Privacy Policy
Privacy Policy
Keerthi Kalaivanan | IT Technician & Digital Services Specialist
Effective Date: March 16, 2026
This Privacy Policy explains how personal information is collected, used, stored, and protected when you use this website or engage services including IT Support & Repair, Web Development, Digital Marketing, and Video Editing.
By using this website or engaging these services, you agree to the collection and use of information as described in this policy.
1. Information I Collect
I collect different types of information depending on how you interact with me and what services you request.
1.1 Information You Provide Directly
- Full name and contact details such as email address, phone number, and mailing address
- Business name and details for small business clients
- Payment information processed securely through third-party payment providers. I do not store card details.
- Details about your technical issue, project requirements, or service request
- Login credentials or account access you voluntarily share for the purpose of service delivery
- Files, documents, photos, or videos submitted for editing, web development, or digital marketing work
- Communications sent through email, contact forms, or messaging platforms
1.2 Information Collected Automatically
- IP address and browser type when visiting my website
- Pages visited, time spent on site, and referring URLs
- Device type and operating system
- Cookie data and session identifiers
1.3 Information from Third Parties
- Referrals from other clients or partner businesses
- Publicly available business information such as LinkedIn or Google Business details
- Analytics data from tools such as Google Analytics
2. How I Use Your Information
Your information is used only for legitimate business purposes related to service delivery, operations, communication, and improvement.
2.1 Service Delivery
- Diagnosing and repairing hardware and software issues
- Designing, developing, and maintaining websites
- Creating and managing marketing campaigns and social media content
- Editing and producing video content
- Communicating project updates, timelines, and deliverables
2.2 Business Operations
- Processing payments and issuing invoices
- Maintaining service and warranty records
- Scheduling appointments and follow-up support
- Verifying identity for secure account access
2.3 Communication
- Responding to enquiries and support requests
- Sending service updates, appointment reminders, and receipts
- Notifying you of changes to services, pricing, or this Privacy Policy
2.4 Improvement & Analytics
- Analysing website traffic to improve user experience
- Understanding which services are most in demand
- Improving service quality based on client feedback
3. Legal Basis for Processing (GDPR / PIPEDA)
- Contractual necessity to deliver the services you have requested
- Legitimate interests to operate and improve the business
- Consent where you have explicitly agreed, such as marketing emails
- Legal obligation where required to comply with applicable law
4. Data Sharing and Disclosure
I do not sell, rent, or trade personal information. Data is shared only where needed to deliver services or comply with legal requirements.
4.1 Service Providers
I may share limited data with trusted third-party tools and platforms necessary to deliver services, including:
- Payment processors such as PayPal, Stripe, or Square for billing purposes only
- Cloud storage providers such as Google Drive or Dropbox for secure file exchange
- Project management tools such as Notion or Trello for internal workflow only
- Email and communication platforms such as Gmail or Zoom for client communication
- Marketing platforms such as Mailchimp or Meta Ads only with your consent
4.2 Legal Requirements
I may disclose personal information if required by law, court order, or government authority, or if I believe disclosure is necessary to protect the rights, property, or safety of myself, my clients, or others.
4.3 Business Transfer
If the business is sold or transferred, client data may form part of the transferred assets. You will be notified in advance of any such transfer where required.
5. Data Retention
Personal information is retained only as long as necessary to fulfil the purposes outlined in this policy, or as required by law.
- Client project files and communications: up to 2 years after project completion
- Financial and invoice records: 7 years as required by Canadian tax law
- IT service and repair records: 1 year
- Website analytics data: up to 14 months
- Marketing consent records: until consent is withdrawn
When retention periods expire, data is securely deleted or anonymised.
6. Data Security
I take the security of personal data seriously and use appropriate technical and organisational safeguards, including:
- Encrypted storage for sensitive files and client credentials
- Secure, password-protected access to business accounts and devices
- Two-factor authentication on key platforms
- Regular software updates and security patches
- Confidential handling of login credentials shared for service purposes
- Secure deletion of client data upon request or after the retention period
While I take reasonable precautions, no method of data transmission or storage is completely secure. If a data breach affects your information, I will notify affected clients in accordance with applicable law.
7. Cookie Policy
This website may use cookies and similar tracking technologies to improve browsing experience and gather usage statistics.
7.1 Types of Cookies Used
- Essential cookies required for the website to function properly
- Analytics cookies to understand how visitors use the site
- Preference cookies to remember settings and choices
7.2 Your Cookie Choices
You can manage cookies through your browser settings. Disabling certain cookies may affect how the website functions. By continuing to use the site, you consent to the use of cookies as described in this policy.
8. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Right to access the personal information I hold about you
- Right to correction of inaccurate or incomplete data
- Right to deletion, subject to legal obligations
- Right to withdraw consent for marketing communications at any time
- Right to data portability
- Right to object to processing for certain purposes
To exercise any of these rights, contact me using the details below. I will respond to requests within 30 days.
9. Children's Privacy
Services are not directed at children under 13, and I do not knowingly collect personal information from children. If you believe a child has provided personal information without parental consent, please contact me and I will take steps to delete it.
10. Third-Party Links
This website may contain links to third-party websites such as social media profiles, tool references, or partner sites. I am not responsible for the privacy practices of those websites. Please review their privacy policies before providing personal information.
11. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect changes in services, legal requirements, or business practices. When updates are made, the effective date at the top of this page will be revised.
For significant changes, active clients may be notified by email. Continued use of services after changes are posted constitutes acceptance of the updated policy.
12. Contact Information
If you have questions, concerns, or requests relating to this Privacy Policy or how personal data is handled, please contact:
Name: Keerthi Kalaivanan
Business: Keerthi Kalaivanan | IT Technician & Digital Services Specialist
Location: London, Ontario, Canada
Email: kkvasan@k2digitalmedia.ca
Phone: +1 (226) 977-6398
Website: www.k2digitalmedia.ca
Privacy concerns will be reviewed and addressed as promptly and fairly as possible.