1. Who we are
This Privacy Policy explains how Executive Writers Room Inc. (“Executive Writers Room,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information through executivewritersroom.com (the “Site”) and related services, including our client portal.
We do not publish a direct email address or mailing address on this Site. If you have any question or request about your personal information, please use the contact form on this Site and select “Privacy / Personal Data” as the topic. See Section 11 for details.
2. Scope & who this policy covers
This Site is intended for executive search, corporate recruiting, and tech headhunting firms, and their representatives, located in Canada, the United States, the United Kingdom, Australia, New Zealand, and the Republic of Ireland. We currently restrict Site access to visitors in these countries. If you access this Site from outside these regions, your access may be limited or unavailable.
3. Information we collect
We collect the following categories of personal information:
Contact and lead information. When you submit the “Get My Free Audit” request form, sign up through a future lead magnet offer, or book a meeting through our scheduling tool, we collect information such as your name, email address, company name, and any message or details you provide.
Client account and onboarding information. Once a prospect becomes a client, whether through a single introductory service, a month-to-month retainer, or a 3-month retainer, we collect information through client intake forms, including business and technical details needed to deliver our services (for example, outreach tool access details, formatting specifications, and marketing materials you provide).
Client portal information. Our client portal collects the primary business email you register with, an optional backup email address for account recovery purposes only (never used for marketing or outreach), and a dedicated accounting contact email for invoicing and payment collection purposes where applicable. The portal also stores onboarding materials, audit reports, deliverables, and content you submit for copy review and approval.
Case study and success story information. With your express permission, we may publish details of a completed engagement as a client success story or case study on this Site. We remove identifying information unless you specifically authorize us to include it.
Technical and usage information. We use Google Analytics to collect information about how visitors use this Site, such as pages viewed, time on Site, and general location and device information. We may in the future use LinkedIn’s tracking tools to measure traffic referred from our LinkedIn company page and personal profile, and we may use LinkedIn Ads if we choose to run paid campaigns.
Information we do not collect. We do not collect or store payment card or banking details through this Site. Invoicing and payment are handled outside the Site through separate, dedicated tools.
4. How we use your information
We use personal information to: respond to inquiries and provide requested information (such as a free audit); schedule and manage meetings; deliver, manage, and support our services to clients, including onboarding, content production, and the client portal; send marketing communications, such as outreach and newsletters, where we have your consent or another lawful basis to do so; understand and improve how visitors use this Site; and meet our legal, accounting, and regulatory obligations.
5. Marketing communications & consent
Where we send commercial electronic messages, such as cold outreach or a newsletter, we do so in accordance with Canada’s Anti-Spam Legislation (CASL) and applicable law in your jurisdiction. Every marketing message includes a way to unsubscribe or withdraw consent, and we will honor that request promptly. Withdrawing marketing consent does not affect communications necessary to deliver services you’ve engaged us for.
6. Cookies & tracking technology
This Site uses cookies and similar technologies, primarily through Google Analytics, to understand Site traffic and usage. When you first visit this Site, a consent banner lets you choose which non-essential cookies to allow before they load. After your initial choice, a floating button remains available at any time to reopen and change your cookie preferences. (See COOKIE POLICY for additional information)
7. Third-party service providers
We work with third-party service providers to operate this Site and deliver our services, including website hosting (Bluehost), scheduling (Calendly), customer relationship management (Zoho CRM), analytics (Google Analytics), consent management (Complianz), and productivity and file storage tools (Google Workspace).These providers process personal information on our behalf and are expected to protect it in a manner consistent with this policy and applicable law. We do not sell personal information to third parties.
8. International data transfers
Because several of our service providers operate outside Canada, including in the United States, your personal information may be stored or processed outside of the country in which you reside. Where this occurs, we take reasonable steps to ensure your information continues to receive an appropriate level of protection.
9. Data retention
We retain lead and client personal information indefinitely, as it supports our ongoing business relationship and record-keeping obligations. If you would like us to reconsider retention of your specific information, please contact us as described in Section 11.
10. Your privacy rights
Depending on where you live, you may have rights to access, correct, or request deletion of your personal information, to withdraw consent for its use, or to object to certain processing. This includes rights available under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), the UK and EU General Data Protection Regulation (as applicable to Ireland and UK-based visitors), Australia’s Privacy Act 1988, New Zealand’s Privacy Act 2020, and, for California residents, the California Consumer Privacy Act (CCPA). To exercise any of these rights, please contact us as described in Section 11.
11. How to contact us
We do not publish a direct email address or mailing address for privacy inquiries. To reach us about this policy or your personal information, please use the contact form and select “Privacy / Personal Data” from the topic menu. We will respond within a reasonable time and in accordance with applicable law.
12. Children’s privacy
This Site is intended for business professionals and is not directed at children. We do not knowingly collect personal information from children.
13. Security
We take reasonable administrative, technical, and organizational measures to protect personal information against loss, misuse, and unauthorized access, consistent with the nature of the information and the size of our business.
14. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal or operational reasons. We will post the updated version on this Site with a revised effective date.
Effective date: