Privacy Policy

 
Virtual Staging Ottawa (collectively referred to in this Privacy Policy as “we”, “us” or “our”) respects your privacy and is committed to protecting personal information entrusted to us.
This Privacy Policy explains how we collect, use, disclose, store, protect, and retain personal information when you visit our website, communicate with us, create an account, purchase our services, upload images, or otherwise interact with our virtual staging and related services (collectively, the “Services”).
This Privacy Policy applies primarily to our operations in Ontario, Canada.
By using our website or Services, you acknowledge that you have read and understood this Privacy Policy.
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1. Who We Are
Virtual Staging Ottawa
Ontario, Canada
Email: daniel@virtualstagingottawa.com
Website: virtualstagingottawa.com
For privacy-related questions, requests, or concerns, please contact us using the information above.
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2. What Is Personal Information?
For the purposes of this Privacy Policy, “personal information” generally means information about an identifiable individual.
Depending on how you interact with us, this may include information such as:
• Name;
• Business name;
• Job title;
• Email address;
• Telephone number;
• Billing information;
• Business address;
• Mailing address;
• Account information;
• Login information;
• Communications with us;
• Service orders and transaction history;
• IP address;
• Device and browser information;
• Website usage information;
• Information contained in uploaded photographs where individuals are identifiable;
• Information you voluntarily provide to us.
We generally do not require sensitive personal information to provide virtual staging services.
Please do not upload sensitive personal information unless it is reasonably necessary for the Services and you have appropriate authorization to do so.
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3. Information We Collect
We may collect personal information directly from you when you:
• Contact us;
• Request a quotation;
• Create an account;
• Purchase our Services;
• Upload property photographs;
• Submit project instructions;
• Request revisions;
• Communicate with our team;
• Subscribe to marketing communications;
• Complete a form on our website;
• Participate in a survey or promotion;
• Make a payment; or
• Otherwise interact with us.
We may also collect certain information automatically when you use our website.
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4. Property Photographs and Uploaded Content
Our virtual staging Services require Clients to upload photographs or other visual materials of properties.
Uploaded materials may contain:
• Interior or exterior photographs;
• Rooms and furnishings;
• Property features;
• Landscaping;
• Addresses or other visible property information;
• Personal possessions;
• Individuals who happen to appear in photographs;
• Other information contained within an image.
The Company processes uploaded materials for the purpose of providing the requested Services.
Clients are responsible for ensuring that they have the appropriate rights, permissions, consents, and legal authority to upload photographs and other materials to our Services.
If a photograph contains an identifiable person, the Client should ensure that appropriate consent has been obtained where required by applicable law.
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5. AI-Assisted Image Processing
Our Services may use artificial intelligence (“AI”), machine-learning systems, image-generation technology, image-editing technology, and related third-party technology to create virtual staging images.
When you submit an image for virtual staging, the image and associated instructions may be processed by our technology infrastructure and, where necessary, third-party technology providers that assist us in providing the Services.
Depending on the technology used, information may be processed automatically to:
• Identify visual characteristics;
• Understand image content;
• Generate or modify visual elements;
• Place virtual furniture;
• Modify colors or décor;
• Enhance image quality;
• Create virtual staging images;
• Perform image-processing functions;
• Produce the requested final output.
We do not use Client property photographs for unrelated purposes merely because they have been submitted to us.
Where third-party AI providers are used, information may be processed according to the applicable agreements and privacy practices governing those providers.
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6. How We Use Personal Information
We may collect, use, and process personal information for purposes including:
Providing Services
To:
• Process virtual staging projects;
• Process uploaded photographs;
• Generate requested images;
• Manage projects;
• Communicate with Clients;
• Provide revisions;
• Deliver completed images;
• Provide customer support.
Business Administration
To:
• Create and manage Client accounts;
• Process payments;
• Issue invoices;
• Maintain business records;
• Manage subscriptions or service packages;
• Prevent fraud and misuse;
• Maintain security.
Communications
To:
• Respond to inquiries;
• Provide project updates;
• Communicate about orders;
• Respond to support requests;
• Send administrative notices.
Marketing
Where permitted by applicable law, we may use contact information to send information about:
• New Services;
• Promotions;
• Special offers;
• Educational content;
• Industry information;
• Company news.
You may unsubscribe from marketing communications at any time using the unsubscribe mechanism provided in the communication or by contacting us.
