Privacy Policy

Big Red Oak is a marketing and communications agency working with clean energy, nuclear, and energy transition organizations. This policy explains what personal information we collect through bigredoak.com, why we collect it, and what we do with it.

We handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and, for commercial email, Canada’s Anti-Spam Legislation (CASL).

Information you give us

There are three places on this site where you can submit information, and all three are optional. You can read everything here without giving us anything.

Contact form

When you use our contact form we collect your first name, last name, organization, email address, and whatever you write in the message field. We use it solely to respond to your enquiry.

Clean Currents newsletter

When you subscribe we collect your first name and email address, and we use them to send you the newsletter. Every issue includes an unsubscribe link.

Change Management Communications Gap Map

When you complete the gap map we collect:

• Your first name, last name, organization, role or title, and work email address
• Your answers to the 25 assessment questions and the two open-text questions
• Optionally, how you heard about us
• Your consent to receive the resulting report, which you give by ticking the box before submitting
• If you arrived from a campaign link, the campaign tags in that link (for example which ad or email brought you here). These identify the campaign, not you.

We use this to produce and send your personalized gap map report, and to follow up about it. Your answers inform our own understanding of what the sector is struggling with, but we do not publish or share your individual responses.

Information collected automatically

Like virtually every website, our hosting provider keeps standard server logs when a page is requested. These include your IP address, browser type, the page requested, and the time of the request. They exist for security and reliability (blocking abuse, diagnosing faults), and we do not use them to build a profile of you.

Our forms also include basic anti-spam measures, including a hidden field that automated bots tend to fill in and a check on how quickly a form was completed. These look at behaviour, not identity.

Embedded video and audio

Some pages embed Vimeo videos and a Spotify podcast player. When one of these loads, the provider may set its own cookies and receive your IP address and information about the page you are on, under its own privacy policy rather than ours. See Vimeo’s privacy policy and Spotify’s privacy policy for detail on what they collect.

What we don’t do

Being specific about this matters more than a general reassurance:

• We set no cookies of our own. The only cookies that may reach your browser on this site come from the embedded Vimeo and Spotify players described above.
• We run no analytics or visitor tracking. We do not currently use Google Analytics or any equivalent. If that changes we will update this policy and add a cookie notice before switching anything on.
• We run no advertising or retargeting pixels.
• We never sell, rent, or trade your personal information.

Consent and unsubscribing

We send commercial email only to people who have asked for it: by subscribing, by requesting a gap map, or by contacting us about working together. Every commercial message we send includes a working unsubscribe link.

You can withdraw your consent at any time, either by using the unsubscribe link or by emailing connect@bigredoak.com. We will action it promptly, and in any event within the 10 business days CASL allows. Withdrawing consent for marketing email does not stop us replying to a direct enquiry you have sent us.

Who else handles your information

We keep the list of third parties deliberately short. We share personal information only with service providers who need it to operate this site and our email, and only for that purpose:

• Our website host, which serves these pages and keeps the server logs described above.
• Our email provider, which delivers form submissions to our inbox and carries our correspondence with you.
• Vimeo and Spotify, but only if you load or play their embedded content.

We may also disclose information where we are legally required to do so.

Where your information is stored

Our website host and email provider operate data centres outside Canada, including in the United States. This means your information may be stored or processed abroad and could, in principle, be accessible to foreign courts and law enforcement under the laws of those countries. We choose established providers with recognized security practices, but we want you to know this rather than discover it.

How long we keep it

We keep enquiries and gap map submissions for as long as we have an active or reasonably foreseeable business relationship with you, and then for a further period where we need it for legal or record-keeping reasons. Newsletter subscriptions are kept until you unsubscribe. If you want your information deleted sooner, just ask.

Your rights

Under PIPEDA you can:

• Ask what we hold about you, and receive a copy
• Ask us to correct it if it is wrong or out of date
• Ask us to delete it, where we have no legal reason to keep it
• Withdraw your consent to marketing communications at any time

Email connect@bigredoak.com and we will respond within 30 days. There is no charge for a reasonable request.

If you are not satisfied with how we have handled your information, you can complain to the Office of the Privacy Commissioner of Canada.

Security

This site is served over an encrypted connection (HTTPS), form submissions are rate-limited and screened for automated abuse, and access to our inbox is restricted to the people who need it. No system is perfectly secure, but we take the protection of what you send us seriously and will tell you promptly if a breach ever creates a real risk of significant harm to you.

Children

This is a business-to-business site and is not directed at children. We do not knowingly collect personal information from anyone under 18.

Changes to this policy

If we change how we handle personal information (for example, if we introduce analytics), we will update this page and change the date at the top. Material changes affecting how we use information you have already given us will be communicated directly where we can.