Privacy Policy
Who We Are
Yagna Consulting (“Yagna,” “we,” “us,” or “our”) is a strategic advisory firm providing business strategy consulting and growth planning services to Canadian home service and trades businesses. We operate our website at www.yagnaconsulting.ca and can be contacted at hello@yagnaconsulting.ca.
Yagna Consulting is the data controller of personal information collected through our website and service engagements. This means we determine the purposes and means by which your personal information is processed.
We are committed to protecting your privacy and handling your personal information with care, transparency, and in full compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada’s Anti-Spam Legislation (CASL), and other applicable Canadian federal and provincial privacy legislation.
Scope of This Policy
This Privacy Policy applies to:
- All visitors to our website at www.yagnaconsulting.ca
- Individuals who submit any form on our website, including the Contact Us form and the Free Business Audit form
- Clients who engage Yagna Consulting for paid services
- Individuals who receive communications from Yagna Consulting by email or SMS
- Any individual whose personal information is collected in the course of our business operations
This Policy does not apply to the privacy practices of third-party websites or platforms we may link to. We encourage you to review the privacy policies of any third-party site you visit.
If you are a business client providing us with information about your employees, contractors, or customers in the course of a service engagement, you are responsible for ensuring that you have the appropriate authority and consent to share that information with us.
What Information We Collect
We collect the following categories of personal information, depending on how you interact with us:
Identity and Contact Information
- First name and last name
- Email address
- Phone number (including mobile number for SMS communications)
- City and province of residence or business operation
Business Information
- Business name and type
- Industry or trade category
- Website URL
- Approximate annual revenue range
- Number of employees or team members
- Years in business
- Business challenges, goals, and strategic information voluntarily shared in forms or sessions
- Information about competitors, pricing, clients, and operations disclosed in the course of strategy sessions or intake forms
Communication and Session Information
- Content of messages, emails, and form submissions sent to us
- Records of video calls or strategy sessions (where consent to recording is obtained)
- Notes and summaries created during advisory sessions
- Your responses to questions asked during the course of service delivery
Technical and Website Information
- IP address
- Browser type and version
- Device type and operating system
- Pages visited and time spent on our website
- Referring URL (the site you came from before visiting ours)
- Date and time of website visits
- Cookie data and similar tracking information (see Section 10)
Consent and Preference Records
- Records of consent given for marketing and non-marketing communications
- Communication preferences and opt-out records
- Records of unsubscribe requests
How We Collect Information
Directly from You
We collect most of your personal information directly from you when you:
- Complete and submit the Contact Us form on our website
- Complete and submit the Free Business Audit form on our website
- Send us an email or message
- Participate in a paid strategy session, onboarding call, or advisory session
- Complete any intake questionnaire or form we send you as part of a service engagement
- Subscribe to our mailing list or marketing communications
Automatically Through Our Website
When you visit our website, we automatically collect technical information through cookies, web analytics tools, and server logs. This information is typically non-personally identifiable on its own but may be combined with other information to identify you. See Section 10 for full details on cookies and tracking.
Through Our CRM Platform
Form submissions on our website are transmitted via webhook to GoHighLevel, our customer relationship management platform. GoHighLevel automatically records submission details, contact information, and associated metadata. See Section 8 for a full list of third-party processors.
From Publicly Available Sources
We may occasionally review publicly available information about businesses — such as Google Business profiles, websites, or social media pages — to prepare for advisory sessions or to provide context in a Free Business Audit report. This information is used only in connection with a business engagement and is not retained beyond the engagement.
Why We Use Your Information
We use the personal information we collect for the following purposes:
| Purpose | Information Used |
|---|---|
| Responding to enquiries and contact form submissions | Name, email, phone, message content |
| Preparing and delivering the Free Business Audit report | All audit form fields including business details, challenge, and goal |
| Delivering paid strategy consulting services | All engagement information including session notes and intake responses |
| Processing payments and issuing invoices | Name, email, business name, province (for tax purposes) |
| Scheduling and conducting advisory sessions | Name, email, phone, time preference |
| Sending transactional communications (report delivery, confirmations) | Name, email, phone |
| Sending marketing communications (where consent is given) | Name, email, phone, industry |
| Improving our services and website based on usage patterns | Technical data, form completion rates, session feedback |
| Maintaining records of consent for CASL compliance | Consent timestamps, IP address, form data |
| Managing our CRM and client pipeline | All contact and engagement information |
| Complying with legal obligations | As required by applicable law |
| Protecting our legal rights and enforcing our Terms | Engagement records and communications |
We do not use your personal information for any purpose that is not compatible with the purposes listed above without obtaining your additional consent, except where required by law.
