Privacy Policy

Rayan Digital (“Rayan Digital,” “we,” “us,” or “our”) respects your privacy and is committed to handling personal information responsibly and transparently. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit www.rayandigital.ca (the “Website”), contact us, request a quote, subscribe to our communications, or use our web design, web development, search engine optimization (SEO), digital marketing, hosting, maintenance, artificial intelligence, and related services (collectively, the “Services”).

This Policy is intended to reflect applicable Canadian privacy requirements, including British Columbia’s Personal Information Protection Act (“BC PIPA”) and, where applicable, Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA”).

1. Scope of This Policy

This Policy applies to personal information under our control that we collect through the Website, by email or telephone, during consultations, through project documents, and while providing the Services.

When we process personal information solely on behalf of a client—for example, information contained in a client’s website, CRM, advertising account, analytics platform, or customer database; we generally act as the client’s service provider. In those circumstances, the client determines why the information is collected and how it is used. Questions or requests concerning that information should normally be directed to the relevant client, although we will reasonably assist the client in responding.

This Policy does not apply to third-party websites, platforms, or services that have their own privacy policies.

2. Personal Information We Collect

Depending on how you interact with us, we may collect the following categories of information:

• Contact and identity information: name, business name, job title, mailing address, email address, telephone number, and preferred contact method.
• Inquiry and project information: information included in contact forms, discovery forms, consultation notes, requests for proposals, project briefs, support requests, feedback, and other communications.
• Account and service information: login or administrative access details that you provide for websites, hosting accounts, domain registrars, analytics tools, advertising platforms, social media accounts, plugins, or other systems required to deliver the Services.
• Billing and transaction information: billing address, invoice information, payment status, transaction records, and limited payment-related information. Payment card details may be collected directly by a third-party payment processor and may not be stored by us.
• Website and technical information: IP address, browser type, device type, operating system, referring page, pages viewed, approximate location, dates and times of visits, interactions with the Website, cookie identifiers, and similar technical information.
• Marketing information: communication preferences, newsletter subscriptions, campaign interactions, and information about how you engage with our marketing.
• Client-provided content and data: text, images, video, documents, databases, customer information, and other material supplied to us for a project.
• Other information: information you voluntarily provide or that we are permitted or required by law to collect.

Please do not send us sensitive personal information, confidential credentials, health information, government identification numbers, or payment card details unless we have specifically requested the information and approved a secure method for providing it.

3. How We Collect Information

We may collect information:

• directly from you when you complete a form, contact us, request a quote, book a consultation, sign an agreement, make a payment, or use the Services;
• automatically through cookies, pixels, analytics tools, server logs, and similar technologies when you use the Website;
• from your employer, colleagues, authorized representatives, project partners, or service providers when reasonably necessary for a project;
• from third-party platforms that you authorize us to access, such as analytics, advertising, social media, hosting, domain, CRM, and project-management platforms; and
• from public sources, referrals, business directories, or professional networks where permitted by law.

4. How We Use Personal Information

We may use personal information for purposes that a reasonable person would consider appropriate in the circumstances, including to:

• respond to inquiries and schedule consultations;
• prepare proposals, quotes, contracts, invoices, and project plans;
• provide, administer, support, maintain, and improve the Services;
• communicate about projects, accounts, payments, renewals, security matters, and support requests;
• create and manage websites, hosting, domains, advertising campaigns, analytics, SEO, content, automations, and AI-enabled solutions;
• verify identity, authority, or account access where appropriate;
• process payments and maintain business, tax, and accounting records;
• understand Website usage, measure campaign performance, troubleshoot problems, and improve user experience;
• send newsletters, service updates, offers, or other commercial electronic messages where we have consent or are otherwise permitted by law;
• prevent fraud, misuse, security incidents, and unlawful activity;
• enforce our agreements and protect our legal rights; and
• comply with legal, regulatory, tax, insurance, and professional obligations.

If we wish to use personal information for a new purpose that is not reasonably related to a purpose described above, we will obtain additional consent where required.

5. Consent and Communication Preferences

We obtain consent in a form appropriate to the nature and sensitivity of the information and the circumstances. Consent may be express or implied where permitted by law. You may withdraw consent at any time, subject to reasonable notice and any legal or contractual restrictions. Withdrawal may affect our ability to provide some Services.

We send commercial electronic messages in accordance with Canada’s Anti-Spam Legislation (CASL). You may unsubscribe from marketing emails by using the unsubscribe link in the message or by contacting us. You may still receive transactional or service-related communications that are necessary for an active inquiry, project, account, or legal obligation.

6. Cookies and Similar Technologies

The Website may use cookies, pixels, tags, local storage, and similar technologies to:

• operate and secure the Website;
• remember preferences;
• understand traffic and visitor behaviour;
• measure the effectiveness of content and campaigns; and
• support advertising, remarketing, or conversion measurement where enabled.

