Privacy Policy

This policy explains what personal information we collect through arksystems.ca and in the course of our work, why we collect it, who processes it on our behalf, and how you can access or correct it. It applies to this website and to our dealings with clients and prospective clients.

ArkSystems is operated by FoodyGuru Inc., a company incorporated in British Columbia. In this policy, “we” and “us” mean FoodyGuru Inc. operating as ArkSystems.

1. Information you give us

When you email us. Your email address, your name if you give it, and whatever you write. We use it to answer you.

When you book a call. Your name, email address, the time you select, and anything you enter in the booking notes. This is collected through Cal.com, our booking provider, and is used to hold the appointment and prepare for the conversation.

Contact form enquiries. When you write to us through the contact form on our Contact page, we receive your name, your business name if you give it, your email address and your message. We use it to answer you and for nothing else. We do not add you to a mailing list, and we do not sell, rent or share it. Submissions are received and held by Netlify, which already hosts this website. We keep enquiries as part of our business records, in the same way we keep email correspondence. You can ask us to delete yours at any time.

When you complete one of our forms. Our qualification and workshop preparation forms ask about your business, your processes, the software you use and the people involved. We use that information to determine whether we can help you, and to prepare properly if we can. These forms are hosted on Google Workspace.

When you become a client. In the course of an engagement we may be given access to business information, systems and documents, and — depending on the work — to records that contain personal information about your own clients, customers or staff. What we do with that access, and what we keep afterwards, is set out on our Data Handling page and governed by our engagement agreement.

2. Information collected automatically

Server logs. Our website is hosted by Netlify. Their servers record standard technical information about requests, including IP address, browser type and the pages requested. This is a normal function of web hosting and is used for delivery, security and troubleshooting. It happens on every visit, because without it the site cannot be served to you.

Booking. Our booking tool is provided by Cal.com, and the script that opens it loads from Cal.com’s servers whenever you open a page on this site. That means Cal.com receives the same standard technical information described above from every page you open here, whether or not you book anything. What booking a call sends them is described in section 1.

Analytics. We use Google Analytics to count visits and to see which pages are read and which buttons are used. It loads on every page, for every visitor, and it is not something you can switch off on this site. It sets cookies that give your browser an identifier, so that repeat visits are recognised as the same browser. It tells us how the site performs. We do not use it to identify you, and we do not send it your name, your email address, or anything you type. If you would rather it did not run, your browser’s own privacy settings will stop it, as will Google’s opt-out browser add-on.

Advertising and session recording — only if you agree. We use the Meta Pixel to measure our advertising, and Microsoft Clarity to record how pages are scrolled and clicked so that we can see where the site is confusing. Neither of them loads until you press Accept on the cookie notice. If you never answer it, neither one runs. You can turn both off again at any time in Cookie settings, and the cookies they have already set are deleted when you do.

What session recording captures. Microsoft Clarity records mouse movement, scrolling and clicks. Text typed into input boxes is masked and is never recorded. That includes every field on our contact form: your name, your business name, your email address and your message are masked as you type them, and the text does not reach Microsoft. The booking form is provided by Cal.com inside a separate frame, which session recording cannot see into.

Named on the notice, but not running. Our cookie notice also names LinkedIn and Google Ads. Neither is installed on this site today. They are named because we expect to use them to measure advertising, and we would rather tell you before than afterwards. If either one starts running, it will run under the advertising setting you have already chosen, and it will be named here as well.

Your fonts and your choice. Our fonts are served from our own domain rather than from a font provider. Your answer to the cookie notice is stored in your own browser and nowhere else; we keep no record of it on our systems.

3. Why we collect it

We collect personal information for these purposes and no others:

• To answer enquiries and correspond with you
• To schedule and prepare for calls and meetings
• To assess whether our services suit your business, and to scope, price and deliver work
• To perform our contract with you, including invoicing and record-keeping
• To meet legal, tax and accounting obligations

We do not sell personal information. We do not rent, trade or otherwise disclose it for anyone else’s marketing purposes.