Legal Basis for Processing Personal Information
Under PIPEDA, we are required to have a lawful basis for collecting and using personal information. The bases we rely on are:
Consent
Where you have given us your express consent such as by checking the consent boxes on our forms or agreeing to receive marketing communications — we process your information on the basis of your consent. You may withdraw consent at any time (see Section 12 for your rights).
Contractual Necessity
Where you have engaged us for a paid service, we process the information necessary to perform our obligations under that engagement — including delivering the agreed deliverables, conducting sessions, and communicating about the work.
Legitimate Interests
We may process certain information where it is in our legitimate business interests to do so and where those interests are not overridden by your privacy rights. This includes analysing how our website is used, managing our client relationships, and improving our services.
Legal Obligation
We may process information where necessary to comply with applicable law, respond to lawful requests by regulatory authorities, or defend legal claims.
Who We Share Your Information With
We do not sell your personal information to any third party. We share personal information only in the following limited circumstances:
Service Providers and Processors
We share information with trusted third-party service providers who process data on our behalf in order to deliver our services. All such providers are required to process data only as directed by us and to maintain appropriate security standards. A full list of these providers is set out in Section 8.
Legal Requirements
We may disclose your information where we are legally required to do so, including in response to a court order, regulatory request, law enforcement inquiry, or other lawful legal process. Where permitted by law, we will attempt to notify you of such disclosure requests.
Business Transfers
In the event that Yagna Consulting is sold, merged, or undergoes a similar business transfer, your personal information may be transferred as part of that transaction. We will notify you of any such transfer and give you the opportunity to opt out of the use of your information by the new entity where required by law.
With Your Consent
We may share your information with third parties in any other circumstances where you have given us your explicit prior consent to do so.
Third-Party Processors
We use the following categories of third-party service providers to operate our business. Each provider processes data only for the purpose specified and is bound by appropriate data protection terms.
| Provider / Category | Purpose | Data Shared | Location |
|---|---|---|---|
| GoHighLevel (HighLevel Inc.) — CRM and form processing | Contact management, form submission receipt, pipeline management, email and SMS delivery, automation workflows | Name, email, phone, city, province, business name, all form submission fields, lead tags and pipeline status | United States |
| Email Service Provider — Email delivery | Delivery of transactional and marketing email communications | Name, email address, communication preferences | Varies |
| Video Conferencing Platform (e.g. Zoom, Google Meet) | Conducting strategy sessions and advisory calls | Name, email, video/audio data for the duration of the session | United States |
| Payment Processor (e.g. Stripe, Square) | Processing payments for paid service engagements | Name, email, billing province (for tax). Payment card details are processed directly by the payment processor — Yagna does not receive or store card details. | United States |
| Website Analytics (e.g. Google Analytics) | Understanding how visitors use our website to improve user experience | Anonymised/pseudonymised browsing data, IP address (truncated), device type, page views | United States |
| Document and File Storage (e.g. Google Drive) | Storing and sharing service deliverables, client documents, and session notes | Deliverable documents containing client business information | United States |
Where our service providers are located outside Canada, we take reasonable steps to ensure that they provide a comparable level of data protection, including through contractual data processing agreements.
Data Retention
We retain personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law.
| Type of Information | Retention Period |
|---|---|
| Free Business Audit form submissions (where no engagement follows) | 24 months from submission date, then securely deleted |
| Contact form submissions (where no engagement follows) | 12 months from submission date, then securely deleted |
| Client engagement records (paid services) | 7 years from the end of the engagement (for legal and accounting compliance) |
| Invoices and payment records | 7 years from the transaction date (as required by the Income Tax Act) |
| Email marketing contact records | Until you unsubscribe or withdraw consent, then 30 days for processing, then deleted from active lists (unsubscribe records retained indefinitely for CASL compliance) |
| CASL consent records | Indefinitely (required to demonstrate compliance) |
| Website analytics data | 26 months from collection (default Google Analytics retention) |
| Session notes and strategic deliverables | Duration of engagement plus 2 years, then securely deleted unless client requests earlier deletion |
When personal information is no longer required, we securely delete or anonymise it in a manner appropriate to the medium in which it is stored. Anonymised data (which can no longer identify you) may be retained for longer periods for analytical purposes.
