1. Introduction and company information
This Privacy Policy explains how Maple & Northwood Furniture Ltd. collects, uses, discloses, stores, and protects personal information in the course of operating a furniture business in Canada. We are committed to handling personal information responsibly and in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, provincial privacy laws.
Maple & Northwood Furniture Ltd.
2455 Douglas Street, Victoria, BC V8T 4L6, Canada
Email: [email protected]
Phone: +1 (250) 382-9476
By using our website, contacting us, purchasing our products, or otherwise interacting with us, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy, subject to any consent choices you may make and any applicable legal requirements.
2. Data collection and processing
Maple & Northwood Furniture Ltd. may collect the following categories of personal information, depending on how you interact with us:
- Identification and contact information: name, address, email address, telephone number, and delivery or billing details.
- Transaction information: products purchased, order history, payment-related details, returns, exchanges, warranties, and service requests.
- Account and communications information: account credentials, customer inquiries, feedback, notes from consultations, and correspondence with our team.
- Delivery and installation information: shipping instructions, access details relevant to delivery, installation preferences, and appointment information.
- Website and device information: IP address, browser type, device identifiers, pages visited, referring URLs, and usage data collected through cookies or similar technologies.
- Marketing preferences: communication preferences, newsletter subscriptions, and responses to promotions or surveys.
- Other information you choose to provide: for example, custom furniture specifications, measurements, finish preferences, or accessibility-related instructions.
We collect personal information directly from you where possible, including through in-store visits, phone calls, email, online forms, chat features, account registrations, and purchase or service interactions. We may also collect information from authorized third parties such as payment processors, delivery providers, manufacturers, or service partners, where permitted by law.
We use reasonable safeguards and limiting practices when collecting personal information. We collect only the information that is reasonably necessary for the purposes described in this Policy or otherwise permitted by law.
3. Purpose of data processing
Maple & Northwood Furniture Ltd. processes personal information for the following purposes:
- to provide, process, and fulfill orders for furniture and related products and services;
- to arrange delivery, installation, assembly, warranty support, repair, and after-sales service;
- to communicate with customers about products, purchases, appointments, estimates, invoices, and service matters;
- to customize products or services based on measurements, specifications, and design preferences;
- to process payments, prevent fraud, and manage billing, refunds, and returns;
- to administer customer accounts, loyalty programs, promotions, or contests where applicable;
- to respond to inquiries, complaints, and requests for information;
- to improve our products, customer service, website, operations, and business processes;
- to send marketing communications, subject to applicable consent requirements and opt-out choices;
- to comply with legal and regulatory obligations, including tax, accounting, consumer protection, and recordkeeping requirements;
- to protect the security and integrity of our business, systems, employees, customers, and premises;
- to detect, investigate, and prevent unauthorized access, misuse, or other prohibited activity.
4. Legal basis for processing
In Canada, our processing of personal information is based on applicable legal authority, consent, contractual necessity, legitimate business purposes permitted by law, and legal obligations. Depending on the circumstances, Maple & Northwood Furniture Ltd. may process personal information on the following bases:
- Consent: where you have given express or implied consent for specific purposes, such as receiving marketing emails or certain website cookie usage.
- Contractual necessity: where processing is necessary to enter into, administer, or perform a contract with you, including fulfilling orders and providing services.
- Legal obligation: where processing is required to comply with applicable laws, regulations, court orders, or lawful requests.
- Legitimate business purposes: where processing is permitted by law for reasonable purposes related to operating our business, improving our services, securing our systems, preventing fraud, or managing risk.
Where we rely on consent, you may withdraw it at any time subject to legal or contractual restrictions and reasonable notice, as explained below.
5. Data sharing and third parties
Maple & Northwood Furniture Ltd. does not sell personal information. We may disclose personal information to third parties only where necessary and appropriate for the purposes described in this Privacy Policy, including:
- Service providers: companies that assist with website hosting, IT support, analytics, email delivery, customer relationship management, payment processing, fraud prevention, and data storage.
- Delivery and installation partners: carriers, couriers, installers, and assembly contractors involved in fulfilling your order.
- Manufacturers and suppliers: where required to process custom orders, warranties, replacements, or service requests.
- Professional advisors: lawyers, accountants, auditors, insurers, and other advisors who require the information in order to provide services to us.
- Government, regulators, and law enforcement: where required or permitted by law, including in response to legal process or to protect legal rights.
- Business transaction parties: in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to confidentiality and legal protections.
