Privacy Policy
About Archive Ottawa
Archive Ottawa is a private tattoo studio located at 1081 Carling Avenue, Suite 502, Ottawa, Ontario, K1Y 4G2. We are committed to protecting your personal information and handling it with care, transparency, and respect.
This Privacy Policy explains what personal information we collect, why we collect it, how it is used and stored, and what rights you have over your data. It applies to all clients and visitors who interact with us — in person, through our website, or through our digital intake forms.
We operate in compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy standards.
Information we collect
We collect only the information necessary to provide our services safely and professionally. This includes:
- Identity information: your full name and date of birth
- Contact information: email address and phone number
- Emergency contact: name, phone number, and relationship
- Health and medical information: allergies, skin conditions, current medications (blood thinners), chronic conditions, pregnancy status, and any other health details disclosed on your consent form
- Appointment information: session dates, tattoo descriptions, assigned artist
- Payment information: transaction records processed via Square (we do not store full card details — these are handled directly by Square)
- Photos: reference images you submit and, with your consent, photos of completed work for portfolio purposes
How your information is used
Your information is used exclusively for the following purposes:
- To manage your appointment and communicate about your session
- To assess health and safety considerations before and during your tattoo
- To maintain a legal record of your informed consent to the tattooing process
- To contact your emergency contact in the event of a medical situation
- To process deposits and payments
- To share portfolio photos with your explicit prior consent
We do not use your personal information for marketing without your consent, and we do not sell, rent, or trade your information to any third party.
How we store your data
Your consent forms and personal data are stored securely in Google Workspace (Google Sheets and Google Drive), which is protected by Google's enterprise-grade security infrastructure, including encryption at rest and in transit. Access is restricted to authorized studio personnel only.
Please note that Google's servers may be located outside Canada, including in the United States. By using our services, you acknowledge that your information may be processed in a foreign jurisdiction and may be subject to the laws of that jurisdiction.
We take reasonable technical and organizational measures to protect your information against unauthorized access, loss, or disclosure.
How long we keep your records
We retain your consent forms and health-related records for a minimum of five (5) years from the date of your last session. This period reflects standard professional and legal practice for health-adjacent services in Ontario.
Appointment and payment records may be retained for up to seven (7) years for accounting purposes. After the applicable retention period, your data is securely deleted.
Who we share your information with
We do not share your personal information with third parties except in the following limited circumstances:
- Service providers: Google Workspace (data storage), Square (payment processing). These providers are bound by their own privacy policies and data protection commitments
- Legal requirements: if required by law, court order, or governmental authority
- Medical emergency: your emergency contact information may be disclosed to emergency services if required for your safety
In all other cases, your information stays within Archive Ottawa.
Your rights under PIPEDA
As a client, you have the right to:
- Access the personal information we hold about you
- Correct any inaccurate or incomplete information
- Withdraw consent for uses beyond the essential purposes listed above, subject to legal and contractual limitations
- Request deletion of your data, where not prohibited by law or our retention obligations
- File a complaint with the Office of the Privacy Commissioner of Canada if you believe your rights have been violated
To exercise any of these rights, please contact us directly using the information below.
Cookies and analytics
Our website is built on Tilda Publishing. Tilda may use cookies and similar technologies for basic functionality and analytics. We do not use advertising cookies or cross-site tracking.
By browsing our website, you consent to the use of cookies necessary for its operation. You may disable cookies in your browser settings, though this may affect some site functionality.
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The effective date at the top of this page will be updated accordingly. We encourage you to review this policy periodically.
Continued use of our services after any changes constitutes your acceptance of the updated policy.
Questions? Reach us.
If you have any questions, concerns, or requests regarding your personal information, please contact us:
We will respond to all privacy-related inquiries within 30 days.