Privacy Policy

This Privacy Policy describes how KeywordFlow (KeywordFlow Analytics Limited) collects, uses, and protects your personal information. We are committed to maintaining the highest standards of data protection and transparency in all our interactions with you.

Who We Are

We operate a keyword research and search intent mapping platform designed specifically for Vancouver marketers and digital professionals. Our long tail strategy workshop and training programs help businesses understand search behavior and optimize their marketing efforts. We are the data controller responsible for the personal information you provide through our website and services.

Information We Collect

We collect information in several ways:

• Contact information you provide directly, such as your name, email address, phone number, and company details when you register or contact us
• Usage data automatically collected when you visit our website, including IP address, browser type, pages visited, and time spent on each page
• Cookies and similar tracking technologies that help us understand how you interact with our services
• Payment information if you purchase our workshops or premium services, processed securely through third-party payment providers
• Workshop attendance records and course completion data if you participate in our training programs

Legal Basis for Processing

We process your personal information based on several legal grounds. When you provide explicit consent, such as signing up for our newsletter or contacting us through forms, we rely on your consent. We also process information based on legitimate interests, including improving our services, preventing fraud, and conducting market research. Where you purchase our services, we process payment information to fulfill our contractual obligations. Additionally, we comply with legal obligations and may process data to protect the rights and safety of our users and our organization.

How We Use Your Information

We use the information we collect for multiple purposes. We provide and improve our keyword research platform and workshop services, personalizing your experience based on your interests and behavior. We communicate with you about updates, new features, and opportunities relevant to your search marketing needs. We use analytics to understand user behavior patterns and optimize our website performance. We may contact you about workshops, training programs, and marketing services we believe are relevant to your business. Your information helps us develop better search intent mapping tools and educational content for Vancouver marketers.

Data Retention

We retain your personal information for specific periods based on the type of data and its purpose:

• Contact form submissions and inquiry messages are retained for up to 24 months after your last interaction with us
• User account information is maintained while your account is active and for 12 months after account deletion
• Analytics and website usage data are retained for up to 14 months to provide meaningful insights into user behavior
• Server logs and technical data are retained for up to 12 months for security and troubleshooting purposes
• Workshop attendance records are retained for 36 months to verify completion and provide certificates
• Marketing communication preferences are maintained until you unsubscribe or request deletion

After these retention periods, we securely delete or anonymize your information unless we are required by law to retain it longer.

Your Privacy Rights

You have significant rights regarding your personal information. You can request access to all data we hold about you and receive a copy in a portable format. You have the right to correct inaccurate or incomplete information and request deletion of your data, subject to certain legal exceptions. You can withdraw consent at any time and opt out of marketing communications by clicking the unsubscribe link in any email. You have the right to restrict how we process your information and object to processing based on legitimate interests. You can lodge a complaint with the privacy authority if you believe we have violated your rights.

Cookies and Tracking Technologies

We use cookies to enhance your browsing experience and understand how you use our services. Essential cookies are necessary for website functionality, including security and session management. Analytics cookies help us measure website performance and user behavior patterns. Preference cookies remember your settings and choices. Marketing cookies track your interests to deliver relevant content and advertisements. You can manage cookie preferences through your browser settings, though disabling certain cookies may affect website functionality. We respect your privacy choices and do not use invasive tracking technologies without your consent.

Supervisory Authority

If you have concerns about our privacy practices or believe we have violated your rights, you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada. You can contact them directly to report any data protection violations. We encourage you to reach out to us first so we can address your concerns directly, but you always have the right to escalate to the supervisory authority.

Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our systems use industry-standard encryption for data transmission and storage. We conduct regular security assessments and maintain strict access controls. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security. We will notify you promptly of any data breaches that may affect your information, as required by law.

Third-Party Services

We may share your information with third-party service providers who assist us in operating our website and delivering our services. These include payment processors, email service providers, analytics platforms, and hosting providers. We require all third parties to maintain strict confidentiality and only process data as necessary to provide their services. We do not sell your personal information to marketers or other unrelated businesses. Your data is shared only with partners who help us deliver our keyword research and workshop services to you.

Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by updating the "Last updated" date and, if significant, by sending you an email notification. Your continued use of our services after changes constitutes your acceptance of the updated policy. We encourage you to review this policy regularly to stay informed about how we protect your privacy and your rights as our user.