When we disclose personal information to service providers, we require them to handle it in a manner consistent with this Privacy Policy and applicable law, and to use it only for the purposes for which it was disclosed.
6. Data transfer to third countries
Some of our service providers, technology platforms, or business partners may be located outside of British Columbia or outside of Canada, including in the United States and other jurisdictions. As a result, your personal information may be processed or stored outside of Canada and may be subject to the laws of those jurisdictions.
Where personal information is transferred outside Canada, Maple & Northwood Furniture Ltd. takes reasonable steps to ensure appropriate contractual, organizational, and technical safeguards are in place to protect the information consistent with the sensitivity of the data and applicable legal requirements. However, foreign authorities may be able to access personal information under applicable laws in those jurisdictions.
7. Storage duration
Maple & Northwood Furniture Ltd. retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, to meet legal, accounting, or reporting obligations, to resolve disputes, to enforce agreements, and to maintain appropriate business records.
- Customer and transaction records: retained for as long as necessary to manage orders, warranties, returns, tax, and accounting obligations.
- Communication records: retained for a reasonable period to respond to inquiries, document service history, and improve customer support.
- Marketing preferences: retained until you unsubscribe or otherwise update your preferences, plus a reasonable period for suppression-list maintenance.
- Security and technical records: retained for a limited period unless needed longer for security investigations, legal claims, or compliance.
When personal information is no longer required, we will delete, destroy, anonymize, or de-identify it in a manner appropriate to the nature and sensitivity of the information and our legal obligations.
8. User rights (access, rectification, erasure, restriction, data portability, objection)
Subject to applicable Canadian law and any exceptions or limitations that may apply, you may have the following rights with respect to your personal information held by Maple & Northwood Furniture Ltd.:
- Access: the right to request access to the personal information we hold about you and information about how it has been used and disclosed.
- Rectification: the right to request correction of inaccurate, incomplete, or outdated personal information.
- Erasure: the right to request deletion of personal information in appropriate circumstances, subject to legal retention requirements and other lawful exceptions.
- Restriction: the right to request that we limit certain processing in specific circumstances, such as while we verify a correction request.
- Data portability: the right, where applicable and legally available, to request a copy of certain personal information in a structured, commonly used format or to request transfer to another organization where technically feasible.
- Objection: the right to object to certain uses of your personal information, including some marketing activities, where permitted by law.
To exercise any of these rights, please contact us using the details provided below. We may need to verify your identity before responding to your request. In some cases, we may be unable to comply fully if an exception under applicable law applies, such as where retention is required by law or where disclosure would reveal confidential information about another individual.
9. Withdrawal of consent
Where our processing is based on consent, you may withdraw that consent at any time by contacting Maple & Northwood Furniture Ltd. or by using an unsubscribe mechanism provided in our communications, if available.
Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal, and it may not affect processing conducted on another lawful basis. In some cases, withdrawing consent may limit our ability to provide certain services or complete certain transactions.
10. Right to complain
If you have concerns about our handling of your personal information, we encourage you to contact us first so that we may address your concerns directly.
You may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada, or with the relevant provincial privacy regulator where applicable, if you believe your privacy rights have been violated or that our practices do not comply with applicable law.
We will respond to privacy complaints in a timely and fair manner and may request additional information to investigate and resolve your concern.
11. Data security
Maple & Northwood Furniture Ltd. uses reasonable physical, administrative, and technical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, and destruction. These measures may include:
- restricted access to personal information on a need-to-know basis;
- password protections and access controls for systems and accounts;
- secure storage and transmission methods where appropriate;
- employee training on privacy and confidentiality;
- monitoring and security reviews to help detect and prevent incidents;
- vendor management practices for third-party service providers.
No method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security. If a privacy incident occurs that presents a real risk of significant harm, we will take steps to investigate, mitigate, and notify affected individuals and regulators as required by law.
12. Contact information
If you have questions about this Privacy Policy, want to exercise your rights, or wish to submit a privacy complaint, please contact:
Maple & Northwood Furniture Ltd.
Privacy Contact
2455 Douglas Street, Victoria, BC V8T 4L6, Canada
Email: [email protected]
Phone: +1 (250) 382-9476
13. Changes to privacy policy
Maple & Northwood Furniture Ltd. may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or business operations. When we make material changes, we will take reasonable steps to notify you, which may include posting the updated policy on our website or providing notice through other appropriate channels.
The updated Privacy Policy will be effective as of the date indicated by the revised version. We encourage you to review this Policy periodically to stay informed about how we protect your personal information.
Last updated: September 6, 2026