required by law.

PIPEDA Principles

PitchMotion seeks to apply the fair information principles reflected in PIPEDA. Accountability means we are responsible for personal information under our control and identify a contact for privacy matters. Identifying purposes means we explain why information is collected before or when it is collected. Consent means we collect, use, and disclose personal information with meaningful consent unless an exception applies. Limiting collection means we collect only what is necessary for identified purposes. Limiting use, disclosure, and retention means we use information only for those purposes or compatible purposes and keep it only as long as needed.

Accuracy means we try to keep personal information as accurate, complete, and up to date as necessary for its purposes. Safeguards means we protect information with measures appropriate to its sensitivity. Openness means we make information about our policies and practices available. Individual access means individuals can request access to and correction of their information, subject to lawful limits. Challenging compliance means individuals can raise concerns and expect us to investigate and respond.

Children's Data

Our website and services are intended for organizations, entrepreneurs, professionals, and adult business contacts. They are not directed to children. We do not knowingly collect personal information from children. If a parent or guardian believes a child has provided personal information to us, they should contact [email protected] and we will take reasonable steps to delete or de-identify the information, unless retention is legally required.

Marketing Communications

We may send commercial electronic messages where permitted by Canada's anti-spam legislation and privacy law, including where we have express consent, implied consent, or another lawful basis. Messages will identify PitchMotion and provide a way to unsubscribe. If you unsubscribe, we will update our records as soon as practicable. You may still receive service-related communications, such as messages about an active project, contract, invoice, meeting, security notice, or legal requirement.

Questions, Complaints, and the OPC

If you have questions, concerns, or complaints about this policy or our privacy practices, please contact PitchMotion Inc. at [email protected] or by mail at 45 O'Connor Street, Suite 1600, Ottawa, ON K1P 1A4, Canada. We will review privacy complaints, investigate where appropriate, and respond in a reasonable manner. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada. The OPC provides information about privacy rights and complaint processes at priv.gc.ca.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, or privacy practices. The updated version will be posted on this page with a revised last-updated date. If changes are material, we may provide additional notice where appropriate. Your continued use of the website or continued interaction with us after an updated policy is posted means the updated policy applies going forward, subject to any consent requirements under applicable law.