Privacy Policy

FYRESTOKE CATERING CO.

Operated by Synavail Incorporated o/a Fyrestoke Catering Co.

Effective Date: October 29, 2026

Fyrestoke Catering Co. (“Fyrestoke,” “we,” “us,” or “our”) respects your privacy and is committed to responsibly managing and protecting the personal information entrusted to us.

This Privacy Policy explains how we collect, use, disclose, store, retain, and protect personal information through our website, inquiries, event planning, bookings, communications, and catering services.

We handle personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), and applicable requirements under Canada’s Anti-Spam Legislation (CASL).

We collect and use personal information only for identified, legitimate purposes, with appropriate consent or other legal authority where required.

This Privacy Policy applies to visitors to our website, prospective and existing clients, event organizers, and individuals whose information is provided to us in connection with our services.

1. Personal Information We Collect

Depending on how you interact with Fyrestoke, we may collect the following categories of information:

Contact and Identity Information: Names, company or organization names, email addresses, telephone numbers, billing addresses, and other contact information provided during inquiries, bookings, or event planning.
Event and Planning Information: Event dates, locations, guest counts, menu selections, service preferences, event schedules, venue requirements, and contact information for relevant event organizers, planners, and vendors.
Dietary Requirements and Allergies: Food allergies, dietary restrictions, and related information provided by clients, guests, or authorized event organizers to assist with safe food preparation and service. We limit the collection of this information to what is reasonably necessary for the event.
Booking and Payment Information: Accepted proposals, signed agreements, invoices, payment amounts, transaction records, payment status, refunds, and other financial information related to our services. Payments are processed through third-party payment providers. Fyrestoke does not intentionally collect or store complete payment card numbers in its own records.
Communications: Information exchanged through inquiry forms, emails, telephone conversations, messages, event planning discussions, client feedback, and customer service interactions.
Website and Technical Information: IP addresses, browser and device information, pages visited, referral sources, website interactions, and information collected through cookies, analytics tools, or similar technologies.
Photography and Media: Photographs and videos captured during events, including catering presentations, cooking operations, food displays, and event activities. Images featuring identifiable individuals will be handled in accordance with applicable privacy requirements and consent preferences.
Marketing and Promotional Information: Newsletter subscriptions, marketing preferences, consent records, unsubscribe requests, giveaway entries, promotional participation, and information voluntarily provided through referral or appreciation programs.

We aim to collect only the personal information reasonably necessary for the purposes described in this Policy.

2. How We Use Personal Information

Fyrestoke uses personal information for legitimate business and operational purposes, including:

Responding to inquiries, preparing proposals, and communicating with prospective clients.
Creating, managing, and fulfilling catering bookings and Service Agreements.
Planning events, coordinating menus, arranging staffing, and communicating with venues and relevant vendors.
Identifying dietary requirements and making appropriate food preparation and service arrangements.
Processing invoices, payments, refunds, and financial records.
Providing client support, handling requests, and resolving concerns or disputes.
Operating, maintaining, securing, and improving our website and services.
Administering promotional offers, referral programs, giveaways, and client appreciation activities where applicable.
Sending service-related communications, including booking confirmations, payment notices, planning updates, and important event information.
Sending marketing communications where consent or another valid legal basis exists.
Maintaining accurate business records and complying with legal, regulatory, tax, and accounting obligations.

We do not use personal information for purposes materially different from those originally identified without obtaining any additional consent required by law.

3. Legal Basis and Consent

Fyrestoke collects, uses, and discloses personal information with appropriate consent or where otherwise permitted or required by applicable law.

Consent: Depending on the information and its intended use, consent may be express or implied where legally appropriate. We provide information about the purposes of collection and seek meaningful consent where required.
Service-Related Information: Certain personal information is necessary to respond to inquiries, prepare proposals, manage bookings, and provide contracted catering services. When information is required to fulfil these purposes, we will explain its intended use.
Sensitive Information: Information concerning severe food allergies, medical dietary restrictions, or other sensitive circumstances is handled with additional care. We seek appropriate consent and limit access to individuals who reasonably require the information for event planning or safe service.
Guest Information: Where a Client or event organizer provides personal information about guests, they are expected to have the appropriate authority or consent to disclose that information. Fyrestoke may seek additional confirmation or consent when necessary, particularly for sensitive information.
Marketing Consent: Consent to receive promotional communications is separate from accepting a catering proposal or Service Agreement. Submitting an inquiry does not automatically subscribe an individual to our promotional mailing list. We may send commercial electronic messages where valid express or implied consent or another applicable CASL permission exists.
Withdrawal of Consent: Individuals may withdraw consent to optional uses of their personal information by contacting Fyrestoke, subject to applicable legal or contractual restrictions and reasonable notice.

