Privacy Policy | Instant Print & Promo

This Privacy Policy explains how Instant Print & Promo ("IPP", "we", "us", or "our"), located at 111 Richmond Street, Chatham, Ontario N7M 1P1, collects, uses, protects, and discloses personal information obtained through this website and in the course of providing our services. This policy is written in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).

Our Privacy Officer is David Dawson. Questions or concerns about this policy may be directed to: 519-352-6813 or info@instantprintandpromo.ca.

1. What Personal Information We Collect

Through this website

When you use our contact form, quote request form, or file upload form, we collect the information you voluntarily provide, which may include:

Your name and the name of your business or organization
Email address and phone number
A description of your project, deadline, and any files you upload
How you heard about us
Your consent (or non-consent) to receive marketing emails from us

In the course of providing services

When you place an order or establish a billing account, we may also collect:

Mailing and billing address
Payment information (credit card, cheque, or electronic transfer details)
Credit references (when required for account terms)
Personal content used in the design or production of printed materials (e.g., business cards, résumés, brochures)

Automatically collected information

When you visit this website, we automatically collect certain technical data, including your IP address, browser type, pages visited, and time spent on the site. This data is collected through cookies and Google Analytics 4 (GA4) and Umami to help us understand how visitors use our site and improve our content. Optional analytics load only after you accept them. See the Cookies section below for more detail.

2. Why We Collect It

We collect and use personal information to:

Respond to quote requests, contact inquiries, and file uploads
Provide, produce, and deliver printing, signage, and promotional products
Establish and maintain billing accounts and process payments
Send order confirmations and project updates
Send marketing communications where permitted by Canada's Anti-Spam Legislation (CASL)
Improve this website and our services through analytics
Comply with applicable laws and regulations

3. Consent

We require your knowledge and consent for the collection, use, or disclosure of personal information. By submitting a form on this website, you consent to IPP using your information to respond to your inquiry and fulfill your order.

Marketing emails (newsletters, promotions) are sent only when you have given express consent or where CASL otherwise permits them. Our opt-in checkbox is unchecked by default. You may unsubscribe at any time using the link in any marketing email or by contacting us directly.

You may withdraw consent at any time by contacting our Privacy Officer. Note that withdrawing consent may limit our ability to serve you.

Commercial Electronic Messages (CASL)

We send promotional emails and other commercial electronic messages only where Canada's Anti-Spam Legislation (CASL) allows it. That means:

Express consent. You have signed up for our newsletter or ticked a box on one of our forms to hear from us.
Existing business relationship. You have purchased products or services from us within the past two years, or you have made an inquiry or asked for a quote within the past six months. In these cases, we may send you messages about our products and services without separate sign-up.

Every message we send identifies us as the sender, includes our contact information, and has a working unsubscribe link. If you unsubscribe or tell us you don't want to hear from us, we will stop sending marketing messages within 10 business days. You can also contact us at info@instantprintandpromo.ca or 519-352-6813 at any time to withdraw your consent. Order confirmations and other messages about work you have asked us to do are not marketing messages and will continue as needed.

4. Limiting Collection, Use, Disclosure, and Retention

We collect only the information necessary for the purposes identified above. Personal information is not used or disclosed for other purposes without your consent, except as permitted or required by law.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Web form submissions are retained in our secure database for a minimum of two years to support order history and compliance purposes, then deleted or anonymized. Files uploaded through our website are retained for as long as needed to fulfill current and future orders. You may request deletion of your files at any time by contacting us at info@instantprintandpromo.ca.

5. Third-Party Service Providers

To operate this website and deliver our services, we share data with the following trusted service providers, each of whom is bound by confidentiality obligations:

Resend — transactional email delivery (sends you confirmation emails when you submit a form). Your name and email address are transmitted to Resend solely for this purpose.
Manus or Vercel — website hosting and infrastructure. Your form submissions and uploaded files are stored on servers managed by our hosting provider.
Google Analytics 4 and Umami — optional website analytics. These services load only after you accept optional analytics and help us understand pages visited and site use. We do not intentionally send form content or other directly identifying information through these tools.
Trade printers and suppliers — when we outsource production, we may share the minimum information necessary (e.g., your name and artwork files) to fulfill your order.

