1. About This Policy
iHospitality Inc. ("we", "us", "our") is a hospitality procurement consultancy based in Ottawa, Ontario, Canada. This Privacy Policy explains how we collect, use, disclose, and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.
This policy applies to visitors of our website (ihospitality.ca), individuals who submit inquiries through our contact form, and users who interact with our website chat assistant.
2. Who We Are
Organization: iHospitality Inc.
Services: FF&E procurement, OS&E sourcing, fit-out solutions, brand assessment, and procurement consultancy for the hospitality industry.
Privacy Officer: [email protected]
Location: Ottawa, Ontario, Canada
Affiliate: Integrated Strategic Solutions (ISS), Istanbul, Turkey — iss.ae
3. What We Collect
We collect personal information only when you voluntarily provide it:
Contact Form Submissions
- Name (first and last)
- Email address
- Phone number (optional)
- Company or property name
- Company website (optional)
- Service of interest, project timeline, and budget status
- Project description (free-text message)
Chat Widget Interactions
- Chat messages you exchange with our AI chat assistant
- Name and phone number if you voluntarily provide them during the conversation
- IP address for rate limiting and security purposes
Automatically Collected
- Browser type and device information (via standard HTTP headers)
- Pages visited and referral source (basic web analytics)
4. Why We Collect It
We collect personal information for the following purposes:
- Responding to inquiries — to follow up on your consultation request or project inquiry
- Providing information — to answer questions about our services via the chat assistant
- Business development — to understand your project needs and prepare relevant proposals
- Website improvement — to understand how visitors use our site and improve the experience
We do not use your information for automated decision-making, profiling, or marketing purposes without your explicit consent.
5. Consent
- Express consent — by submitting the contact form, you consent to our collection and use of the information you provide for the stated purposes
- Implied consent — by using the chat widget, you consent to the collection of your chat messages for the purpose of answering your questions
- Withdrawal — you may withdraw your consent or request deletion of your data at any time by contacting us
6. Data Retention
| Data Type | Retention Period | After Expiry |
|---|---|---|
| Contact form submissions | 24 months | Deleted |
| Chat conversations | 30 days | Permanently deleted |
| Web analytics | 12 months | Aggregated and anonymized |
7. Third-Party Services
We use the following third-party services to operate our website and respond to inquiries:
| Provider | Purpose | Data Shared |
|---|---|---|
| Hostinger | Website hosting | Web traffic, form submissions |
| Cloudflare | DNS and security | IP addresses, traffic metadata |
| Anthropic (Claude) | AI chat assistant | Chat messages (zero-retention API — not used for training) |
| Airtable | Inquiry management | Contact form data |
All third-party providers process data under contractual obligations. We do not sell or share personal information with third parties for their own marketing purposes.
8. Data Protection
- Encryption in transit — all data transmitted over TLS 1.2 or higher
- Secure hosting — website hosted with industry-standard security measures
- Access controls — personal information is accessible only to authorized personnel
- No unnecessary collection — we collect only what is needed to respond to your inquiry
9. Your Rights
Under PIPEDA, you have the right to:
- Access — request a copy of personal information we hold about you
- Correction — request correction of inaccurate information
- Deletion — request deletion of your personal information
- Withdrawal of consent — withdraw your consent to ongoing use
How to Make a Request
Email [email protected] with your request. Include your name and email address so we can locate your records. We will respond within 30 days, as required by PIPEDA.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last Updated" date above.
11. Contact
Privacy Officer
Email: [email protected]
iHospitality Inc. — Ottawa, Ontario, Canada
If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.