Short version: we collect what we need to run your account and deliver your services, we never sell personal information, and payments are handled by our payment processors, so we never see or store your full card number.
Who we are
Versatile Global Media is a trade name of Versatile Synergy Capital Corp., a Canadian company based in Ontario ("VGM", "we", "us"). We are responsible for personal information collected through our website and client portal, and we handle it in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
Information we collect
When you visit our website
- Information you send us: your name, email, phone number and message when you email, call, or contact us.
- Booking a call: our booking calendar is provided by Calendly. Details you enter there (name, email, meeting time, answers) are collected by Calendly and shared with us.
- Basic technical data: like any website, our hosting provider receives standard request data (IP address, browser type, pages requested) to deliver and secure the site.
- How visitors use the site: we use Microsoft Clarity to understand how people use our website, through clicks, scrolling, heatmaps and session replays. Clarity uses cookies and masks text you type into forms. You can block it with your browser's cookie or tracking settings. This applies to our public website only, not the client portal.
- Website statistics: we use Google Analytics on our public website to count visits and see which pages are popular and where visitors come from. It uses cookies; you can opt out with your browser settings or Google's opt-out add-on.
When you use the client portal
- Account details: name, business name, email address, phone number, job title, and an optional profile photo.
- Sign-in: your password is handled by our authentication provider (Google Firebase Authentication). We never see or store your password.
- Billing: invoices, subscription and payment status, and billing contact details. Card and bank details are entered directly with our payment processors (Stripe or Helcim) and are never stored by us.
- Contracts and e-signatures: when you review or sign an agreement, we record your typed name, title, signature image, email address, IP address, and the time of each step (sent, viewed, signed). This audit trail is what makes the electronic signature verifiable.
- Support and communication: tickets, messages, attachments, and notes you send us through the portal.
- Your website's performance data: if you give us access, we display reports from your Google Analytics and Google Search Console properties, plus speed and uptime checks of your website. These are aggregated reports about your site's traffic, not data about you personally.
- Device storage: the portal saves a sign-in session and your display preferences (such as theme) in your browser's local storage. We do not use advertising or cross-site tracking cookies.
How we use it
- To provide, maintain, and support the services you have engaged us for.
- To create and secure your portal account and confirm it's you when you sign in.
- To prepare and send invoices, process payments, and keep financial records.
- To prepare, send, and keep a record of contracts and electronic signatures.
- To respond to questions and support requests, and to send service notices (for example, invoice reminders or contract updates).
- To protect our systems, prevent fraud, and meet legal, tax, and accounting obligations.
We only use personal information for the purposes it was collected for, or as permitted or required by law. If we want to use it for something new, we'll ask first.
Where your information is stored
Some of our service providers store or process information outside Canada, including in the United States. While it's there, it may be accessible to authorities in that country under local law. We choose providers with strong security and privacy commitments.
How long we keep it
We keep account information for as long as you're a client and for a reasonable period afterwards. Invoices, payment records, and signed contracts (with their audit trails) are kept for at least seven years to meet Canadian tax and legal record-keeping requirements. When information is no longer needed, we delete or anonymize it.
How we protect it
- All traffic to our website and portal is encrypted with HTTPS.
- Portal sign-in runs through Firebase Authentication. Passwords are never stored in our database.
- Database and file access rules mean each client can only reach their own records, and admin tools are limited to authorized VGM staff.
- Payment card data never touches our servers.
No system is perfectly secure. If a breach creates a real risk of significant harm to you, we will notify you and the Privacy Commissioner of Canada as required by law.
Your customers' data
When we build or host a website for a client, information that site collects from its own visitors (contact forms, AI assistant chats, bookings, and so on) belongs to that client. We process it on the client's behalf, and the client's own privacy policy applies. Please contact that business directly with questions about their site.
Your choices and rights
- Access and correction: ask what personal information we hold about you and have it corrected. Most account details can be updated directly in the portal under Settings.
- Withdraw consent: you can withdraw consent at any time, subject to legal or contractual limits. Some services can't be provided without certain information, and we'll explain what that means for you.
- Deletion: ask us to delete information we no longer need to keep.
- Complaints: if you're not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada.
We respond to requests within 30 days.
Children
Our services are for businesses. We don't knowingly collect personal information from anyone under 16.
Changes to this policy
We may update this policy as our services change. The effective date at the top always shows the latest version. If we make significant changes, we'll let portal clients know by email or in the portal.
Contact us
Questions or requests about your privacy can go to our privacy contact:
Versatile Synergy Capital Corp. (Versatile Global Media)
Email: info@versatileglobalmedia.com
Phone: 519-444-4662
Ontario, Canada