Privacy Policy
Effective Date: September 2, 2026
Last Updated: September 2, 2026
Orchids Group respects your privacy and is committed to protecting the personal information entrusted to us.
This Privacy Policy explains how Orchids Group collects, uses, communicates, retains, protects, and manages personal information when you visit our website, contact us, request services, or otherwise interact with us.
This policy is intended to provide clear and transparent information about our privacy practices and is designed with applicable Canadian and Quebec privacy requirements in mind, including Quebec's privacy legislation.
1. Who We Are
Orchids Group is a creative, branding, marketing, and digital services business operating in Quebec, Canada. For privacy-related questions or requests, you may contact us using the information provided at the end of this policy.
2. What Personal Information We Collect
Depending on how you interact with Orchids Group, we may collect information such as:
Contact Information
Name;
Email address;
Telephone number;
Company name;
Business address.
Project Information
Project requirements;
Business information;
Branding information;
Marketing objectives;
Design preferences;
Files and materials you voluntarily provide.
Communications
We may retain information contained in emails, contact forms, consultations, proposals, and other communications with us.
Technical Information
When you visit our website, certain technical information may be collected automatically, such as:
IP address;
Browser type;
Device type;
Operating system;
Pages visited;
Approximate geographic information;
Date and time of visits;
Referring website;
Website interaction information.
The information actually collected depends on the technologies and third-party services active on our website.
3. How We Collect Information
We may collect personal information when you:
Submit a contact form;
Request a quote;
Request a consultation;
Purchase or request a service;
Communicate with us by email;
Communicate with us by telephone;
Subscribe to marketing communications;
Interact with our website;
Provide information during a project.
We may also receive information through third-party platforms used to communicate with you or deliver our services.
4. Why We Collect Personal Information
We collect and use personal information only for purposes that are reasonable and appropriate in the circumstances. These purposes may include:
Responding to inquiries;
Preparing quotations;
Providing requested services;
Managing client relationships;
Communicating about projects;
Processing payments;
Managing accounts and records;
Improving our website;
Improving our services;
Sending requested marketing communications;
Preventing fraud or misuse;
Maintaining website security;
Meeting legal and regulatory obligations.
Quebec privacy rules emphasize transparency about the purposes for which personal information is collected and used.
5. Consent
Where required by applicable law, Orchids Group will obtain appropriate consent before collecting, using, or communicating personal information. Depending on the circumstances, consent may be:
Express;
Implied where legally permitted;
Given electronically;
Withdrawn subject to legal or contractual limitations.
When personal information is collected, we will provide information about the purposes for which it is being collected where required.
6. Marketing Communications
If you voluntarily subscribe to receive marketing communications from Orchids Group, we may send you information such as:
Promotions;
New services;
Marketing tips;
Company updates;
Special offers;
Events.
You may unsubscribe from marketing communications at any time using the unsubscribe mechanism provided in the communication or by contacting us. Unsubscribing from marketing communications does not necessarily prevent us from sending essential transactional or service-related communications.
7. Cookies and Similar Technologies
Our website may use cookies and similar technologies. These technologies may help us:
Keep the website functioning;
Understand website usage;
Improve website performance;
Remember preferences;
Measure marketing effectiveness;
Analyze visitor behavior.
The specific cookies used depend on the technologies installed on the website. You can manage cookies through your browser settings. Disabling certain cookies may affect website functionality.
8. Analytics and Third-Party Technologies
Orchids Group may use third-party services for purposes such as:
Website analytics;
Advertising;
Website hosting;
Email communications;
Forms;
Scheduling;
Payment processing;
Customer relationship management;
AI-assisted services.
Third-party providers may process information according to their own privacy policies.
Where required by applicable Quebec privacy law, Orchids Group will take appropriate measures when personal information is communicated outside Quebec. Quebec's framework specifically includes rules concerning communications of personal information outside Quebec and privacy impact assessments in certain circumstances.
9. AI and Personal Information
Orchids Group may use artificial intelligence tools as part of certain business and creative processes. We will take reasonable measures to avoid unnecessarily submitting personal or confidential client information to AI systems. Where AI tools are used, information may be processed by third-party providers according to their applicable terms and privacy practices. Clients should avoid submitting sensitive personal information unless specifically requested and appropriate safeguards have been established.
10. Sharing Personal Information
Orchids Group does not sell personal information. We may communicate personal information to service providers where reasonably necessary to operate our business or provide requested services. Examples may include:
Website hosting providers;
Email providers;
Cloud-storage providers;
Payment processors;
Website and analytics providers;
Professional advisors;
Technology providers;
Contractors or service providers working on a project.
We may also disclose information where required or authorized by applicable law.
11. Retention of Personal Information
Orchids Group retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, meet contractual requirements, resolve disputes, maintain business records, and satisfy legal obligations. When personal information is no longer required, it will be securely deleted, destroyed, or anonymized where appropriate and legally permissible. Quebec's privacy framework includes obligations concerning the destruction of personal information once the purposes for which it was collected have been fulfilled, subject to applicable requirements.
12. Security
Orchids Group takes reasonable administrative, technical, and organizational measures to protect personal information against:
Unauthorized access;
Loss;
Theft;
Disclosure;
Modification;
Misuse;
Destruction.
However, no method of transmission or electronic storage can be guaranteed to be completely secure.
13. Privacy Incidents
If Orchids Group becomes aware of a confidentiality incident involving personal information, we will assess the incident and take appropriate measures in accordance with applicable law. Where required, Orchids Group will notify affected individuals and the appropriate regulatory authority. Quebec's Law 25 includes specific obligations relating to confidentiality incidents, including maintaining an incident register and notifying the Commission and affected individuals where an incident presents a serious risk of harm.
14. Your Privacy Rights
Subject to applicable legal limitations, you may have rights relating to your personal information, including the right to:
Request access to personal information we hold about you;
Request correction of inaccurate information;
Withdraw consent where applicable;
Request information about how your personal information is handled;
Request deletion or destruction where legally applicable;
Exercise other rights provided by applicable privacy legislation.
Requests should be submitted in writing using the contact information below.
15. Privacy Officer
Orchids Group designates a person responsible for the protection of personal information.
Person responsible for privacy:
Monica Albuquerque
Title: Privacy Officer / Person Responsible for the Protection of Personal Information
Email: monica@orchidsgroup.ca
Quebec's Law 25 requires businesses to designate a person responsible for protecting personal information and publish that person's title and contact information.
16. How to Submit a Privacy Request
To submit a privacy-related request, please email: monica@orchidsgroup.ca
Please include:
Your name;
Your contact information;
The nature of your request;
Sufficient information to help us identify the relevant records.
We may need to verify your identity before providing access to personal information.
17. Children
Our website and services are primarily intended for businesses, professionals, entrepreneurs, and adults. We do not knowingly collect personal information from children except where permitted and appropriate under applicable law. If you believe that a child has provided personal information to us, please contact us.
18. External Websites
Our website may contain links to third-party websites. Orchids Group is not responsible for the privacy practices, security, or content of external websites. We encourage you to review the privacy policies of third-party websites before providing personal information.
19. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect:
Changes to our services;
Changes to technology;
Changes to our privacy practices;
Changes to legal requirements.
When significant changes are made, we will provide an appropriate notice where required. The updated policy will include a new Last Updated date.
20. Contact Us
For questions, concerns, or requests relating to privacy:
Orchids Group
Montreal, Quebec, Canada
Privacy Officer: Monica Albuquerque
Email: monica@orchidsgroup.ca
Website: orchidsgroup.ca