Website Improvement
We may use information to:
• Analyze website usage;
• Improve website functionality;
• Improve our Services;
• Diagnose technical problems;
• Understand general user behaviour;
• Improve user experience.
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7. Legal Basis and Consent
Depending on the circumstances, we may collect, use, or disclose personal information with your consent or where otherwise permitted or required by applicable Canadian privacy law.
Consent may be express or, where permitted by law, implied.
For example, when you voluntarily submit your contact information to request a quotation, you may reasonably expect us to use that information to respond to your request.
Where required by law, we will obtain express consent before collecting, using, or disclosing personal information for purposes that are not reasonably necessary for providing the requested Services.
You may withdraw consent, subject to legal or contractual restrictions and reasonable notice.
Withdrawing consent may affect our ability to provide certain Services.
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8. Payment Information
If you purchase our Services, payment transactions may be processed by third-party payment processors.
We generally do not need to store complete credit-card numbers on our own systems.
Payment information may be collected and processed directly by the applicable payment provider in accordance with its own privacy policy and security practices.
We may retain transaction information such as:
• Client name;
• Invoice number;
• Amount paid;
• Date of payment;
• Payment status;
• Transaction reference.
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9. Service Providers and Third Parties
We may use trusted third-party service providers to operate our business and provide the Services.
These providers may include:
• Cloud hosting providers;
• AI and image-processing providers;
• Payment processors;
• Website hosting providers;
• Email providers;
• Customer relationship management systems;
• Analytics providers;
• File storage providers;
• Security providers;
• Information technology providers.
We only provide third parties with information reasonably necessary for them to perform their services for us, subject to applicable contractual and legal requirements.
We do not sell personal information to third parties as a business practice.
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10. International Processing
Some of our service providers or technology providers may operate outside Canada.
As a result, personal information may be processed or stored in Canada or other countries, including countries where our technology or service providers maintain infrastructure.
Information processed outside Canada may therefore be subject to the laws of the jurisdiction in which it is processed.
Where appropriate, we take reasonable contractual, technical, and organizational measures to protect personal information when using third-party service providers.
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11. Cookies and Similar Technologies
Our website may use cookies, pixels, tags, analytics technologies, and similar technologies.
These technologies may be used to:
• Keep our website functioning;
• Remember preferences;
• Understand website traffic;
• Analyze website performance;
• Improve user experience;
• Detect security issues;
• Measure advertising or marketing performance.
Cookies may be:
• Essential cookies;
• Functional cookies;
• Analytics cookies;
• Advertising or marketing cookies.
You may be able to control cookies through your browser settings.
Disabling certain cookies may affect the functionality of our website.
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12. Analytics
We may use analytics services to understand how visitors use our website.
Analytics information may include:
• IP address;
• Browser type;
• Device type;
• Operating system;
• Pages visited;
• Approximate geographic information;
• Referral source;
• Time spent on pages;
• General website activity.
Analytics information is generally used in aggregated or statistical form to improve our website and Services.
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13. Marketing Communications
Where permitted by applicable law, we may send electronic communications about our Services.
Marketing communications may include:
• Email newsletters;
• Service announcements;
• Promotions;
• Educational content;
• Offers;
• Company updates.
You may unsubscribe from marketing communications at any time.
Unsubscribing from marketing communications will not necessarily stop important transactional or service-related communications.
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14. Real Estate and Home Builder Clients
Our Services are often provided to:
• Realtors;
• Real estate brokerages;
• Home builders;
• Developers;
• Property marketers;
• Property management businesses.
Where a business Client uploads property photographs containing information relating to its customers, employees, contractors, property owners, tenants, or other individuals, the Client is responsible for determining whether it has the appropriate authority and permissions to provide those materials to us.
Where applicable, the Client may act as the organization responsible for determining the purposes for which personal information is collected and used, while our Company acts as a service provider processing information on the Client’s behalf.
The parties may enter into additional privacy or data-processing terms where appropriate.
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15. Accuracy of Information
We rely on Clients to provide accurate and up-to-date personal information.
If your information changes, please contact us so that we can update our records where appropriate.
You should also notify us if information previously provided to us was submitted incorrectly.
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16. Retention of Personal Information
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, comply with legal and accounting requirements, resolve disputes, enforce agreements, and protect our legitimate business interests.
