Privacy Policy

TCC Canada (“we”, “us”, “our”) respects your privacy. This policy explains what personal information we collect, how we use and share it, how long we keep it, and the choices and rights available to you. We handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec’s Act respecting the protection of personal information in the private sector (Law 25).

Information we collect

We collect information you provide directly — for example when you book a tour, request a free day pass, send us a message, call us, or sign up for a membership. This may include your name, email address, phone number, company name and the details of your enquiry.

We also automatically collect standard technical and usage data when you visit our website, such as your IP address, device and browser type, pages viewed, referring pages and interactions. This data is collected through cookies and similar technologies (see below).

How we use your information

We use your information to respond to enquiries, arrange tours and memberships, provide and administer our services, operate and improve our website, and — where you have given consent — send you occasional workspace offers and updates. When you tick the marketing opt-in on a form, we record the date and the wording you agreed to. We also keep the campaign details that brought you to us (for example which ad or link you clicked) with your enquiry, so we know which of our advertising works. We do not sell your personal information.

Service providers we share information with

We share personal information only with providers who help us run our business, and only to the extent needed for those services. Our current providers are:

• Hosting and security: Kinsta, Cloudflare.
• Customer records and sales follow-up: HubSpot. Enquiries you send through our forms, including which page you sent them from and any campaign that brought you to us, are stored in HubSpot so our team can reply and keep track of your request. If you accept analytics cookies, HubSpot also records the pages you visit on our site; once you send us an enquiry from that browser, those visits are linked to it, so our team can see when you come back (see Cookies below).
• Tour scheduling: Calendly. When you choose a time for a tour after sending a request, we send your name, email address, the time you chose and the details you gave to Calendly, which books the appointment and sends your confirmation. If you book on Calendly’s own page instead, Calendly processes what you enter there.
• Workspace and membership management: OfficeRnD, when you book a room, buy a virtual office or sign in to the member portal.
• AI assistant: Vapi, which runs our AI assistant for website chats and phone calls (see below).
• Website analytics: The Giraffe Company, our digital agency, which runs our website analytics on our behalf and keeps a copy of that analytics data in Google Cloud, in the United States.
• Enquiry records and reporting: The Giraffe Company, our digital agency. Each enquiry, tour request and tour booking you send through our forms (your contact details, your answers, the page you sent it from and, only if you accepted analytics cookies, the campaign that brought you to us) is also kept in The Giraffe Company’s lead system on our behalf, so we can count and report on our enquiries. It is stored in Google Cloud, in Montréal, Canada.
• Visitor behaviour analytics: PostHog, with your consent. The Giraffe Company reads this data to suggest improvements to our website (see Cookies below).
• Analytics and advertising: the tools listed under Cookies below.

Some of these providers store data outside Canada, including in the United States, and are bound by contracts that limit how they may use it.

Our AI assistant

Chats on our website, and calls to our phone line after hours or when our team is busy, are answered by TCC’s AI assistant. It can answer questions about our workspaces, check meeting room availability, book tours and take messages. We keep chat conversations, phone call recordings and transcripts, along with any contact details you give, so our team can follow up with you. When you ask for a tour or leave your details, they are added to your enquiry in HubSpot. We keep chat conversations, call recordings and transcripts for 12 months, then delete them. Please don’t share payment details with the assistant. You can ask us to delete your conversations or call recordings at any time by emailing sales@tcccanada.com.

Cookies, analytics & advertising

With your consent, we use cookies and similar technologies for analytics and advertising. Non-essential cookies load only after you accept them through our consent banner. The tools we use include:

• Google Analytics 4 (GA4) — to measure website traffic and understand how visitors use our site.
• PostHog — to understand how visitors use our pages: what they click, how far they read and where they leave a page or a form. It records this under an anonymous identifier, never your name, email address, phone number or anything you type into a form, and it does not record your screen. PostHog stores this data in the United States and processes it on our behalf.
• HubSpot — to show our team which pages someone who has sent us an enquiry visits, and when they come back, so we can follow up at the right moment. Its identifier is linked to you only when you send us an enquiry from that browser. HubSpot stores this data in the United States and processes it on our behalf.
• Google Ads — for conversion measurement and remarketing to people who have visited our site.
• Meta (Facebook/Instagram) Pixel — for advertising measurement and remarketing across Meta platforms.
• LinkedIn Insight Tag — for advertising measurement and remarketing on LinkedIn.

These partners may set cookies and process data (including in the United States) to deliver and measure ads, including remarketing — showing you TCC Canada ads on other sites and platforms after you have visited ours. We use Google Consent Mode so that analytics and advertising tags respect your consent choices.

You can accept or reject non-essential cookies at any time, and change your choice later, using the cookie preferences link. You can also control cookies through your browser settings. Rejecting advertising cookies does not affect your ability to use the site.

How long we keep it

We keep enquiry and lead information for up to 24 months after your last interaction, unless you become a member (in which case we retain records for the duration of the relationship plus any period required by law). The copy The Giraffe Company keeps for us is deleted on the same schedule. Analytics data is retained according to our GA4 configuration (up to 14 months); PostHog keeps visitor behaviour data for up to seven years. Page visits HubSpot links to an enquiry are kept with it, on the same schedule as the enquiry. We delete or anonymise personal information when it is no longer needed.

Your rights & choices

You may request access to, correction of, or deletion of your personal information, withdraw consent to marketing, or ask questions about how we handle your data, at any time by emailing sales@tcccanada.com. Quebec residents have additional rights under Law 25, including the right to data portability and to be informed of automated decision-making; we will respond to all requests within the timeframes required by applicable law.

Changes to this policy

We may update this policy from time to time to reflect changes to our practices, technologies, or legal obligations. When we do, we will revise the “Last updated” date at the top of this page. We encourage you to review this policy periodically.

Contact

Questions about this policy or our privacy practices? Call 1-866-509-5052 or email sales@tcccanada.com.