Last updated: 16/08/2026

This Privacy Policy describes how Sophia Ottawa ("the website," "we," "us," or "our") collects, uses, and discloses your personal information when you visit, use our services, or make a purchase from sophiaottawa.com (the "website"), or otherwise communicate with us regarding the website (collectively, the "services"). In this Privacy Policy, "you" and "your" refer to you as a user of the services, whether you are a customer, website visitor, or another individual whose information we collect pursuant to this policy.

Please read this Privacy Policy carefully.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, regulatory, or operational reasons. We will post the revised policy on the website, update the "Last updated" date, and take any other steps required by applicable law.

How We Collect and Use Your Personal Information

To provide our services, we collect personal information about you from various sources, as described below. The information we collect and use varies depending on how you interact with us.

In addition to the specific uses described below, we may use the information we collect to communicate with you, provide or improve the services, comply with legal obligations, enforce our Terms of Service, and protect our rights and the rights of our users and third parties.

What Personal Information We Collect

The types of personal information we collect depend on how you interact with our website and services. When we talk about "personal information," we mean information that identifies, relates to, describes, or is capable of being associated with you.

Information We Collect Directly from You

Information you provide to us directly through the services may include:

• Contact details, such as your name, address, phone number, and email address.
• Order information, such as your name, billing address, shipping address, payment confirmation, email address, and phone number.
• Account information, such as your username, password, security questions, and other information used to protect your account.
• Customer support data, including any messages you send to us through the website.

Some features of the site require you to provide this information. If you choose not to provide it, you may not be able to access those features.

Information We Collect About Your Usage

We may also automatically collect certain information about your interaction with our services ("usage data"). To do so, we use cookies, pixels, and similar technologies. This data may include:

• Access and usage data for the website or your account.
• Device, browser, network connection, and IP address information.

Information We Obtain from Third Parties

We may also receive information from third parties, such as vendors and partners who collect data on our behalf:

• Platforms such as Shopify, which hosts our website.
• Payment processors, which collect payment information (bank account, credit or debit card information, billing address) to process your orders.
• Tracking technologies, such as pixels, SDKs, or third-party cookies when you visit our site, open our emails, or interact with our advertising.

Any information received from third parties will be treated in accordance with this Privacy Policy. See also the section "Third-Party Websites and Links."

How We Use Your Personal Information

Providing products and services. We use your personal information to provide you with the services and fulfill our contract with you. This includes processing your payments, managing your orders, sending you notifications related to your account, purchases, returns, exchanges, or other transactions; creating, maintaining, and administering your account; arranging shipping; facilitating returns or exchanges; and other functions related to your account. We may also improve your shopping experience by allowing Shopify to combine your account with other Shopify services you choose to use. In that case, Shopify will process your information in accordance with its own Privacy Policy and Consumer Privacy Policy.

Marketing and advertising. We may use your personal information for marketing and promotional purposes, such as sending you advertising and promotional communications by email, SMS, or postal mail, and showing you advertisements about our products or services. This may include using your information to better personalize the services and advertising on our website and other sites. As our customers are located in Canada, our email and SMS marketing communications comply with Canada's Anti-Spam Legislation (CASL); we will only send you commercial electronic messages where we have your express or implied consent, and every message includes a functioning unsubscribe mechanism. If you reside in the EEA, the legal basis for this processing is our legitimate interest in marketing our products under Article 6(1)(f) of the GDPR.

Security and fraud prevention. We use your personal information to detect, investigate, or take action regarding possible fraudulent, illegal, or malicious activity. If you choose to use the services and register an account, you are responsible for keeping your account credentials safe. We strongly recommend that you do not share your username, password, or other access details with anyone. If you suspect your account has been compromised, please contact us immediately. If you reside in the EEA, the legal basis for this processing is our legitimate interest in keeping our website secure for you and our other customers, in accordance with Article 6(1)(f) of the GDPR.

Communication and improvement of our services. We use your personal information to provide you with customer support and to improve our services. This is based on our legitimate interest in responding to you, providing you with efficient service, and maintaining a business relationship with you, in accordance with Article 6(1)(f) of the GDPR.

Cookies

Like many other websites, we also use cookies. For specific information about the cookies we use in our store (managed through Shopify), please see: https://www.shopify.com/legal/cookies.

We use cookies to operate and improve our website and services (including remembering your actions and preferences), for analytics purposes, and to better understand how you interact with our services (based on our legitimate interest in managing, optimizing, and improving the services). We may also allow third parties and service providers to use cookies on our website to personalize services, products, and advertisements on our site and on others.

Most browsers accept cookies by default, but you can set your browser to remove or reject them through your browser controls. Please note that removing or blocking cookies may negatively affect your user experience and may cause some features of the services to stop working properly or become unavailable. In addition, blocking cookies may not entirely prevent us from sharing information with third parties, such as our advertising partners.