Uploaded property photographs and generated virtual staging images may be retained for a limited period to:
• Complete projects;
• Provide revisions;
• Provide customer support;
• Maintain project records;
• Resolve disputes;
• Meet contractual or legal obligations.
The specific retention period may vary depending on the type of information and the nature of the Client relationship.
When personal information is no longer reasonably required, we will take reasonable steps to securely delete, destroy, or anonymize it, subject to applicable legal requirements and legitimate business needs.
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17. Security
We take reasonable administrative, technical, and physical safeguards to protect personal information against:
• Unauthorized access;
• Unauthorized disclosure;
• Loss;
• Theft;
• Modification;
• Misuse;
• Destruction.
Security measures may include:
• Access controls;
• Password protection;
• Authentication controls;
• Encryption where appropriate;
• Secure cloud infrastructure;
• Employee and contractor access restrictions;
• Security monitoring;
• Data minimization practices.
However, no Internet transmission or electronic storage system can be guaranteed to be completely secure.
We cannot guarantee absolute security of information transmitted to or through our Services.
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18. Data Breaches and Security Incidents
If we become aware of a security breach involving personal information, we will assess the incident and take reasonable steps in accordance with applicable privacy laws.
Where required by law, we will notify affected individuals and/or the applicable privacy regulator.
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19. Access to Personal Information
Subject to applicable law, you may request access to personal information about you that is in our custody or control.
You may also request information regarding:
• The purposes for which your information was collected;
• How your information is being used;
• Certain third parties to whom your information has been disclosed.
Requests should be submitted using the contact information provided in this Privacy Policy.
We may require sufficient information to verify your identity before responding to an access request.
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20. Correction of Personal Information
If you believe that personal information we hold about you is inaccurate or incomplete, you may request that it be corrected.
We will take reasonable steps to investigate and correct inaccurate information where appropriate.
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21. Withdrawal of Consent
Where our collection, use, or disclosure of personal information is based on consent, you may withdraw your consent, subject to legal or contractual restrictions and reasonable notice.
A withdrawal of consent may affect our ability to provide certain Services.
For example, if you request that we delete photographs required to complete an active virtual staging project, we may be unable to complete that project.
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22. Privacy Requests
To submit a privacy request, please contact:
Email: daniel@virtualstagingottawa.com
Please include sufficient information for us to understand and process your request.
We may ask you to verify your identity before providing access to personal information or making changes to an account.
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23. Complaints
If you have a concern about how we handle personal information, we encourage you to contact us first so that we can investigate and attempt to resolve the matter.
You may submit a privacy complaint by contacting our Privacy Officer at:
daniel@virtualstagingottawa.com
We will review complaints and take reasonable steps to investigate and respond.
If you are not satisfied with our response, you may have the right to contact the privacy regulator with jurisdiction over the matter.
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24. Children’s Privacy
Our Services are intended primarily for businesses and adults.
We do not knowingly collect personal information from children for the purpose of providing our Services.
If you believe that a child has provided personal information to us without appropriate consent, please contact us so that we can investigate and take appropriate action.
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25. Third-Party Websites
Our website may contain links to websites operated by third parties.
We are not responsible for the privacy practices, security, content, or policies of third-party websites.
We encourage you to review the privacy policy of any third-party website before providing personal information.
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26. Social Media
We may maintain social media profiles or use social media platforms for marketing and communication.
Interactions with our social media accounts may be subject to the privacy policies and terms of the applicable social media platform.
We may receive information that you voluntarily provide through those platforms.
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27. Business Transfers
If our Company is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or other corporate transaction, personal information may be transferred as part of the transaction where permitted by law.
Any such transfer will be subject to applicable privacy laws and reasonable safeguards.
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28. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect:
• Changes to our Services;
• Changes to technology;
• Changes to privacy practices;
• Changes to applicable laws;
• Changes to our business operations.
The updated Privacy Policy will be posted on our website with a revised “Last Updated” date.
We encourage you to periodically review this page.
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29. Contact Us
If you have questions, concerns, requests, or complaints regarding this Privacy Policy or our privacy practices, please contact:
Email: daniel@virtualstagingottawa.com
Website: virtualstagingottawa.com
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30. Acknowledgement
By using our website or Services, you acknowledge that you have had an opportunity to review this Privacy Policy.
Where consent is required by applicable law, we will obtain consent in accordance with the applicable legal requirements.
Effective Date: Jun 12, 2026
Last Updated: Aug 25, 2026