We do not use any service providers located outside Canada or the United States. If this changes, we will update this policy accordingly.

6. Cookies

This website uses cookies — small text files stored on your device — to improve your experience and analyze site traffic. We use the following types of cookies:

Essential cookies: Required for the website to function (e.g., remembering your cookie consent preference). These cannot be disabled.
Optional analytics: Google Analytics 4 and Umami help us understand how visitors use our site. They load only after you accept optional analytics.

When you first visit our site, you will see a cookie consent banner. You may accept or decline non-essential cookies. You can also manage cookies through your browser settings at any time.

7. Accuracy

We make every effort to ensure that personal information we hold is accurate, complete, and up-to-date. Please notify us promptly of any changes to your information by contacting us at info@instantprintandpromo.ca.

8. Safeguarding Personal Information

IPP takes appropriate technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. Measures include:

Encrypted connections (HTTPS) for all data transmitted through this website
Access to personal information restricted to employees with a business need to know
Digital credentials managed using a company password manager
Physical records stored in locked filing cabinets

9. Your Rights — Access to Your Information

Upon written request, we will inform you of the existence, use, and disclosure of your personal information and provide access to it. You are entitled to question its accuracy and completeness and have it corrected. We will respond within 30 days. A reasonable fee may be required for lengthy requests. We may refuse access in limited circumstances permitted by PIPEDA, and will provide written reasons if we do.

To make a request, contact our Privacy Officer: David Dawson, 519-352-6813 / info@instantprintandpromo.ca.

10. Breach of Security Safeguards

Under PIPEDA and the Breach of Security Safeguards Regulations (SOR/2018-64), IPP is required to notify the Office of the Privacy Commissioner of Canada (OPC) and affected individuals of any breach that poses a real risk of significant harm. In the event of a breach, we will:

Contain the breach immediately
Assess what information was involved and the potential for harm
Notify the OPC if required (via www.priv.gc.ca)
Notify affected individuals directly, in plain language, with steps they can take to protect themselves
Review and update our safeguards to prevent recurrence

We maintain a record of every breach for a minimum of 24 months, available to the OPC on request.

11. Questions and Challenging Compliance

You may challenge IPP's compliance with this policy by contacting our Privacy Officer, David Dawson, at 519-352-6813 or info@instantprintandpromo.ca. We will investigate all complaints and, where justified, take appropriate corrective measures including amending our policies and procedures.

You also have the right to file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

12. Summary of the Ten PIPEDA Principles

Principle	How We Apply It
1. Accountability	David Dawson (Owner) is Privacy Officer, accountable for PIPEDA compliance.
2. Identifying Purposes	We identify why we collect personal information before or at the time of collection.
3. Consent	We require knowledge and consent. Marketing emails require explicit opt-in (CASL).
4. Limiting Collection	We collect only what is necessary for the identified purposes.
5. Limiting Use, Disclosure & Retention	We only use or disclose with consent (or as required by law) and retain only as long as necessary.
6. Accuracy	We keep information accurate and up-to-date, and respond to correction requests.
7. Safeguards	We protect personal information with appropriate technical and physical security measures.
8. Openness	We make our privacy practices readily available through this policy.
9. Individual Access	We provide access to your information upon written request within 30 days.
10. Challenging Compliance	You may question our compliance with the Privacy Officer or the OPC.

Changes to This Policy

We review this policy periodically and whenever our practices change. Material changes will be posted on this page with an updated date. Continued use of this website after changes are posted constitutes acceptance of the revised policy.

Instant Print & Promo | 111 Richmond Street, Chatham, Ontario N7M 1P1 | 519-352-6813 | info@instantprintandpromo.ca