Client and Prospect Privacy Notice

Last updated: October 21, 2026

This notice explains how WBC Designs handles the personal information of people who are thinking about working with us and people who already do, including how we use AI tools and where your information may be processed. If you only visit our website, our website Privacy Policy covers you instead.

Who this covers and who we are

This notice applies to prospects (anyone who contacts us, books a consultation, completes a questionnaire or asks for a proposal) and to clients (anyone who signs an agreement with us or receives our services).

WBC Designs is operated by WBC Designs Inc.. Our address is 38 Devonport Ave, Fall River, NS B2T 1A4. When this notice says “we” or “us”, it means WBC Designs.

What we collect

We collect only what we need to respond to you, quote and deliver work, and run our business.

• Prospects: name, email, phone, business name, the answers you give in forms and questionnaires, the content of emails and messages, and recordings or transcripts of consultation calls.
• Clients: everything above, plus contracts, invoices and payment records, project files and content you send us, and the access details needed to work on your website or accounts.

We do not ask you to send passwords, card numbers, banking details or government ID by email or chat. Access details are shared through our password manager and are never put into AI tools. If you are a client and pay by card, you enter your card details through our billing system, and our payment processor stores them. We do not store your card details.

Why we use your information

We use it to answer your questions, prepare proposals, deliver and support our services, bill you, keep records, and meet legal obligations. We do not sell your information.

The tools we use

We use third-party service providers to run the business. They handle information on our behalf and under written terms. Current tools include Dubsado (client management), WHMCS (billing and hosting), Make (workflow automation), ClickUp (project management), Slack (internal messaging), Toggl (time tracking), Google Workspace (email, Drive and Calendar), Fireflies (meeting notes), Flodesk (email marketing), Claude and ChatGPT (AI assistants), Zoom (video meetings), Keeper (password manager), cPanel (website hosting and email), and Groundwire (phone calls). We also use everyday desktop software such as Thunderbird, Chrome, FileZilla, Adobe Creative Cloud, and Microsoft Word and Excel.

Some of these providers process information outside Canada, including in the United States. We cannot control where they process it, and their location can change. Where we know it: our billing system (WHMCS) runs on our own server in Canada. Dubsado, Slack and Fireflies store or process data in the United States. Flodesk processes data in the United States and possibly other countries. Toggl processes data in the European Union (Ireland and Estonia). Make runs on its European Union instance. ClickUp, Claude and ChatGPT are based in the United States. Google Workspace data is stored in Google data centres around the world, and because Google is a US company, US authorities can legally request data it holds. You can ask us for the current list of providers at any time.

How we use AI

We use AI tools to help deliver our services and run our business. Examples are writing and coding assistants, meeting note tools, and tools that search and summarize our own email, calendar and task records.

• People stay responsible. Our team reviews all work before it is delivered to you.
• Only for your service. We use your information in AI tools only to deliver services, manage our relationship with you, or meet legal requirements. We do not sell it.
• Training is turned off. Model training is turned off on the AI accounts we use for client and prospect information.
• Limits on what goes in. We do not put card numbers, banking details, government ID or passwords into AI tools.
• Email access is limited. AI tools can read only approved mailboxes and folders. They cannot send, forward or delete anything, and no AI-written message goes out without staff review.

Our AI providers are service providers acting for us. We choose them with care, rely on written terms, and remain responsible for your information. We complete the privacy assessments the law requires.

Meeting recordings and transcripts

We may record and transcribe consultations and project meetings using Fireflies, an AI note-taking tool. The tool is visible in the meeting and we tell attendees at the start. If you invite others from your organization, please let them know.

Fireflies and its providers process recordings and transcripts outside Canada, including in the United States. Only the WBC team members who need them can see recordings and transcripts. Fireflies states that it does not use meeting content to train AI models. We delete recordings and transcripts from Fireflies when the retention period below ends.

If you would rather not be recorded, tell us before or during the meeting. We will turn the tool off and take notes by hand.

How long we keep your information

We may keep some records longer where the law requires it, for example tax and accounting records.

Your choices

• Opt out of AI use. You can tell us at any time, in writing, that you do not want your information used in AI tools. Within 30 days we stop using it in AI tools going forward. We do this by routing your email to a folder our AI tools cannot access, and we do the work without AI tools. We cannot separate or remove information already processed or mail we already hold. Where a tool allows it, we delete your information from its history on request. If your choice makes the work materially harder or slower, we will tell you how the timeline changes.
• Skip a recording. You can ask us not to record any meeting.
• Opt out of direct marketing. We use the information we collect to market our services to you directly, for example by email. You can opt out at any time by using the unsubscribe link in any marketing email or by contacting us.

Your rights

Depending on where you live, you may have the following rights with regard to your personal information:

• The right to access the personal information we hold about you.
• The right to receive your personal information in a portable and, where feasible, readily usable format, and to ask us to send it to another provider where technically feasible.
• The right to ask us to correct information we hold about you.
• The right to withdraw your consent to the processing of your personal information.
• The right to ask us to restrict the processing of your personal information.
• The right to ask us to delete some or all of the personal information we hold about you.
• The right to opt out of direct marketing.
• The right to make a complaint about how we collect, share and process your personal information. See “Who is accountable and how to complain” below.

Some information we must keep to meet legal or contractual obligations.

How to make a request

Email info@wbcdesigns.com or use the contact details below. We may need to verify your identity first. To do that, we may ask for your name, contact details and the services you have asked about or purchased. We may be unable to process your request without this information.

We respond to most requests within 30 days. Some take longer, and we will tell you in writing if we need more time. In some cases the law allows us to deny a request. If we do, we will explain why.

How we protect your information

We limit the personal information we collect to what is strictly necessary. We limit access to the people who need it, use a password manager for credentials, restrict AI tools to read-only access of approved mail folders, and rely on written terms with our service providers. We use two-factor authentication on most of our tools and accounts. We use SSL encryption or other secure technologies when personal information is sent to or from our systems, with the exception of regular email.

Who is accountable and how to complain

Craig Steinberg, CEO, is responsible for privacy at WBC Designs and is also our Data Protection Officer.

• Email: info@wbcdesigns.com
• Phone: 902-593-1130
• Mail: 38 Devonport Ave, Fall River, NS B2T 1A4

If we do not resolve your concern, you can contact the Office of the Privacy Commissioner of Canada at 1-800-282-1376. If you live in Quebec, you can contact the Commission d’accès à l’information du Québec at 1-888-528-7741.

Changes to this notice

We may change how we use AI and other tools. We post changes on this page and update the change log below. Please check back from time to time. If a change affects how your information is used, you can still opt out under “Your choices”.

How this relates to our other documents

Our website Privacy Policy covers people who visit wbcdesigns.com. This notice covers prospects and clients. Your client agreement also contains terms about AI and confidentiality. If this notice and your signed agreement differ, the agreement applies to the services we provide you.