Clear expectations.
On your side.

Privacy policy

This notice describes this website and the business email used for enquiries. Client projects and any future online submission or AI service will need information specific to how they operate.

What happens on this website

• Project brief and feedback survey: answers are processed in the current page on your device. They are not submitted to Phantom. You can copy or download the text yourself, or choose Email my brief / Email feedback to open a draft in your own email app. You review and send that message yourself; opening a draft does not send it. The survey’s Clear answers button removes its current answers from the page.
• Phantom guide: topic buttons show prepared responses. No person or AI model receives a conversation. The guide does not make network requests or save a conversation.
• Motion preference: this website saves your Motion On/Off choice in browser local storage. Clearing this site’s stored data removes that preference.
• No added tracking: this website has no analytics, advertising pixels or session recording. Fonts and artwork are served with the site.

Phantom does not intentionally persist brief or survey answers in browser storage. Your browser, clipboard, downloads and device may retain their own copies. If you later share a brief or feedback with us, that becomes a separate communication.

Hosting and service providers

Sites provides hosting for this website. Its provider may process technical connection, authentication, access and security information to deliver and protect the service, under its own terms and privacy information. We have not confirmed an exhaustive list of those records, processing locations or retention periods. This notice does not promise that all data stays in Canada or that hosting creates no logs.

When you email Phantom

Email sent to maksymilian@phantomhq.ca is received through Zoho Mail. It can include your email address, name, message, attachments and delivery information. We use it to respond to your enquiry, discuss the work and maintain relevant business records. The owner manages this mailbox. Correspondence is kept as needed for those purposes and applicable recordkeeping duties; you can ask about access, correction or deletion using the contact below. Please do not email passwords or sensitive client records. A suitable way to share project information can be agreed first.

Before collecting client information

Before an online submission form, connected survey or AI service is added, we will explain what information is needed, why, who receives it, relevant retention and safeguards, and the available choices. We will seek consent where required and collect only information reasonably needed for the agreed purpose. Please leave passwords and sensitive client information out of these website tools.

For future client work, use, sharing, retention and return or deletion arrangements will be agreed according to the task and applicable recordkeeping duties. Access will be limited and safeguards chosen for the sensitivity of the information. We will not describe unverified provider settings as a guarantee.

Access, correction and concerns

You may ask about personal information Phantom holds about you, request access or correction, or raise a concern through the contact route below. The owner will verify a request appropriately and respond under applicable requirements. There are no submitted brief or survey records to retrieve from these local website tools.

Drafting references: Office of the Privacy Commissioner — PIPEDA and meaningful consent.

Confidentiality policy

Proposed commitments for client work, to be confirmed in each engagement. This page is not a signed non-disclosure agreement or an absolute security guarantee.

Use information for the agreed work

We will use client information, documents and access only for the agreed purpose. Access will be limited to the people and providers who need it for that work, with suitable confidentiality arrangements. We will ask for the minimum access necessary.

Agree tools and AI use first

Before sharing confidential client material with an AI or other external tool, we will agree the tool, purpose and relevant data-handling conditions. We will consider whether material can be reduced or de-identified and whether a tool is appropriate. We will not promise that a provider never retains or trains on data unless the actual service and settings support that statement. AI-assisted work will be reviewed before handover.

Respect ownership and discretion

We will not publish client materials, identifying information, testimonials or portfolio examples without permission. A signed agreement should address ownership, permitted use and any exceptions relevant to the project.

Keep only what is needed

We will agree retention and return or deletion arrangements, including legal recordkeeping requirements and practical backup limits. Safeguards should match the sensitivity of the work. If we discover a confidentiality incident, we will assess it promptly and communicate or report as required by the circumstances and law.

Exceptions and agreements

Disclosure may be required by law. Confidentiality arrangements should also address information already public, independently obtained or released with permission. Any signed engagement or confidentiality agreement defines the specific obligations; this draft is intended to support that discussion.

Drafting references: OPC safeguards and AI and your business.

Accessibility & AODA policy

Phantom aims to make its website and services usable by people with disabilities, respecting dignity, independence, integration and equal opportunity. This is a draft commitment to accessible service, informed by Ontario’s Accessibility for Ontarians with Disabilities Act (AODA).

Website access

We are working toward WCAG 2.2 Level AA as a development target. The website includes keyboard-operable controls, labelled fields, a skip link, resizable layouts and a Motion On/Off control. It also responds to reduced-motion preferences. Decorative effects do not carry essential service information.

Testing is ongoing. We have not completed a comprehensive assistive-technology audit or established full WCAG conformance. The guide and survey do not submit feedback directly. You can email accessibility feedback without using either of them.

Communication and service

• We will discuss communication needs and work with clients to find suitable formats or ways to access a service.
• We will support the use of assistive devices. For any arranged in-person service, service animals and support persons will be accommodated in line with applicable requirements; any necessary restrictions or fees will be discussed in advance.
• Where an accessible service is temporarily disrupted, we will explain the disruption, expected duration when known and available alternatives.
• Anyone delivering services on Phantom’s behalf will receive accessibility guidance and any training required for their role.

Feedback and improvement

Email Maksymilian at maksymilian@phantomhq.ca to report a barrier or request another format. You do not need to use the survey or guide. We will acknowledge feedback, discuss an appropriate response and use it to improve the service.

Understanding the AODA scope

Ontario’s accessible customer-service standard generally applies to businesses with at least one Ontario employee. Its public-website requirements generally apply to private businesses with 50 or more employees and reference WCAG 2.0 AA with specified exceptions. Phantom’s employee count and applicable duties need confirmation. Our voluntary WCAG 2.2 AA development target is separate from those thresholds; this page does not certify legal compliance.

References: Ontario customer-service standard, Ontario website requirements, and W3C accessibility statements.

Contact & feedback

Keeping these policies current

These drafts will be reviewed when contact channels, tools, data collection, services or staffing change. The date at the top will be updated to reflect revisions. Material changes to information handling will be explained before they take effect where required.