Cookies and Tracking Technologies
What Are Cookies
Cookies are small text files placed on your device by a website. They allow the website to recognise your device on return visits and to store certain preferences or information about your session.
Types of Cookies We Use
Essential Cookies
These cookies are necessary for the basic function of our website, including form submission security, session management, and navigation. They cannot be disabled without affecting website functionality. No consent is required for these cookies.
Analytics Cookies
We use analytics tools (such as Google Analytics) to understand how visitors interact with our website — which pages are visited, how long users stay, and where they came from. This data is collected in anonymised or pseudonymised form and is used solely to improve our website and services. By continuing to use our website, you consent to analytics cookies being placed on your device.
Marketing and Tracking Cookies
Where we use advertising or retargeting tools, these cookies track your activity across websites to enable us to show you relevant advertising. We will seek your explicit consent before placing marketing cookies on your device.
Third-Party Cookies
Some functionality on our website — such as embedded forms or video conferencing integrations — may place third-party cookies from platforms such as GoHighLevel or Google. These are governed by the respective third party’s cookie policies.
Managing Cookies
You can manage or delete cookies through your browser settings. Instructions for the most common browsers are available at:
- Google Chrome: Settings → Privacy and security → Cookies
- Mozilla Firefox: Settings → Privacy and Security → Cookies
- Safari: Preferences → Privacy → Manage Website Data
- Microsoft Edge: Settings → Cookies and site permissions
Please note that disabling certain cookies may affect the functionality of our website, particularly form submission and contact features.
CASL Marketing Communications Consent
Canada’s Anti-Spam Legislation (CASL) requires that we obtain express consent before sending commercial electronic messages (CEMs) to individuals, and that every CEM we send includes a clear and functional unsubscribe mechanism.
Express Consent
We obtain express consent through the consent checkboxes on our website forms. We record the date, time, IP address, and form through which each consent was obtained. We maintain these records as required by CASL.
What You Have Consented To
We operate two separate consent categories:
- Non-marketing messages: Transactional and service-related communications, including audit report delivery, appointment confirmations, and follow-up messages related to an active enquiry.
- Marketing messages: Promotional communications including service offers, business insights, updates, and educational content relevant to Canadian trades businesses.
Withdrawing Consent
You may withdraw consent to marketing communications at any time by:
- Clicking the “Unsubscribe” link in any marketing email we send you
- Replying STOP to any SMS marketing message
- Sending a written unsubscribe request to hello@yagnaconsulting.ca
We will honour all unsubscribe requests within 10 business days. Unsubscribing from marketing communications does not affect transactional messages related to an active service engagement.
Your Privacy Rights
Under PIPEDA and applicable provincial legislation, you have the following rights regarding your personal information:
Right to Access
You have the right to request access to the personal information we hold about you, including information about how it is being used and to whom it has been disclosed. We will respond to access requests within 30 calendar days.
Right to Correction
If you believe that personal information we hold about you is inaccurate or incomplete, you have the right to request that we correct it. We will amend the information or, where we disagree that a correction is required, note your request in the record.
Right to Withdraw Consent
Where we process your information on the basis of your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before withdrawal, and does not affect processing for active service engagements where processing is necessary to fulfil contractual obligations.
Right to Deletion
In certain circumstances, you may request that we delete your personal information from our records. We will assess deletion requests against our legal retention obligations. We may be required to retain certain information for legal, accounting, or regulatory compliance purposes even following a deletion request.
Right to Complain
If you believe your privacy rights have been violated, you have the right to make a complaint to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or by calling 1-800-282-1376.
How to Exercise Your Rights
To exercise any of the rights listed above, please contact us in writing at:
- Email: hello@yagnaconsulting.ca
We may ask you to verify your identity before processing any privacy request. We will respond within 30 calendar days and will notify you if additional time is required, up to a maximum of 60 calendar days in complex cases.
