Privacy Policy

Exhibit Studio LTD.

7310 5th Street SE Calgary, AB T2H 2L9

Phone: 403-287-7232

Your privacy is important to us. Exhibit Studio ("we", "us", "our") operates the website https://exhibitstudio.ca. This Privacy Policy explains how we collect, use, and protect personal information — through our website, in the course of delivering projects for our clients, and through the internal tools our staff use to manage that work.

By using our website, you agree to the terms of this Privacy Policy.

Information We Collect

We collect personal information that you voluntarily provide when you use our website, including:

• Your name, email address, phone number, and any message you submit through our contact or quote request forms.
• Your email address when you subscribe to our newsletters.

We may also collect limited technical information automatically through cookies and similar technologies (see Cookies and Tracking).

How We Use Your Information

We use your personal information to:

• Respond to inquiries, provide quotes, or deliver services you request.
• Send newsletters to those who have subscribed.
• Improve our website and user experience through analytics and feedback.
• Comply with legal or regulatory requirements as needed.

We only collect and use information for reasonable purposes connected to our business.

client & project information

When you engage us on a project, we keep the business contact details and project information we need to quote, produce, ship, install and invoice the work — for example contact names and addresses, site and venue details, shipping addresses, and project correspondence.

This information is held in our own internal business system, operated by Exhibit Studio on our own infrastructure. It is used to deliver your project and to maintain our business records. It is not sold, and it is not shared with anyone other than the service providers described below.

Sharing Your Information

We do not sell or trade your personal information.

We may share limited information with third-party service providers who help us operate our business. These providers are required to protect your information and use it only for the purposes we specify. This currently includes:

• HubSpot, which we use to manage website contact forms and newsletters.
• Payment, accounting and shipping providers, where needed to invoice a project or deliver goods.

We are progressively moving contact and customer management from HubSpot to our own internal system. During this transition, information may be held in either or both. The protections described in this policy apply throughout.

Staff tools (ES universe)

Our staff use a system called ES Universe to manage quotes, projects and client records. It runs on Exhibit Studio's own private server and is only accessible to our employees.

The ES Universe Chrome extension and Google Workspace add-on are staff tools that require authorized ES Universe accounts.

What they access.  The Chrome extension reads participant email addresses from the displayed Gmail thread to find matching CRM records. When staff click Log, it sends the subject, participant addresses, Gmail thread reference, sender name and address, a body excerpt of up to 400 characters, and up to 900 characters from the end of the last displayed message for signature parsing. This ending text may include message content as well as a signature. The Workspace add-on uses Google-authenticated requests and Gmail message metadata, including participant addresses and the subject. Staff-selected actions can save subjects, staff-entered notes and related CRM changes.

What they do not access. What they do not access. Neither tool downloads email attachments or monitors browsing on other websites.

Where the information goes. Where the information goes. CRM requests go to the ES Universe service at https://team.exhibitstudio.ca over HTTPS. The service stores selected client or supplier correspondence and may retain client excerpts as project source evidence. It also stores receipt data to prevent duplicate captures. Sender and signature details may fill blank contact fields.

Stored on the staff member's computer. Extension settings. The Chrome extension stores the staff member’s ES Universe access token and server address using Chrome sync storage. These settings may synchronize according to the Chrome profile’s settings. Logged CRM records and no-track rules are stored on the ES Universe server, separately from those browser settings.

Addresses that are never tracked. No-track rules. Server-side no-track rules determine whether an address is matched or correspondence is filed. Suppliers may have separate communication records.

Who can see it.  Access follows ES Universe staff and record permissions.

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Cookies & Tracking

Our website uses cookies and similar technologies to enhance your browsing experience and understand how visitors use our site. Cookies help us track anonymous usage data such as page views and traffic patterns.

We may also use third-party analytics tools to help us understand visitor behaviour.

You can adjust your browser settings to refuse cookies or alert you when cookies are being used. Please note that some features of our site may not function properly without cookies.

By continuing to use our website, you consent to our use of cookies as described in this Privacy Policy.

Newsletter Subscriptions

If you subscribe to our newsletter, we will use your email address to send you updates and news. You can unsubscribe at any time by clicking the "unsubscribe" link at the bottom of our emails, or by contacting us directly.

Data Retention & Security

We keep personal information only as long as needed to fulfill the purposes outlined above, or as required for our business and legal records.

We take reasonable technical and administrative precautions to protect information from loss, misuse, unauthorized access, or disclosure. Access to our internal system is restricted to staff, protected by individual accounts, and limited according to each person's role. However, no method of transmission over the internet is completely secure.

Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Withdraw consent for further communication or data use (for example, unsubscribe from newsletters).
• Request deletion of your personal information, subject to any records we are required to keep.

For any privacy-related question or request, contact us at info@exhibitstudio.ca or 403-287-7232.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. Updates will be posted on this page with a new “Effective Date.” 

Governing Law

This Privacy Policy is governed by the laws of the Province of Alberta and the federal laws of Canada.