1. Who We Are
ScanAir provides drone capture, 3D site documentation, project visuals, and drone
software services from North Bay, Ontario, Canada. In this policy, "ScanAir",
"we", "us", and "our" refer to the operator of this website and related ScanAir
services.
ScanAir is accountable for personal information under its control. Privacy questions,
access requests, correction requests, and complaints may be directed to:
2. Scope
This policy applies to personal information we collect through scanair.ca, contact
forms, project inquiries, email or phone communications, local service delivery, and
ScanAir software tools that link to this policy.
It does not apply to third-party websites, platforms, or services that we do not own
or control, even if they are linked from our website.
3. Personal Information We Collect
Depending on how you interact with ScanAir, we may collect:
- Contact details, such as your name, email address, phone number, and business name.
- Project details, such as property location, site access notes, preferred timelines, and requested services.
- Messages, attachments, quote requests, support requests, and other information you choose to send us.
- Drone capture and project materials, which may include images, video, 3D reconstructions, measurements, site context, visible property details, security features, faces, licence plates, neighbouring-property context, or other identifiable details.
- Technical information, such as IP address, browser type, device information, approximate location derived from technical signals, referring pages, and website usage data.
- Commercial records, such as quotes, invoices, payment status, and service history.
We do not intentionally collect sensitive personal information unless it is necessary
for a specific project and you provide it or authorize us to collect it.
4. How We Use Personal Information
We use personal information for purposes a reasonable person would consider appropriate, including to:
- Respond to inquiries and provide quotes.
- Plan, schedule, perform, and document drone capture or 3D reconstruction services.
- Assess project feasibility, site access, safety, airspace, weather, and operational requirements.
- Provide, maintain, secure, and improve our website and software tools.
- Send service messages, project updates, support responses, invoices, and administrative notices.
- Send commercial electronic messages only where permitted by consent, an existing relationship, or applicable law.
- Maintain business records, prevent misuse, enforce agreements, and comply with legal obligations.
Marketing emails, if sent, will include required identification information and an
unsubscribe mechanism. Service messages about an active inquiry, project, tool, invoice,
or support request may still be sent where permitted by law.
5. Consent
We collect, use, and disclose personal information with your consent, unless otherwise
permitted or required by law. Consent may be express or implied depending on the
context, such as when you submit a contact form or request a quote.
You may withdraw consent where legally available. Withdrawing consent may limit our
ability to provide services, respond to requests, or complete an active project.
6. Drone Capture and Property Privacy
Drone capture can record property conditions, vehicles, signage, people, neighbouring
properties, or other contextual details. We aim to limit capture to what is reasonably
necessary for the requested project and to operate in a manner that respects privacy,
property access, and applicable aviation and trespass rules.
For drone and site-capture projects, we plan and conduct capture to limit unnecessary
collection of personal information. Where feasible, we avoid unnecessary capture of
neighbouring properties, private areas, identifiable individuals, licence plates, and
unrelated site details. Where incidental personal information is captured and is not
required for the project, we may blur, crop, delete, restrict access to, or
de-identify it.
Clients are responsible for ensuring they have the authority to request capture of a
site and for notifying us of privacy-sensitive areas, access restrictions, or safety
concerns before work begins. Where practical for the project, clients should help
provide notice or obtain permission from affected people, owners, tenants, or site
managers. ScanAir remains responsible for personal information under its control.
7. Disclosure and Service Providers
We do not sell personal information. We may disclose personal information to service
providers and advisors only as reasonably needed for the purposes described in this
policy.
These service-provider categories may include:
- Cloud hosting and storage providers for website files, project files, backups, and 3D scene hosting.
- Email, contact-form, and support providers for inquiries, project communication, and service notices.
- Payment processors, accounting software, and invoicing providers for billing and business records.
- Mapping, drone-planning, photogrammetry, Gaussian splatting, 3D reconstruction, and visualization tools used to create or host project outputs.
- Security, diagnostics, and website-performance providers used to protect and maintain the website and tools.
