Privacy Policy
Privacy Policy
Keerthi Kalaivanan | IT Technician & Digital Services Specialist
Effective Date: May 1, 2026
This Privacy Policy explains how personal information is collected, used, stored, and protected when you use this website or engage services including IT Support & Repair, Web Development, Digital Marketing, and Video Editing.
By using this website or engaging these services, you agree to the collection and use of information as described in this policy.
1. Information We Collect
We collect different types of information depending on how you interact with K2 and what services you request.
1.1 Information You Provide Directly
- Full name and contact details such as email address, phone number, and mailing address
- Business name and details for small business clients
- Affiliate referral details, including affiliate contact information and only the client details needed to understand, quote, or deliver the requested job
- Payment information processed securely through third-party payment providers. K2 does not store card details.
- Details about your technical issue, project requirements, or service request
- Login credentials or account access you voluntarily share for the purpose of service delivery
- Files, documents, photos, or videos submitted for editing, web development, or digital marketing work
- Communications sent through email, contact forms, or messaging platforms
- Messages exchanged with the on-site chat assistant. If you choose to leave your name and email through the in-chat follow-up form, the conversation transcript and your contact details are emailed to K2 so our team can respond directly.
1.2 Information Collected Automatically
- IP address and browser type when visiting our website
- Pages visited, time spent on site, and referring URLs
- Device type and operating system
- Cookie data and session identifiers, including a 60-day affiliate referral cookie set when you arrive via a tagged link such as ?ref=name
- Anonymous chat usage events (chat opened, message sent, action link clicked) collected through privacy-friendly analytics for product improvement
- Browser session storage used by the chat assistant to keep your conversation alive across page refreshes within the same browser tab
1.3 Information from Third Parties
- Referrals from other clients or partner businesses
- Publicly available business information such as LinkedIn or Google Business details
- Analytics data from tools such as Google Analytics
2. How We Use Your Information
Your information is used only for legitimate business purposes related to service delivery, operations, communication, and improvement.
2.1 Service Delivery
- Diagnosing and repairing hardware and software issues
- Designing, developing, and maintaining websites
- Creating and managing marketing campaigns and social media content
- Editing and producing video content
- Communicating project updates, timelines, and deliverables
2.2 Business Operations
- Processing payments and issuing invoices
- Maintaining service and warranty records
- Scheduling appointments and follow-up support
- Verifying identity for secure account access
2.3 Communication
- Responding to enquiries and support requests
- Sending service updates, appointment reminders, and receipts
- Notifying you of changes to services, pricing, or this Privacy Policy
2.4 Improvement & Analytics
- Analysing website traffic to improve user experience
- Understanding which services are most in demand
- Improving service quality based on client feedback
3. Legal Basis for Processing (GDPR / PIPEDA)
- Contractual necessity to deliver the services you have requested
- Legitimate interests to operate and improve the business
- Consent where you have explicitly agreed, such as marketing emails
- Legal obligation where required to comply with applicable law
4. Data Sharing and Disclosure
We do not sell, rent, or trade personal information. Data is shared only where needed to deliver services or comply with legal requirements.
4.1 Service Providers
We may share limited data with trusted third-party tools and platforms necessary to deliver services and operate this website, including:
- Supabase (Singapore / EU regions) - secure database hosting for contact messages, affiliate applications, and affiliate referrals
- Resend - transactional email delivery for confirmations, notifications, and chat lead handoffs
- hCaptcha - automated abuse and spam protection on contact, quote, and affiliate forms. hCaptcha may collect IP, device, and browser signals to detect bots.
- Vercel - hosting and edge delivery for this website
- Payment processors such as PayPal, Stripe, or Square for billing purposes only
- Cloud storage providers such as Google Drive or Dropbox for secure file exchange
- Project management tools such as Notion or Trello for internal workflow only
- Email and communication platforms such as Gmail or Zoom for client communication
- Marketing platforms such as Mailchimp or Meta Ads only with your consent
- Privacy-friendly analytics tools to understand traffic and chat usage at an aggregate level
4.2 Legal Requirements
We may disclose personal information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of K2, our clients, or others.
4.3 Business Transfer
If the business is sold or transferred, client data may form part of the transferred assets. You will be notified in advance of any such transfer where required.
5. Data Retention
Personal information is retained only as long as necessary to fulfil the purposes outlined in this policy, or as required by law.
- Client project files and communications: up to 2 years after project completion
- Financial and invoice records: 7 years as required by Canadian tax law
- IT service and repair records: 1 year
- Website analytics data: up to 14 months
- Marketing consent records: until consent is withdrawn
When retention periods expire, data is securely deleted or anonymised.
6. Data Security
We take the security of personal data seriously and use appropriate technical and organisational safeguards, including:
- Encrypted storage for sensitive files and client credentials
- Secure, password-protected access to business accounts and devices
- Two-factor authentication on key platforms
- Regular software updates and security patches
- Confidential handling of login credentials shared for service purposes
- Secure deletion of client data upon request or after the retention period
While we take reasonable precautions, no method of data transmission or storage is completely secure. If a data breach affects your information, we will notify affected clients in accordance with applicable law.
7. Cookies, Local Storage & Tracking
This website uses a small number of cookies, browser session storage, and tracking technologies. The list below covers everything K2 sets directly. Third-party providers listed in section 4.1 may set their own cookies.