These technologies may collect identifiers and technical information such as your IP address, device and browser information, pages viewed, referring URLs, and interactions with the Website.

Depending on the tools enabled on the Website, our service providers may include [Google Analytics 4, Google Ads, Google Tag Manager, Meta Pixel, Microsoft Clarity, LinkedIn Insight Tag, reCAPTCHA, Calendly, or another booking/form provider]. Those providers process information under their own terms and privacy policies and may combine information with other data they hold where permitted by law.

You can manage cookies through our cookie preference tool, where available, and through your browser settings. Blocking some cookies may affect Website functionality. Non-essential analytics or advertising technologies should be activated only in accordance with the consent choices presented on the Website.

7. When We Disclose Personal Information

We do not sell or rent personal information. We may disclose information in the following circumstances:

• Service providers: to hosting providers, cloud storage providers, email and communication platforms, analytics and advertising platforms, CRM and project-management systems, payment processors, accounting providers, security providers, domain registrars, subcontractors, and other suppliers that support our business or Services.
• Project collaborators: to employees, contractors, designers, developers, consultants, and other authorized collaborators who need the information to perform work and are subject to appropriate confidentiality obligations.
• Business transactions: in connection with a proposed or completed financing, merger, acquisition, sale, reorganization, or transfer of all or part of our business, subject to appropriate safeguards.
• Legal and safety purposes: where required or permitted by law, court order, subpoena, regulatory request, or legal process; to collect a debt; to investigate fraud or security incidents; or to protect rights, property, or safety.
• With your direction or consent: where you ask or authorize us to share information with a third party.

We require service providers to use personal information only for the purposes for which it is disclosed and to provide protections appropriate to the information, subject to applicable law.

8. Processing Outside Canada

Some of our service providers or their servers may be located outside British Columbia or Canada, including in the United States or other jurisdictions. As a result, personal information may be processed or stored outside Canada and may be accessible to courts, law-enforcement agencies, or regulators under the laws of those jurisdictions.

You may contact our Privacy Officer for information about our use of service providers outside Canada or the safeguards that apply.

9. Client Data and Account Access

To provide the Services, clients may give us access to websites, hosting environments, databases, analytics accounts, advertising accounts, social media accounts, domain registrars, CRMs, and other systems. We use such access only as reasonably necessary to perform authorized work, maintain security, comply with law, or exercise our contractual rights.

Clients are responsible for ensuring they have the authority and appropriate consents to provide personal information and account access to us. Clients remain responsible for their own privacy notices, consent mechanisms, data-handling practices, and legal compliance unless a written agreement expressly assigns a specific responsibility to us.

10. Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Policy and to meet legal, accounting, tax, security, dispute-resolution, and contractual requirements. Retention periods vary according to the type of information and the reason it was collected.

When personal information is no longer required, we will securely delete, destroy, or de-identify it, subject to technical limitations and lawful retention requirements. Information contained in backups may remain until the relevant backup is securely overwritten or deleted in accordance with our normal retention cycle.

11. Security

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information, which may include access controls, authentication, encryption in transit, secure hosting, backups, software updates, confidentiality obligations, and vendor controls.

No Internet transmission or storage system can be guaranteed to be completely secure. You are responsible for using secure passwords, protecting account credentials, limiting access to authorized users, and notifying us promptly of suspected unauthorized access.

12. Your Privacy Rights

Subject to applicable law, you may request:

• access to personal information we hold about you;
• information about how that information has been used and disclosed;
• correction of inaccurate or incomplete information; or
• withdrawal of consent or deletion of information where applicable.

We may need to verify your identity before responding. In limited circumstances, applicable law may permit or require us to refuse access, retain information, or charge a reasonable fee. If so, we will explain the reason, subject to legal restrictions.

To make a request, contact our Privacy Officer using the details below.

13. Children

The Website and Services are intended for businesses and adults and are not directed to children under 13. We do not knowingly collect personal information from children under 13 without appropriate consent. If you believe a child has provided us with personal information, please contact us so that we can take appropriate action.

14. Third-Party Websites and Services

The Website may contain links to third-party websites, embedded content, social media features, or external services. We do not control and are not responsible for their privacy, security, content, or practices. Review the privacy policies of those third parties before providing information to them.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, Services, or legal obligations. The revised Policy will be posted on this page with a new “Last updated” date. If a change is material, we may provide additional notice where appropriate or required by law.

16. Questions, Requests, and Complaints

Our designated Privacy Officer is responsible for overseeing compliance with this Policy and responding to privacy questions and complaints.

Privacy Officer
Rayan Digital Inc
Email: info@rayandigital.ca
Phone: (236) 838-8677
Mailing address: 175 14th St W North Vancouver, BC V7M 0E6 Canada

 

We will review and respond to privacy requests and complaints within the time required by applicable law. If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada, as applicable.