Privacy Policy

1. Introduction

("we", "us", "our") operates the website zelmarencrowninn.com and is committed to protecting the personal information of everyone who visits or interacts with it. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and what rights you have in relation to it.

This policy applies to all personal information processed through our website and through any communications you send to us. Please read it carefully before submitting any personal information to us.

2. Data Controller

The data controller responsible for your personal information is:

If you have any questions or concerns about how your personal information is handled, you may contact us at any time using the email address above.

3. Personal Information We Collect

We collect personal information in the following categories, depending on how you interact with our website.

3.1 Contact and Enquiry Data

When you complete a contact form, send us an email enquiry, or otherwise communicate with us, we may collect:

• Your full name
• Your email address
• Your telephone number (if provided)
• The subject and content of your message
• Any other information you choose to include in your communication

3.2 Device and Technical Data

When you visit our website, our servers and any analytics tools we operate may automatically record certain technical information, including:

• Your Internet Protocol (IP) address
• Browser type and version
• Operating system
• Pages visited and the order in which they were visited
• Date and time of your visit
• Referring website address (if applicable)
• Time spent on individual pages

3.3 Consent and Preference Data

Where we request your consent before processing your personal information (for example, in relation to cookies or marketing communications), we record:

• Whether consent was given or withheld
• The date and time consent was recorded
• The version of the notice presented to you at that time

3.4 Cookies and Similar Technologies

Our website uses cookies and similar tracking technologies to support the operation of the site and to understand how visitors use it. Cookies are small text files placed on your device. You may control cookie settings through your browser preferences. Disabling certain cookies may affect the functionality of the website.

The types of cookies we may use include:

• Strictly necessary cookies: Required for the website to function correctly. These cannot be disabled without affecting core features.
• Analytics cookies: Help us understand how visitors navigate our website, so we can improve its structure and content. These are used only with your consent where required by applicable law.
• Functional cookies: Remember preferences you have set, such as language or region, to improve your experience on return visits.

4. Purposes and Legal Bases for Processing

The table below sets out the purposes for which we process your personal information and the legal basis we rely on under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

Where we rely on legitimate interest, we have assessed that our interests do not override your right to privacy and that you would reasonably expect us to use your information in the ways described. You may object to processing based on legitimate interest at any time (see Section 9 below).

5. Recipients and Disclosure of Personal Information

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your personal information with the following categories of recipients, only to the extent necessary for the purposes described in this policy:

• Service providers: Third parties who assist us in operating our website and business, such as web hosting providers, email service providers, and analytics platform providers. These parties process personal information on our behalf and are contractually required to handle it securely and only for the purposes we specify.
• Professional advisers: Lawyers, accountants, and other professional advisers where necessary for the conduct of our business, subject to obligations of confidentiality.
• Regulatory and law enforcement authorities: Where we are required to disclose information by law, court order, or at the direction of a competent government authority.
• Business successors: In the event of a merger, acquisition, reorganisation, or sale of assets, your personal information may be transferred to the relevant successor entity, subject to equivalent privacy protections.

Where personal information is transferred to service providers located outside Canada, we take steps to ensure that adequate protections are in place in accordance with PIPEDA and applicable provincial requirements.

6. Retention of Personal Information

We retain personal information only for as long as is necessary to fulfil the purposes described in this policy or as required by applicable law. The criteria we use to determine retention periods include:

• The nature and sensitivity of the personal information and the potential harm from unauthorised disclosure
• The purpose for which it was collected and whether that purpose has been fulfilled
• Applicable legal, regulatory, or contractual retention requirements
• Our legitimate operational need to retain records of past interactions

As a general guide:

• Contact and enquiry correspondence is retained for a period of up to three years from the date of the last interaction, unless a longer period is required by law.
• Technical and analytics data is retained for a period of up to twenty-six months, after which it is aggregated or deleted.
• Consent records are retained for as long as the consent remains relevant and for a reasonable period thereafter to demonstrate compliance.

When personal information is no longer needed, it is securely deleted or anonymised in a manner that prevents reconstruction of the original information.

7. Security of Personal Information

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, or destruction. These measures include:

• Use of encrypted connections (TLS/HTTPS) for data transmission
• Access controls that restrict personal information to authorised personnel who require it to perform their duties
• Regular review of our information security practices and the practices of our service providers
• Procedures for identifying and responding to suspected data security incidents

While we take reasonable precautions, no method of transmission over the Internet or method of electronic storage is completely secure. If you believe your personal information has been compromised in connection with our website, please contact us immediately at privacy@zelmarencrowninn.com.

8. Third-Party Websites and Links

Our website may contain links to third-party websites. This Privacy Policy applies only to our own website. We are not responsible for the privacy practices of any third-party website and encourage you to review the privacy policies of any external site you visit.

9. Your Rights as an Individual

Under Canadian privacy law, including PIPEDA and applicable provincial legislation such as Ontario's Municipal Freedom of Information and Protection of Privacy Act where relevant, you have certain rights in relation to your personal information. These include:

• Right of access: You have the right to request confirmation of whether we hold personal information about you, and to obtain a copy of that information.
• Right to correction: You have the right to request that we correct any personal information that is inaccurate or incomplete.
• Right to withdraw consent: Where we process your personal information on the basis of your consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
• Right to object: You may object to the processing of your personal information where we rely on legitimate interest as our legal basis.
• Right to erasure: In certain circumstances, you may request that we delete personal information we hold about you. This right is subject to legal and regulatory obligations that may require us to retain certain information.
• Right to complain: You have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe we have handled your personal information in a manner that does not comply with applicable law (see Section 10 below).

To exercise any of these rights, please submit a written request to privacy@zelmarencrowninn.com. We will respond to your request within thirty days of receipt. In some cases we may need to verify your identity before processing your request, and we may request additional information for this purpose. We will not charge a fee for reasonable access requests.

10. Complaints and Supervisory Authority

If you are not satisfied with our response to any privacy concern or request, you have the right to escalate your complaint to Canada's federal privacy regulator:

We encourage you to contact us first so that we have the opportunity to address your concerns directly before you approach the supervisory authority.

11. Children's Privacy

Our website is not directed at children and we do not knowingly collect personal information from individuals under the age of 13. If you believe we have inadvertently collected personal information from a child, please contact us at privacy@zelmarencrowninn.com and we will take prompt steps to delete that information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Your continued use of our website after any update constitutes your acknowledgement of the revised policy.

13. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or our handling of your personal information, please contact our privacy team:

We aim to acknowledge all privacy enquiries within five business days and to provide a substantive response within thirty days. Where a request is complex or involves a large volume of information, we may require up to an additional sixty days, in which case we will notify you of the extension and the reasons for it within the initial thirty-day period.