Who we are
East Weston is a design showroom and studio in Toronto, Ontario. We run the website eastweston.com, the booking page, the East Weston Collective for interior designers, the hub where members, clients and our production team sign in, and Studio OS, the system our team uses to look after your visits, projects and emails.
We are responsible for the personal information described here. Our privacy contact is the owner of East Weston. Write to privacy@eastweston.com about anything on this page. Our studio address is 3637 Weston Road, Toronto, ON M9L 1N4.
We follow Canada's federal privacy law for businesses, the Personal Information Protection and Electronic Documents Act (PIPEDA), and Canada's anti-spam law (CASL).
What we collect, and why
We only ask for what we need to do the thing you asked for.
- Booking a visit. Your name, email, mobile number (optional), whether you are a homeowner or a professional, what you are planning, your budget range and project location (optional), how you heard about us (optional) and any notes, plus the notes our team takes during your visit. We use these to hold your time, prepare the right samples, send your confirmation and reminders, and follow up after the visit.
- Walk-ins and phone or email enquiries. The same kind of details, entered by our team, so that your visit, brief and project are linked and nobody asks you twice.
- Applying to the Collective. Your name, email, phone, firm, city, website or social profiles, years practising, credentials, the kind of work you do, and the portfolio files you upload. We use them to review your application.
- The hub (members, clients, production). Your name, email, firm, phone, city, profile text and logo if you add them, and a record of each sign-in (the time, your IP address and browser) to keep accounts safe. A small cookie keeps you signed in. It is needed for the hub to work and is not used for advertising.
- Briefs and projects. The rooms, selections, files, comments, approvals and messages that you, your designer and our team add, and the project address.
- Proposals. When you accept a proposal on its link: the name you type, the email the link went to, the time, the version, and your IP address and browser, as a record of what was agreed. If you get our weekly project email, a record of each one sent and of any stop you ask for.
- Emails to us. Emails sent to hello@, production@, privacy@ or another eastweston.com address are kept in Studio OS so the right person can answer and file them with your visit, brief or project. Attachments are kept with them.
- Invoices and payments. Who the invoice is for, amounts, dates and how you paid. We do not store card numbers.
- Our newsletter. Your email, and if you give them your name and city, plus a record of your consent: the exact words you agreed to, the time, your IP address and your browser. See Emails from us.
- Using the website. Our host, Cloudflare, sees your IP address and browser to deliver pages and protect the site from attacks. When it is switched on, a quick check that you are a person (Cloudflare Turnstile) runs on the booking form, the application, the newsletter box and the hub sign-in; it looks at your browser and IP address and does not use cookies to follow you. If we switch on Cloudflare Web Analytics, it counts visits without cookies and without following you across other sites.
- Address suggestions. When you type an address, the letters you type are sent to an address lookup service (Photon by Komoot or the Google Maps Platform) to suggest matches. Your name and email are not sent.
- Social media. When you comment on or message our Instagram, Facebook or TikTok accounts, we see what you send there, as the platform allows.
- The studio door. Members of our team, Collective designers and production may have a door code or fob. Codes are stored encrypted.
How we use it
- To book, prepare and host your visits, and to send confirmations, reminders and changes.
- To design, price, make, deliver and install your project, and to keep you and your designer up to date.
- To review Collective applications and run memberships.
- To answer your emails and keep a clear record of what was agreed.
- To invoice, record payments and meet our tax obligations.
- To send our newsletter, only with your consent (see below).
- To keep accounts, the website and the studio secure.
We do not sell personal information, and we do not use it for advertising.
Introductions to a designer
When you ask for an introduction to a designer of the East Weston Collective, you give us your project (the kind of project, the rooms, your neighbourhood or postal code, timing, budget band, your note and any photos or board link) and your contact details (name, email, phone, and the best way and time to reach you).
