Our privacy obligations
Quill Inc. ("Quill", "we", "us") handles personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.
'Personal information' means information about an identifiable individual. This Privacy Policy applies to personal information collected and/or held by Quill through our website at www.quillpodcasting.com (the "Website") and our agency services. Where we handle personal information on behalf of a client (for example, recordings and guest information for a client's podcast), we do so as that client's service provider under our agreement with them, and the client's own privacy practices also apply. CoHost, our podcast hosting and analytics platform, has its own privacy policy, available at https://cohostpodcasting.com/privacy-policy.
We will review this policy regularly, and we may update it from time to time. When we do, we will post the updated policy here and change the "last modified" date. If we make a material change, such as using your personal information for a new purpose, we will notify you and, where required, ask for your consent.
The types of personal information we collect and hold
We collect personal information about our clients, prospective clients, Website visitors, podcast hosts and guests, newsletter subscribers, job applicants, and freelancers/contractors, in order to provide our services and customer support, market our services, recruit, and operate our business. We interact with you through channels including our Website, email, video calls, and telephone.
How we collect personal information
Information that you specifically give us
While you use our services you may be asked to provide certain types of personal information. This might happen through forms on our Website (such as quote requests, newsletter sign-ups, webinar registrations and job applications), email, video calls, telephone or in-person meetings.
We may request, collect, or process the following information:
- Contact Details - name, email address, phone number, job title, company name
- Location Details - business address, billing address, timezone
- Financial Information - billing contact details, payment and remittance details, tax numbers
- Inquiry and Project Details - information about your podcast or project, and messages you send us
- Podcast Content - audio and video recordings, transcripts, and the names, voices, images and biographies of hosts and guests, provided to us in the course of producing a client's podcast, which we handle on our clients' behalf under our agreements with them
- Event Details - information you provide when registering for our webinars or events
- Job Application Details - resume, cover letter, work samples and references
- Call Records - recordings, transcripts and notes of video or phone calls, which we make only with notice to participants
Information that we collect from others
We may also receive personal information about you from our clients (for example, the contact details of a podcast guest), from referral sources, and from publicly available sources such as professional networking sites.
Information we collect when you use our Website
We maintain records of the interactions we have with you, including the services and customer support we have provided. We also record how visitors interact with our Website, such as when a visitor has viewed a page or clicked a button.
We may collect or process the following information:
- Metadata - IP address, computer and connection information, referring web page, standard web log information, language settings, timezone, etc.
- Device Information - device identifier, device type, device plugins, hardware capabilities, etc.
- Actions - pages viewed, buttons clicked, time spent viewing, search keywords, etc.
Cookies and similar technologies
We and our service providers use cookies, pixels and similar technologies on the Website to operate it, understand how it is used and measure our marketing, including to show you our ads on other websites. These tools include Google Tag Manager (which we use to load other tools), Google Analytics, Google Ads, Nutshell, Microsoft Advertising, and the LinkedIn Insight Tag. You can manage your preferences through our cookie banner or your browser settings, and opt out of interest-based advertising through the tools those providers offer. Our Cookie Policy lists the cookies these tools set, by category, and explains how to change your consent at any time.
How we use personal information
The information we request, collect, and process is primarily used to provide the services you have requested. More specifically, we may use your personal information for the following purposes:
- to provide the services you have requested;
- to produce, edit, publish and market podcasts on behalf of our clients;
- to provide technical or other support to you;
- to answer inquiries about our services, or to respond to a complaint;
- to send you our newsletter and other marketing emails, where permitted by Canada's Anti-Spam Legislation (you may unsubscribe at any time);
- to evaluate job applications;
- to allow for debugging, testing and otherwise operate our Website and systems, and to improve our Website and services;
- to protect the security of our Website and systems and to prevent fraud or misuse;
- to create aggregated or de-identified information about how our Website and services are used;
- with the consent of the relevant client or individual, to feature podcasts, quotes or results in our case studies and marketing;
- to comply with legal and regulatory obligations;
- if otherwise permitted or required by law; or
- for other purposes with your consent, unless you withdraw your consent for these purposes.
When we disclose personal information
Our third party service providers
Personal information may be held, transmitted to or processed on our behalf outside Canada (including in the United States), including 'in the cloud', by our third party service providers. While it is outside Canada, it is subject to the laws of the country where it is held and may be accessible to that country's courts, law enforcement and national security authorities. Our third party service providers are bound by contract to only use your personal information on our behalf, under our instructions.
Our third party service providers include:
- Cloud hosting, storage, networking and related providers
- Payment and banking providers
- Marketing and analytics providers
- Security providers
- Customer relationship management, email and collaboration providers
- Podcast recording, editing, transcription and production tools
- Professional advisers, such as lawyers, accountants and auditors
We may also disclose your personal information to third parties for the following purposes:
- if necessary to provide the services you have requested;
- to our clients, where the information relates to a podcast or project we are delivering for them;
- when we receive court orders, subpoenas or other lawful requests for information from law enforcement or other authorities;
- to a prospective or actual purchaser, investor or successor in connection with a merger, acquisition, financing or sale of all or part of our business, subject to confidentiality obligations;
- if otherwise permitted or required by law; or
- for other purposes with your consent.
We do not sell personal information.
How we protect and retain personal information
We use reasonable safeguards, appropriate to the sensitivity of the information, to protect personal information against loss, theft and unauthorized access, use or disclosure. We keep personal information only as long as needed for the purposes described in this Privacy Policy or as required by law, and then securely delete or anonymize it.
Accessing and correcting your personal information
You have the right to request access to the personal information Quill holds about you. Unless an exception applies, we must allow you to see the personal information we hold about you, generally within 30 days, at minimal or no cost. To make a request, please contact our Privacy Officer as set out below. We may ask you to verify your identity before we respond.
You also have the right to request the correction of the personal information we hold about you, and to withdraw your consent to our use of it at any time, subject to legal or contractual restrictions and reasonable notice. You can unsubscribe from our marketing emails using the link in any email we send.
Children
The Website and our services are intended for adults and businesses and are not directed at children. We do not knowingly collect personal information from children.
To contact our Privacy Officer
If you have an inquiry or a complaint about the way we handle your personal information, or to seek to exercise your privacy rights in relation to the personal information we hold about you, you may contact our Privacy Officer as follows:
By Email: admin@quillit.io
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada (www.priv.gc.ca).