How We Share Your Personal Information

Under certain circumstances, we may share your personal information with third parties to fulfill contracts, for legitimate interests, or for other reasons in accordance with this privacy policy. These circumstances may include:

• With vendors or third parties who perform services on our behalf (for example, IT management, payment processing, data analytics, customer support, cloud storage, fulfillment, and shipping).
• With business and marketing partners to provide you with services and advertising. Our partners will use your data in accordance with their own privacy policies.
• When you directly request or consent to our sharing certain information with third parties, for example to ship products to you, or when using social media widgets or login integrations, with your consent.
• With our affiliates or within our corporate group, for our legitimate interest in operating an efficient business.
• In connection with a business transaction, such as a merger or bankruptcy, to comply with legal obligations (including responding to subpoenas or court orders), to enforce our Terms of Service, and to protect the services, our rights, or the rights of our users or others.

We share the following categories of personal and sensitive information for the purposes described above under "How We Collect and Use Your Personal Information" and "How We Share Your Personal Information":

We do not use or share sensitive personal information without your consent or for the purpose of inferring characteristics about you.

With your consent, we share personal information to engage in advertising and marketing activities as described above.

Third-Party Websites and Links

Our website may contain links to other websites or online platforms operated by third parties. If you access sites that are not affiliated with or controlled by us, you should review their privacy, security, and terms and conditions policies. We do not guarantee and are not responsible for the privacy or security of these sites, including the accuracy, completeness, or reliability of any information contained on them. Information you share on public or semi-public spaces (for example, social media) may also be viewed by other users of the service or those platforms, without restriction. The inclusion of a link does not imply our endorsement of the linked site, unless stated otherwise.

Children's Data

Our services are not directed to children, and we do not knowingly collect personal information from children. If you are a parent or guardian of a minor who has provided us with their information, please contact us to request its deletion.

As of the effective date of this privacy policy, we do not have actual knowledge that we "sell" or "share" (as defined by applicable law) the personal information of individuals under 16 years of age.

Security and Retention of Your Data

Please note that no security measures are perfect or impenetrable. We cannot guarantee "perfect security." In addition, any information you send us may not be secure while in transit. We recommend that you do not use insecure channels to communicate sensitive or confidential information.

How long we retain your personal information depends on various factors, such as whether we need the information to maintain your account, provide services, comply with legal obligations, resolve disputes, or enforce applicable agreements.

Your Rights

Depending on where you reside, you may have some or all of the following rights regarding your personal information. These rights are not absolute and apply only in certain circumstances. In some cases, we may decline your request as permitted by law.

• Right to access/know — You can request access to the personal information we hold about you, including details of how we use and share it.
• Right to delete — You can request that we delete your personal information.
• Right to correct — You can request that we correct inaccurate information about you.
• Right to data portability — You can request a copy of your personal information and that we transfer it to a third party, under certain conditions.
• Right to opt out of sale or targeted advertising — You can request that we not "sell" or "share" your information, or that we not use it for targeted advertising. If you visit our website with the Global Privacy Control opt-out signal enabled, we will treat this automatically as a request to opt out for the device and browser used, based on your location.
• Right to restrict processing — You can ask us to stop or limit our use of your information.
• Right to withdraw consent — Where we process your data based on your consent, you may withdraw it at any time.
• Right to appeal — You can appeal a denial of your request by responding directly to the denial.
• Managing communication preferences — You can unsubscribe from promotional emails at any time via the link included in the email. We may still send you non-promotional communications, such as information about your account or orders.

You can exercise these rights through the means made available on our website or by contacting us using the information at the end of this policy.

We will not discriminate against you for exercising your rights. To respond to your request, we may need to request information to verify your identity (email address, account details, etc.). Under applicable law, you may designate an authorized agent to make a request on your behalf; in that case, we will require proof of that authorization.

We will respond to requests within the timeframe required by applicable law.

Complaints

If you have any complaints about how we process your personal information, please contact us using the information below. If you are not satisfied with our response, you may have the right to lodge a complaint with the relevant data protection authority in your jurisdiction. As our customers are located in Canada, this includes the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC), which oversees compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA).

International Users

Please note that we may transfer, store, and process your information outside of the country in which you reside. Your information may also be processed by staff, service providers, and partners located in these countries.

If we transfer your data outside of Europe, we will use recognized transfer mechanisms such as the European Commission's Standard Contractual Clauses or equivalent safeguards, unless the destination country benefits from an adequacy decision.

How to Contact Us

If you have questions about our privacy practices or would like to exercise your rights, you can contact us by email at:

support@sophiaottawa.com

or via our Contact page.

Under applicable data protection law, unless otherwise stated, we are the data controller responsible for the processing of your personal information.