7.1 Cookies Set by K2
- k2_aff_ref - records the affiliate referral identifier from a ?ref=name link so a referral form can credit the right affiliate. Stored for up to 60 days, sanitised, and not shared with third parties.
7.2 Browser Storage Used by K2
- Chat session storage (k2-chat-state-v1) - keeps your conversation with the chat assistant alive across refreshes in the same tab. Cleared when you close the tab or click Reset in the chat header.
7.3 Third-Party Cookies
Forms on this site use hCaptcha for bot protection, which may set cookies and collect device and behaviour signals to detect automated abuse. Analytics tools used on the site may also set their own cookies for traffic measurement.
7.4 Your Cookie Choices
You can manage cookies through your browser settings, including blocking the affiliate referral cookie. Disabling certain cookies may affect how the website functions, including affiliate tracking and chat persistence. By continuing to use the site, you consent to the use of cookies and storage as described in this policy.
8. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Right to access the personal information we hold about you
- Right to correction of inaccurate or incomplete data
- Right to deletion, subject to legal obligations
- Right to withdraw consent for marketing communications at any time
- Right to data portability
- Right to object to processing for certain purposes
To exercise any of these rights, contact K2 using the details below. We will respond to requests within 30 days.
9. Children's Privacy
Services are not directed at children under 13, and we do not knowingly collect personal information from children. If you believe a child has provided personal information without parental consent, please contact K2 and we will take steps to delete it.
10. Third-Party Links
This website may contain links to third-party websites such as social media profiles, tool references, or partner sites. K2 is not responsible for the privacy practices of those websites. Please review their privacy policies before providing personal information.
11. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect changes in services, legal requirements, or business practices. When updates are made, the effective date at the top of this page will be revised.
For significant changes, active clients may be notified by email. Continued use of services after changes are posted constitutes acceptance of the updated policy.
12. Chat Assistant
An on-site chat assistant is available on every page to help visitors find services, quotes, and contact options. The assistant is operated directly by K2.
12.1 What the Chat Collects
- Messages you type into the chat window during your visit
- Anonymous usage events such as opening the chat, sending a message, or clicking a suggested link, used to improve the assistant
- If you choose to fill the in-chat follow-up form: your name, email, and a copy of the conversation transcript so K2 can respond directly
12.2 How the Chat Stores Information
- Conversation history is stored only in your browser's session storage (key: k2-chat-state-v1) so it survives a page refresh in the same tab. It is cleared when you close the tab or click Reset in the chat header.
- Conversation content is not sent to a server unless you submit the in-chat follow-up form. In that case, the transcript and your contact details are sent to K2 by email through the Resend service and may be retained in K2's email archive.
- Submissions are rate-limited by IP address as a basic abuse protection measure. The IP is used only for that limit and is not stored long-term.
13. Affiliate & Referral Program
Affiliate and referral program information is used to review applications, confirm referral source details, communicate program updates, and process eligible commission payments.
- Commission is one-time per referred project, whether the project is a regular one-time project or a monthly retainer.
- Commission is paid via Interac e-Transfer once the referred project has been delivered and the client has paid in full.
- Referrals are valid for 60 days from the date of introduction.
- Self-referrals are not eligible for commission. The program is for introducing other businesses to K2.
- K2 only asks affiliates to submit the client information required for the specific job, such as client name, one contact method, business name if applicable, service needed, and a short project summary.
- Affiliates must confirm they have permission to share the client details they submit and must only include information relevant to the requested job.
- Affiliates should not make pricing promises on K2's behalf. All pricing is confirmed directly with the client by K2.
- Monthly retainer referrals do not create recurring monthly commission unless K2 confirms a separate written arrangement.
- Hourly-rate work and special-case referrals may be reviewed directly by K2 before commission eligibility is confirmed.
- A referral must be introduced before the client contacts K2 independently so the referral source can be confirmed.
- Referral and commission records may be retained for payment, accounting, dispute review, and tax documentation purposes.
12.1 Affiliate Tracking Links
Affiliates may share links containing a ?ref= parameter (for example, https://k2digitalmedia.ca/?ref=name). When a visitor lands on the site through such a link, a small cookie named k2_aff_ref is stored in their browser for up to 60 days. If the visitor later submits a referral or contact form within that window, the affiliate identifier is associated with the submission so the right affiliate can be credited.
The affiliate identifier is sanitised before storage to a short alphanumeric value. It is not used for advertising or shared with third parties.
12.2 Information Stored
- Affiliate applications: name, email, phone (optional), how you know K2, contact industries, source, and any notes you provide. Stored in K2's secure database for the duration of the affiliate relationship and for tax and dispute purposes.
- Affiliate referral submissions: affiliate name and email plus the client information you submit (name, business, contact method, service, project summary). Stored in K2's secure database while the referral is active and for tax and dispute purposes.
- Browser cookie value (sanitised affiliate identifier) used solely to credit the right affiliate when a form is submitted.
14. Contact Information
If you have questions, concerns, or requests relating to this Privacy Policy or how personal data is handled, please contact:
Name: Keerthi Kalaivanan
Business: Keerthi Kalaivanan | IT Technician & Digital Services Specialist
Location: London, Ontario, Canada
Email: info@k2digitalmedia.ca
Website: www.k2digitalmedia.ca
Privacy concerns will be reviewed and addressed as promptly and fairly as possible.