Withdrawing consent for information necessary to provide a requested service may affect our ability to fulfil that service. Where applicable, we will explain the consequences of withdrawal.

4. Sharing and Disclosure

Fyrestoke does not sell personal information.

We may share personal information with trusted service providers or other parties where reasonably necessary to operate our business, deliver services, or meet legal obligations.

These may include:

Client Management and Payment Providers: Platforms such as HoneyBook and associated payment providers used to manage bookings, agreements, invoices, communications, and transactions.
Website and Technology Providers: Website hosting, email, forms, automation, and other technology services, including Hostinger, Google services, Zapier, and similar providers supporting our operations.
Email Marketing Providers: Services such as MailerLite, used to manage promotional communications, subscription preferences, and consent records where applicable.
Event Personnel and Vendors: Authorized culinary and service personnel, venues, rental companies, suppliers, and other professionals who require relevant information to fulfil agreed event services.
Professional Advisors: Accountants, legal advisors, insurers, and other professional service providers where reasonably necessary.
Legal and Regulatory Authorities: Government agencies, public health authorities, regulators, or law enforcement where disclosure is required or otherwise permitted by law.
Business Transactions: Parties involved in a potential or completed business restructuring, financing, merger, or sale, subject to appropriate confidentiality safeguards and applicable legal requirements.

We limit disclosures to information reasonably necessary for the identified purpose.

Where third parties process personal information on our behalf, Fyrestoke remains accountable for information under its control and uses appropriate contractual or other safeguards to provide a comparable level of protection.

Third-party service providers may have their own privacy policies governing information they collect or process in connection with their services.

5. Cross-Border Transfers

Fyrestoke primarily operates in Ontario, Canada. However, some of the technology platforms and service providers we use may store, access, or process personal information outside Ontario or Canada, including in the United States.

When personal information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction, including lawful access requests by government authorities.

Fyrestoke takes reasonable steps to assess service providers and protect personal information transferred for processing, using appropriate contractual, organizational, or technical safeguards.

We remain accountable for personal information under our control when it is transferred to third-party processors.

Individuals may contact us for additional information about our use of third-party service providers and cross-border processing.

6. Retention of Personal Information

Fyrestoke retains personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, satisfy legitimate business requirements, or meet applicable legal obligations.

Retention periods may vary depending on the nature of the information and its purpose.

Client and Event Records: Booking details, agreements, proposals, planning communications, and related documents may be retained as necessary for contract administration, recordkeeping, dispute resolution, or legal obligations.
Financial and Tax Records: Invoices, payment records, and related financial documentation are retained in accordance with applicable Canadian tax and accounting requirements, generally for at least six years from the end of the relevant tax year, unless a different retention requirement applies.
Dietary and Guest Information: Guest-specific dietary information will be retained only for as long as reasonably necessary for event planning, safe service, related follow-up, or an applicable legal purpose.
Marketing Information: Subscription preferences, consent records, and unsubscribe information may be retained as necessary to manage communications, demonstrate compliance, and honour requests not to receive further marketing.
Website and Technical Information: Analytics, technical logs, and similar information are retained according to operational needs, applicable provider settings, and legal requirements.
Photography and Media: Event photographs and videos may be retained for legitimate business and portfolio purposes, subject to applicable consent requirements, client preferences, and privacy rights.

When personal information is no longer required, we take reasonable steps to securely delete, destroy, or anonymize it.

Some information may remain temporarily in backups or be retained where required by law.

7. Security

Fyrestoke uses reasonable physical, administrative, organizational, and technical safeguards appropriate to the sensitivity of the personal information we handle.

These measures may include:

Limiting access to information to authorized individuals with a legitimate business need.
Using appropriate account security and access controls for business platforms.
Working with service providers that maintain appropriate security practices.
Taking reasonable precautions when transmitting, storing, or sharing personal information.
Limiting the disclosure of sensitive dietary or guest information.
Reviewing and updating information-handling procedures as necessary.

No method of electronic transmission, processing, or storage can be guaranteed completely secure.

If Fyrestoke becomes aware of a privacy or security incident, we will assess the circumstances, take reasonable steps to contain and address the issue, and comply with applicable breach-recordkeeping, notification, and reporting requirements.

Where a breach of security safeguards creates a real risk of significant harm, we will notify affected individuals and report to the Office of the Privacy Commissioner of Canada as required by law.

8. Your Choices and Rights

Subject to applicable law, individuals have rights concerning their personal information.

