Privacy Policy
Last Updated: January 2025
Our Commitment to Your Privacy
Northerca is committed to protecting your personal information and your right to privacy. This policy explains how we collect, use, and safeguard your data when you visit our website or interact with our business.
If you have questions or concerns about this policy or our practices, please contact us using the information provided at the end of this document.
Information We Collect
Personal Information You Provide
We collect information that you voluntarily provide when you:
- Contact us through our website forms (name, email address, phone number, message content)
- Visit our shop and make purchases (name, contact details, payment information)
- Request genealogy or authentication services (research details, family information)
- Subscribe to communications or newsletters
- Participate in surveys or provide feedback
Automatically Collected Information
When you visit our website, we automatically collect certain information:
- Device information (IP address, browser type, operating system)
- Usage data (pages visited, time spent, navigation patterns)
- Location data (general geographic location based on IP address)
- Cookie data (as described in our Cookie Policy)
How We Use Your Information
We use collected information for the following purposes:
Service Delivery
- Process inquiries and respond to communications
- Fulfill orders and provide purchased items
- Conduct genealogy research and provide authentication services
- Arrange shipping and delivery of merchandise
Communication
- Send confirmation emails and order updates
- Provide customer support and respond to requests
- Send newsletters and promotional information (with consent)
- Notify you about new collections or services
Business Operations
- Improve website functionality and user experience
- Analyze usage patterns and visitor behavior
- Maintain security and prevent fraud
- Comply with legal obligations and regulations
Legal Basis for Processing
We process your personal data based on the following legal grounds:
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Consent: When you provide explicit consent for marketing communications or optional data collection
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Contract Fulfillment: To provide services you request, such as product purchases or genealogy research
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Legitimate Interest: For business operations, security, and improving our services
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Legal Obligation: To comply with tax laws, financial regulations, and other legal requirements
Data Sharing and Third Parties
We do not sell your personal information. We may share your data with:
- Service Providers: Payment processors, shipping companies, and website hosting services who assist in business operations
- Professional Partners: Genealogy researchers, authentication experts, and appraisers who help provide specialized services
- Legal Authorities: When required by law, court order, or to protect rights and safety
- Analytics Services: Google Analytics and similar services to understand website usage (anonymized data)
Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:
- Contact Form Submissions: 3 years from date of inquiry
- Purchase Records: 5 years for business and tax purposes
- Genealogy Research: 7 years to support ongoing research and updates
- Financial Records: 7 years as required by Canadian tax regulations
- Marketing Data: Until consent is withdrawn
Data Security
We implement appropriate security measures to protect your personal information:
- SSL encryption for data transmission
- Secure servers with regular security updates
- Access controls limiting who can view personal data
- Regular security audits and monitoring
- Employee training on data protection practices
In the event of a data breach affecting your personal information, we will notify you within 72 hours as required by applicable data protection laws.
Your Privacy Rights
You have the following rights regarding your personal information:
Right to Access
Request copies of your personal data we hold
Right to Rectification
Request correction of inaccurate or incomplete data
Right to Erasure
Request deletion of your personal information (subject to legal retention requirements)
Right to Data Portability
Receive your data in a structured, commonly used format
Right to Object
Object to processing of your data for specific purposes
Right to Withdraw Consent
Withdraw consent for marketing communications or optional data processing at any time
To exercise these rights, contact us using the information provided below. We will respond to your request within 30 days.
International Data Transfers
Your information is primarily stored and processed in Canada. If we transfer data internationally, we ensure appropriate safeguards are in place through:
- Standard contractual clauses approved by relevant authorities
- Adequacy decisions recognizing equivalent data protection standards
- Consent for transfers where required
Children's Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can delete the information.
Changes to This Policy
We may update this privacy policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on our website with a new "Last Updated" date. Your continued use of our services after changes indicates acceptance of the updated policy.
Contact Us About Privacy
If you have questions about this privacy policy or wish to exercise your privacy rights, please contact us:
Email: [email protected]
Phone: +1 (709) 753-8942
Address: 234 Water Street, St. John's, NL A1C 1A9, Canada
If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada or your local data protection authority.