Data Security
We implement technical and organisational security measures designed to protect your personal information against unauthorised access, loss, misuse, alteration, or destruction. These measures include:
- HTTPS encryption for all data transmitted through our website
- Secure, access-controlled cloud storage for client documents and session notes
- Limited access to personal information on a need-to-know basis within our team
- Use of industry-standard third-party platforms with their own security certifications for CRM, email, and payment processing
- Regular review of our data handling practices and third-party provider security standards
While we take reasonable precautions, no method of internet transmission or electronic storage is 100% secure. We cannot guarantee the absolute security of your information and you transmit information to us at your own risk.
Data Breach Notification
In the event of a security breach involving your personal information that poses a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as required by PIPEDA. Notification will be made without unreasonable delay and will include details of the breach and the steps we have taken in response.
Children’s Privacy
Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from individuals under 18 years of age.
If you believe that a minor has submitted personal information to us, please contact us at hello@yagnaconsulting.ca and we will promptly delete the information upon verification.
International Data Transfers
Yagna Consulting operates in Canada. However, some of our third-party service providers — including GoHighLevel, Google, and payment processors — are located in the United States. As a result, your personal information may be transferred to, stored, and processed in the United States.
The United States does not have a privacy law that is equivalent to Canada’s PIPEDA. However, we take the following steps to ensure appropriate protection for cross-border transfers:
- We use only established providers that maintain industry-standard security certifications and privacy programs
- Where applicable, we rely on contractual data processing agreements that impose privacy and security obligations on the receiving party
- We disclose cross-border data flows transparently in this Privacy Policy so that you can make an informed decision
By submitting information to us, you acknowledge and consent to the transfer of your information to the United States for processing by our service providers as described in this section and in Section 8.
Quebec — Law 25 (Loi 25)
If you are located in the province of Quebec, additional rights apply to you under Quebec’s Act Respecting the Protection of Personal Information in the Private Sector (Law 25, or Loi 25), which came into force progressively between September 2022 and September 2023.
In addition to the rights described in Section 12, Quebec residents have the following rights:
Right to Data Portability
You have the right to request that we provide you with your personal information in a structured, commonly used, and technological format that is transferable to another organisation.
Right to Restriction of Automated Processing
You have the right to be informed of, and to object to, any automated decisions made solely based on profiling of your personal information that has significant effects on you.
Privacy Impact Assessments
Where we undertake new projects involving the processing of personal information, we conduct privacy impact assessments as appropriate to ensure compliance with Quebec privacy law.
To exercise your Quebec privacy rights, please contact us at hello@yagnaconsulting.ca with the subject line: “Privacy Request — Quebec.”
Links to Third-Party Websites
Our website may contain links to third-party websites, social media platforms, or resources. These links are provided for your convenience and information only. Clicking a third-party link will take you away from our website.
Yagna Consulting does not control, endorse, or accept responsibility for the content, privacy practices, or security of any third-party website. We encourage you to read the privacy policy of any website you visit.
Links to third-party sites include but are not limited to: LinkedIn, Facebook, Instagram, Google, YouTube, and any partner or referral links we may share in communications.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, the services we offer, or applicable legal requirements. We will indicate the date of the most recent update at the top of this page.
Where changes are material, we will provide notice by:
- Posting a prominent notice on our website
- Sending an email notification to active clients and marketing subscribers
Your continued use of our website or services after an updated Privacy Policy has been posted constitutes your acknowledgement of the changes. If you do not agree with the updated policy, you should cease use of our website and contact us regarding any active engagement.
Contact Us and Complaints
If you have questions, concerns, or requests relating to this Privacy Policy or our data handling practices, please contact us:
- Email: hello@yagnaconsulting.ca
- Subject line for privacy requests: Privacy Request — [nature of request]
- Website: www.yagnaconsulting.ca
- Business Name: Yagna Consulting
- Country: Canada
We will acknowledge all privacy inquiries within 5 business days and provide a substantive response within 30 calendar days.
Complaints to the Privacy Commissioner
If you are not satisfied with our response to a privacy concern, you have the right to make a complaint to the Office of the Privacy Commissioner of Canada:
- Website: www.priv.gc.ca
- Toll-free: 1-800-282-1376
- TTY: 613-992-9190
Complaints — Quebec Residents
Quebec residents may also submit complaints to the Commission d’accès à l’information du Québec (CAI):
- Website: www.cai.gouv.qc.ca
- Toll-free: 1-888-528-7741