Access: You may request information about the personal information Fyrestoke holds about you, how it has been used, and to whom it has been disclosed.
Correction: You may request corrections to inaccurate or incomplete personal information.
Consent Withdrawal: You may withdraw consent to certain uses or disclosures of personal information, subject to applicable legal or contractual restrictions.
Marketing Preferences: You may unsubscribe from promotional emails or request that Fyrestoke stop sending marketing communications. Unsubscribe requests will be processed as soon as practicable and within the timeframe required by applicable law.
Cookie Preferences: You may manage or restrict cookies through available browser settings and any consent or preference controls provided on our website. Disabling certain technologies may affect website functionality.
Privacy Concerns: You may contact Fyrestoke with questions, concerns, or complaints about how your personal information is handled.

We may request reasonable information to verify your identity before processing requests involving access to or disclosure of personal information.

Requests for access to personal information will generally be answered within 30 calendar days, subject to applicable exceptions and legally permitted extensions.

Where a request cannot be fulfilled, we will provide an explanation as required by law.

Individuals who remain dissatisfied with our handling of a privacy concern may contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.

9. Cookies and Analytics

Fyrestoke’s website may use cookies, pixels, tags, and similar technologies to operate website features, understand visitor activity, improve performance, and measure the effectiveness of marketing.

These technologies may include:

Essential Technologies: Cookies or similar tools needed for website security, basic functionality, forms, and user navigation.
Analytics Technologies: Tools used to understand website traffic, visitor interactions, page performance, and general usage patterns.
Marketing and Measurement Technologies: Where enabled, tools that help measure advertising performance, inquiry conversions, and marketing activity.
Third-Party Technologies: Cookies or similar technologies deployed by external providers supporting website functionality, analytics, embedded services, or advertising.

Our website uses Google Tag Manager to manage website tags. Depending on which tools are enabled, analytics or advertising services may collect information such as device details, IP addresses, pages visited, referral sources, and interactions with our website.

Where applicable, we will provide information about non-essential tracking and obtain or respect consent and privacy choices as required by law.

Visitors may manage or delete cookies through their browser settings. Some cookies or technologies may be necessary for certain website functions.

We do not use guest allergy information or sensitive dietary details for behavioural advertising.

For additional information about website tracking or available privacy choices, please contact info@fyrestoke.com.

10. Children’s Privacy

Fyrestoke’s website and catering booking services are primarily intended for adults, businesses, and individuals organizing events.

We do not knowingly collect personal information directly from children without appropriate authorization or consent.

Where information about a child is reasonably necessary for event planning, including dietary restrictions or food allergies, it should be provided with appropriate parental or guardian authorization.

Fyrestoke does not knowingly use identifiable photographs or videos of children for promotional purposes without appropriate parental or guardian consent.

If we become aware that personal information about a child has been collected without appropriate consent or legal authority, we will take reasonable steps to address the matter.

11. Third-Party Links

Our website, proposals, communications, or client materials may contain links to websites, booking platforms, payment services, social media pages, or other services operated by third parties.

These websites and services may have their own privacy policies, terms, and information-handling practices.

Fyrestoke is not responsible for the independent privacy practices of third-party websites or services outside our control.

We encourage visitors to review the privacy policies of external websites before providing personal information.

This provision does not remove Fyrestoke’s accountability for personal information processed by service providers acting on our behalf.

12. Changes to This Policy

Fyrestoke may update this Privacy Policy periodically to reflect changes in business operations, technology, service providers, legal requirements, or privacy practices.

The Effective Date displayed at the beginning of this Policy indicates when the current version took effect.

Updated versions will be published on our website at fyrestoke.com/privacy/.

Where changes materially affect how personal information is collected, used, or disclosed, we will take appropriate steps to notify affected individuals or obtain additional consent where required by law.

Changes will not automatically authorize new uses of previously collected personal information where additional consent is legally required.

13. Contact Us

For questions, concerns, privacy requests, or complaints regarding this Privacy Policy or Fyrestoke’s handling of personal information, please contact:

Privacy Officer

Fyrestoke Catering Co.

Synavail Incorporated o/a Fyrestoke Catering Co.

2621 Lakefield Road, Unit B

Selwyn, Ontario K9J 6X2

Email: info@fyrestoke.com

Website: www.fyrestoke.com

Please include sufficient information for us to understand and respond to your request. We may request additional information where reasonably necessary to verify identity or locate relevant records.

We will review and respond to privacy inquiries in accordance with applicable law.

Individuals may also contact the Office of the Privacy Commissioner of Canada regarding concerns within its jurisdiction.

FYRESTOKE CATERING CO.

Fire. Food. People.