4. Consent

You give consent by providing your information. When you email us, book a call or complete a form, you consent to us using that information for the purpose it was given.

Cookies. Analytics cookies are set on every visit, and they are not covered by the choice we ask you for — see section 2 for what stops them. Advertising and session recording cookies are set only after you press Accept on the cookie notice. You can withdraw that at any time in Cookie settings, and the cookies already set for those two purposes are deleted when you do.

Commercial email. We may send you commercial electronic messages where Canada’s Anti-Spam Legislation permits it — for example, where you have asked to hear from us, or where an existing business relationship applies. Every such message identifies us, gives our contact information, and includes a way to unsubscribe that works. If you unsubscribe, we keep a record of that request so we do not contact you again.

You can withdraw consent at any time, subject to legal and contractual restrictions and reasonable notice. Write to us at the address in section 11. Withdrawing consent may mean we can no longer provide a service.

5. Service providers, and where your information is processed

We use a small number of third-party providers to operate. Each processes information only for the purpose we engage it for.

These providers store and process information outside Canada, principally in the United States. While personal information is held in another country, it is subject to that country’s laws and may be accessible to that country’s courts, law enforcement and national security authorities under those laws. We use providers we consider reputable and require them to protect information to a comparable standard, but we cannot exclude that access.

How long session recordings are kept. Microsoft Clarity keeps a recording for 30 days. Two kinds are kept for up to nine months: recordings we mark as favourites, and a sample of recordings that Microsoft selects at random. Heat maps, which show where visitors clicked and how far they scrolled, are also kept for up to nine months.

If your business cannot accept processing outside Canada, tell us before an engagement begins. It affects which tools we can use to deliver the work, and it is a normal thing to require.

6. What we do not do

We do not sell, rent or trade personal information.

We do not add you to a marketing list because you emailed us, booked a call, or downloaded something.

We do not use your business information, your documents, or anything we see during an engagement to train AI models.

Where a build uses third-party AI providers, we name them — and the tier — in writing before anything is connected, together with what their terms say about how inputs are handled. Their terms are theirs, and they change; what we commit to is that you see them before you decide, not afterwards.

7. How long we keep it

Enquiries that don’t become work. Emails, contact form submissions, booking records and prospect notes are kept as part of our business records, in the same way we keep email correspondence. We don’t run a deletion schedule for them. You can ask us to delete yours at any time, and we will.

Client records. Contracts, statements of work, proposals, requirements documents, workshop documents and invoices are kept for the length of the relationship and for six years after the end of the tax year they relate to, because Canadian tax law requires business records to be retained for that period.

Your operational data — we don’t keep it. Anything given to us to examine, test with or build against is working material, not a record. It is deleted within 90 days of the engagement closing. We do not retain client operational data after an implementation. Nothing of yours sits on our systems once the work is done.

Website analytics. Google Analytics keeps the visit records it collects for 14 months. Session recordings are covered in section 5.

Unsubscribe records are kept indefinitely, because that is what makes an unsubscribe permanent.

8. Safeguards

We protect personal information with measures appropriate to how sensitive it is: access limited to those who need it, multi-factor authentication on accounts that hold client information, encryption in transit, and removal of access when an engagement ends.

No system is perfectly secure, and we do not claim otherwise. If a breach occurs that creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as the law requires.

9. Your rights

You can ask us what personal information we hold about you, ask for a copy, and ask us to correct anything inaccurate. Write to the address in section 11.

We will respond within 30 days. If we need longer, we will tell you why and when to expect a response. If we cannot give you access, we will explain the reason.

If you are not satisfied with how we have handled your information, you may complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca, or to the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.

10. Children

This website is intended for businesses. We do not knowingly collect personal information from anyone under the age of majority.

11. Contact

Questions about this policy, or requests for access or correction:

We do not publish a mailing address. A monitored email address is the contact route, and we will supply anything further on request.

12. Changes to this policy

We update this policy when what we do changes. The effective date at the top shows when it last changed. Material changes affecting existing clients will be communicated directly rather than by quietly editing this page.