Privacy

Vantrex Systems is a business based in Toronto, Ontario. This page explains what we collect when you book a call or use a form on this site, why, and what you can ask us to do with it. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

What we collect

When you book a call, the form asks for:

• The service you’re interested in, your budget range and timeline
• The day and time you picked, and whether you want a video or phone call
• Your name and email (required)
• Your business name, phone number, Instagram or website, and any notes (optional)

The form also sends your device’s time zone, so emails can show the call in your local time. To stop spam, we keep a scrambled (hashed) version of your IP address and email address for up to a day, to limit how many bookings come from one place. We don’t use them for anything else.

If you arrived from a link with a campaign tag (for example ?ref= or utm_source), your browser remembers that tag for 30 days and sends it with a booking, so we know which post or ad worked. It’s only the tag, never anything about you.

Why we collect it

• To schedule the call and send you the confirmation, meeting link and a reminder
• To prepare for the call so it’s useful to you
• To follow up with a quote if you asked for one

We don’t sell your information or add you to a mailing list. The only advertising use is the optional Meta measurement below, and only if you accept it. Booking a call is your consent to the uses above, and you can withdraw it at any time.

Who else handles it

We use a few services to run the site. Each only gets what it needs to do its job:

• Netlify hosts the website
• Supabase stores booking details, on servers in the United States (Oregon)
• Resend sends confirmation and reminder emails
• Google holds the calendar event and Meet link
• PostHog counts page visits and which booking steps people reach, so we can see where the form loses people. It runs without cookies, and we don’t send it your name, email or form answers
• Sentry receives error reports when something on the site breaks. Emails, phone numbers, cookies and form answers are removed before a report is sent

Once a week, a backup copy of the booking records is emailed to our own inbox, so nothing is lost if the database fails. It’s kept private and deleted on the same schedule as below.

Other forms on this site

• Project Nightfall waitlist, founding DJ roster and investor and partner inquiries: your name and email, plus your Instagram or mix link (DJs) or your company and message (inquiries). Used only to contact you about Project Nightfall.
• Website and Ads Audit and care plan requests: your name, email, website address, business name, and what you tell us about your ad accounts and goals. Used to send your invoice and do the work.
• Referral program: your name and email, to send your link and pay your reward. When someone books through your link, we record that they were referred by you.

These are stored with the booking records, emailed to us when sent, kept for up to two years after we last work together or hear from you, and deleted sooner if you ask.

Meta (Instagram and Facebook) ad measurement

We advertise on Instagram. If you choose Accept on the banner, the Meta Pixel loads and sets a cookie so Meta can tell us which ads lead to visits and bookings. If you then book a call, your email address and phone number are sent to Meta in scrambled (hashed) form through Meta’s Conversions API, only to match the booking to an ad. If you choose Decline, or ignore the banner, nothing is sent to Meta. You can change your choice any time with Cookie settings at the bottom of every page. Meta processes this data under its own privacy policy, including in the United States.

Your booking details are stored in the United States, and the other services above may also process data there. While it’s in the United States it may be subject to US law, including access by courts and authorities there.

How long we keep it

Booking details are kept for up to two years after your call, then deleted. If we work together, project records are kept as long as needed for the work and for tax purposes.

Your choices

You can ask to see the information we hold about you, correct it, or have it deleted. You can reschedule or cancel a call using the link in your confirmation email.

Contact

The person in charge of protecting personal information at Vantrex Systems is the owner, reachable at hello@vantrexsystems.ca. Email that address or DM @vantrexsystems on Instagram. We’ll reply within 30 days, usually much sooner. If you’re not satisfied, you can contact the Office of the Privacy Commissioner of Canada.

Vantrex Systems, Toronto, Ontario