What the designer sees. With your agreement, we share your project with the one designer you chose, with your first name and last initial. Your email, phone, full last name and address stay with East Weston until you confirm a showroom visit with that designer: when you pick and confirm one of the times the designer proposed, we share them with that designer, so they can reach you if anything changes on the day (for example if you are running late), and you become their client, marked as introduced by East Weston. Before then, phone numbers, email addresses and social handles written in messages are held back from the other side. If you cancel the visit later, the designer keeps the details already shared; you can ask us to have them removed, as described below.
What the studio sees. East Weston sees every introduction and every message in full, so we can help, keep things moving and keep the process fair. Messages go through East Weston addresses, so neither side sees the other's email address before a visit is confirmed.
Your private thread. We email you a link to a private page for your introduction. It needs no account, so treat the link like a key. It stops working after a period without activity, and we can replace it at any time if you ask.
We use these details only to make and follow up the introduction, to book your showroom visit, and to keep a record of it. You can ask us to close an introduction, or for a copy, a correction or deletion, as described below.
Emails from us (CASL)
We send our newsletter only to people who asked for it. When you sign up on the website we email you once to confirm; nothing more is sent until you press the button in that email. We record the words you agreed to, the time, your IP address and browser.
Where Canadian law allows it, we may also email clients and people who recently asked us about a project (implied consent, for example for two years after you buy from us or six months after an enquiry). We stop when that period ends unless you have agreed to more.
Every newsletter has an unsubscribe link and says who it is from. You can also write to privacy@eastweston.com. We stop within 10 business days, usually at once. Service emails about your visit, application, invoice or project are not newsletters and continue while they are needed.
How long we keep it
- Clients, visits, briefs and projects: while we work together and afterwards, so we can look after warranty questions and future work, unless you ask us to delete them (see Your choices).
- Collective applications that were declined: 12 months after the decision.
- Visits that were cancelled or missed, when you never became a lead or a client of ours in any other way: 24 months.
- Emails to eastweston.com addresses other than hello@, production@ and privacy@ that are not filed to a project: 90 days.
- Records of email sends and older closed visits move to an archive after 90 days and 18 months; they are still kept and still yours to ask about.
- Invoices and payment records: six years after the end of the tax year, as the Canada Revenue Agency requires.
- The IP address and browser recorded when you accept a proposal: three years, then they are cleared. The acceptance itself (the name, time, version and amounts) stays with the project.
- Nightly backups, encrypted: 30 days with Cloudflare, and about three months in the studio's own off-site copy. When we erase someone at their request, they leave these backups as the backups roll over.
- Newsletter consent records: as long as you are subscribed, and for three years after you unsubscribe, to show that we had your consent. Then they are deleted.
Your choices: access, correction and deletion
You can ask us:
- what we hold about you, and get a copy (we can send everything in one file: your records, emails and files);
- to correct anything that is wrong;
- to delete your information. We remove or anonymise you everywhere in our systems. We keep invoices and payments for tax, with your name and contact details replaced, and a one-way code of your email so our newsletter can never add you again;
- to stop emails from us at any time.
Write to privacy@eastweston.com from the address we know you by, or tell us how to confirm it is you. We answer within 30 days and there is no charge. If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.
How we protect it
Studio OS is behind a sign-in for our team. Hub sign-in links and codes work once and expire after 15 minutes, sessions end after a period of no use, and every change to client information is recorded. Door codes are encrypted, and so are our backups. Pages that hold your information are never shown to search engines. No system is perfect: if something goes wrong that puts your information at real risk, we will tell you and the Privacy Commissioner, as the law requires.
Facebook and Instagram data
If you connected your Facebook or Instagram account to East Weston, or messaged us there, and you remove our app from your Facebook settings, we delete the information we received from Meta about you. You can also ask at privacy@eastweston.com, quoting the confirmation code Facebook shows you.
Children
Our services are for adults. We do not knowingly collect information from children under 16.
Changes to this policy
When we change this page we update the date at the top. If a change affects how we use information you already gave us, we will tell you first.