- Legal, insurance, tax, bookkeeping, and professional advisers.
We may also disclose information where required by law, to protect safety, to respond
to legal process, to enforce agreements, or as part of a business transaction such as
a sale, merger, or reorganization.
8. Storage and Cross-Border Processing
Personal information may be stored or processed in Ontario, elsewhere in Canada, or in
other jurisdictions where our service providers operate, which may include the United
States. When information is processed outside Canada, it may be subject to the laws of
that jurisdiction.
We use contractual, technical, and organizational measures designed to protect
personal information handled by service providers. You may contact the Privacy Officer
for more information about service-provider processing of personal information.
9. Retention
We keep personal information only as long as reasonably necessary for the purposes
described in this policy, including service delivery, support, business records, legal
compliance, dispute resolution, and security. Retention periods vary based on the type
of information and the project or legal context.
Our usual retention approach is:
- Website inquiries and quote requests: generally up to 24 months after the last interaction if no project begins.
- Project correspondence, access notes, scope records, and support records: generally for the project relationship and a reasonable period after completion for support, reference, dispute handling, and business continuity.
- Raw drone imagery, video, scans, and working files: generally retained only as long as needed to create, review, back up, and deliver the agreed project outputs, unless longer retention is agreed or reasonably needed.
- Final deliverables: retained for the client relationship, support, re-delivery, warranty, portfolio-permitted use, or legal/business record purposes unless a written agreement states otherwise.
- Invoices, payment status, tax, and accounting records: retained as required for business, tax, accounting, and legal compliance.
- Website security logs and diagnostics: generally kept for a limited period needed for security, troubleshooting, and abuse prevention.
- Incidental personal information in project media that is not needed for the project: blurred, cropped, deleted, restricted, or de-identified where practical during processing or quality review.
10. Safeguards
We use reasonable administrative, technical, and physical safeguards appropriate to
the sensitivity of the information. No website, email system, cloud service, or data
transmission method is completely secure, so we cannot guarantee absolute security.
11. Privacy Breaches
We maintain breach-response procedures to assess, contain, document, and respond to
suspected privacy breaches. Where required by law, we will report breaches that pose a
real risk of significant harm to the Office of the Privacy Commissioner of Canada,
notify affected individuals, and keep records of privacy breaches for at least two
years or longer where required.
12. Cookies and Analytics
The website uses essential technical storage and server logs needed for site operation,
security, performance, troubleshooting, and embedded services. We do not currently use
optional advertising pixels or optional marketing analytics on the main website.
Embedded third-party services, such as 3D viewers or hosted media, may process technical
information under their own policies when you load or interact with them. If we add
optional analytics, advertising pixels, or similar tracking tools later, we will update
this policy before enabling that collection.
13. Project Media Reuse
We will not use client project photos, videos, raw footage, 3D models, Gaussian splats,
photogrammetry outputs, or other project media for public portfolio use, advertising,
social media, public demonstrations, case studies, AI/model training, or unrelated
product development unless the client expressly authorizes that use in writing.
We may use non-confidential operational learnings, workflow improvements, and
de-identified technical observations to improve our services and software.
14. Access, Correction, Complaints, and Questions
You may request access to personal information we hold about you, ask us to correct
inaccurate information, ask questions about our privacy practices, or make a privacy
complaint to the Privacy Officer. We may need to verify your identity before responding.
We will respond to access and correction requests as quickly as possible and no later
than 30 calendar days after receiving a complete request, unless a lawful extension
applies. If we extend the response period, refuse access, or cannot locate personal
information about you, we will explain the reason where required or appropriate.
If you make a privacy complaint to ScanAir, we will investigate, document the concern,
and respond with the outcome or next steps.
If you are not satisfied with our response, you may contact the Office of the Privacy
Commissioner of Canada or another applicable privacy authority.
15. Changes to This Policy
We may update this policy from time to time. The updated version will be posted on
this page with a revised "Last updated" date.