Privacy policy

What personal information Project Workforce collects, why, who it goes to, and how to see or correct yours.

Effective date: November 14, 2026
Last updated: November 14, 2026

1. Who we are

Project Workforce builds websites and AI front desks for independent businesses in Vancouver and the North Shore. This policy is issued by Project Workforce ("we", "us"), a business based in British Columbia.

We are a private business in British Columbia, so we follow British Columbia's Personal Information Protection Act (PIPA). Where federal law applies instead, such as some information sent across provincial or national borders, we follow the Personal Information Protection and Electronic Documents Act (PIPEDA).

This policy covers prjworkforce.com, emails and messages you send us, our calls with you, and the work we do for clients.

2. Our privacy officer

Our privacy officer is responsible for how we handle personal information and for answering your questions and requests.

Privacy officer: The founder of Project Workforce
Email: [email protected] (please put "Privacy" in the subject)
A mailing address is available on request.

3. What we collect

We collect only what we need to answer you, prepare a proposal and do the work you hire us for.

When you request a call on the Schedule your call page: your name, your business name, your email address, the day and time you chose, the topics you ticked and any note you add.
When you request a proposal on the Contact page: your business name and what it does, your name, phone number and email address, the package you are interested in, how and when you would like us to reach you, and what you tell us about how your business runs.
When you email us or message us on Instagram: whatever you choose to include, plus your email address or Instagram account name.
During a call with us: notes we take about your business and what you need. We do not record Zoom calls unless we ask first and you agree.
When you become a client: your contact details, your signed agreement, invoices and payment records, the content you give us for your website or front desk, and the approvals you send us from your client approvals page (your name, your role, and which items you approved).
Payments: a record of what you paid, when and how. Card payments are handled by a third-party payment processor, and we do not see or keep full card numbers.

Our forms do not store anything on this website. When you press "Request this time", "Send by email" or "Email my approval", the page opens an email in your own email app with your details filled in. Nothing reaches us unless you press send in that email.

4. This website: cookies, analytics and outside services

Cookies. We do not set advertising or tracking cookies, and we do not use Google Analytics or social media tracking pixels.
Hosting and security. The site is hosted by Cloudflare. Like any web host, Cloudflare processes technical information such as your IP address, browser type and the pages requested, so it can deliver the site and protect it against attacks.
Visitor statistics. We use Cloudflare Web Analytics to count visits and see which pages are popular. Cloudflare says this tool does not use cookies or fingerprinting to track individual visitors. We see totals, not who you are.
Fonts and page scripts. The site loads its fonts from Google Fonts and its animation code from jsDelivr. Your browser connects to those services, which receive your IP address and basic browser details when it does.
Zoom booking. If the Schedule your call page shows a live Zoom calendar and you book through it, Zoom collects your booking details under its own privacy policy.
Saved on your own device. The client approvals page remembers your choices in your browser's local storage, so you don't lose your place. That information stays on your device and is not sent to us until you email your approval.
Links. Links to Instagram and other sites take you to services with their own privacy policies.

5. Why we use it

To reply to you, arrange a call and send a written proposal.
To build, test, launch and look after the website or front desk you hire us for.
To invoice you, keep business and tax records, and meet our legal obligations.
To keep the website working, secure and useful.

We do not sell, rent or trade personal information. We use it only for the purposes above, or for a new purpose you agree to or that the law allows.

When you send us a request, email us or hire us, you consent to us using your information for the purposes in this policy. We ask for your express consent before anything more sensitive, such as recording a call or showing your project on our website.

You can withdraw your consent at any time by contacting our privacy officer. If you do, we may not be able to keep working with you. We may still keep records that the law or a signed agreement requires.

We share personal information only with service providers that help us run the business, and only what they need:

Google (Gmail and Google Workspace), for email and documents.
Cloudflare, for website hosting, security and visitor statistics.
Zoom, for video calls and, if enabled, booking.
Meta (Instagram), if you message us there.
Our payment processor, for card payments.
The phone, AI and calendar platforms named in a client's proposal, for clients who buy an AI Front Desk or Complete package.
Our accountant or lawyer, when we need professional advice.

We may also disclose information where the law requires or allows it, for example in response to a court order, or to a buyer if the business is sold, as long as they agree to protect it in the same way.

8. Storage outside Canada

Several of these providers store or process information outside Canada, mainly in the United States. While it is there, it may be available to that country's courts, law enforcement and national security authorities under its laws. We choose providers that commit to protecting information, and we keep what we send them to a minimum.

9. Information we handle for our clients

When we run a website, AI front desk, bookings calendar or filing system for a client business, we handle information about that business's own customers, such as callers' names, phone numbers, messages, call recordings and summaries, and appointments.

In that work, we act on behalf of the client. The client decides what is collected and why, and the client's own privacy policy applies. We use that information only to provide the service, keep it separate for each client, and do not sell it or use it for our own marketing. If you are a customer of one of our clients and have a question about your information, please contact that business. We will help them answer you.

Every AI front desk we build tells callers that it is automated and that the call is recorded.

10. How long we keep it

We keep personal information only as long as we need it for the purposes above or as the law requires:

Requests that don't become a project: 2 years from our last contact, then deleted.
Client records, agreements and invoices: for as long as you are a client, then for the period tax law requires (generally six years from the end of the tax year they relate to).
Client customer data: as the client's agreement sets out, and returned or deleted when the service ends.

If we use your information to make a decision about you, we keep it for at least one year after that decision, so that you can ask to see it, as PIPA requires.

11. How we protect it

We use reasonable safeguards for the sensitivity of the information. These include password-protected accounts with two-step sign-in, access limited to the people who need it, encrypted connections (the website uses HTTPS), and secure deletion when information is no longer needed. No system is perfectly secure. If a breach could cause you significant harm, we will tell you and the regulator as the law requires.

12. Seeing and correcting your information

You can ask us what personal information we hold about you, how we have used it, and who we have shared it with. You can also ask us to correct anything that is wrong. Send your request in writing to our privacy officer.

We will respond within the time PIPA allows, which is generally 30 days. We may need to confirm who you are first. Correcting your information is free. For access requests we may charge a minimal fee, and if so we will tell you the estimate first. In some limited cases the law allows or requires us to refuse access; if that happens, we will explain why and tell you how to ask for a review.

13. Emails and messages from us

We reply to the requests you send us. We will not add you to a newsletter or send you promotional emails unless you agree, or the law otherwise permits it, as set out in Canada's anti-spam law (CASL). Every promotional message from us will identify us and include a simple way to unsubscribe, and we will act on any unsubscribe within 10 business days.

14. Questions and complaints

If you have a question or complaint about how we handle personal information, please contact our privacy officer first. We will look into it and tell you what we found and what we will do.

If you are not satisfied, you can contact the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.

15. Changes to this policy

We may update this policy when our services or the law change. The new version will be posted here with a new "last updated" date. If a change affects how we use information you have already given us, we will tell you and, where needed, ask for your consent.