Privacy Policy

Last updated: September 2026

The Done List respects your privacy and is committed to handling personal information responsibly and transparently.

This Privacy Policy explains what information The Done List may collect, why it is collected, how it may be used and stored, and the choices available to you.

1. Information We Collect

Depending on how you interact with The Done List, we may collect information including:

• your name
• email address
• telephone number
• business name
• website or business links
• billing and transaction information
• appointment and scheduling information
• information you submit through forms, questionnaires, or inquiries
• information you share during Strategy Audits, implementation engagements, or other client work
• meeting transcripts, summaries, notes, and recordings where applicable
• business documents, workflows, systems information, and other materials you choose to share
• communications and feedback
• website usage or analytics information, where applicable

We aim to collect only the information reasonably necessary to provide our services, communicate with you, manage the client relationship, and operate the business.

2. How We Use Personal Information

Personal information may be used to:

• respond to inquiries
• assess whether The Done List may be a suitable fit for your needs
• process purchases and payments
• schedule and manage appointments
• prepare for and conduct Strategy Audits
• analyze business operations and identify structural issues
• create Blueprints, recommendations, documents, and implementation materials
• deliver implementation services
• communicate about an active engagement
• manage client records and follow-up
• provide customer support
• maintain accounting and transaction records
• improve internal processes and service quality
• comply with legal, tax, regulatory, or recordkeeping requirements

Information will not be used for materially different purposes without appropriate notice or consent where required.

3. Forms and Client Information

The Done List may use online forms to collect information before a Strategy Audit or when you contact the business.

Information submitted through these forms may include business context, operational challenges, contact information, and information you voluntarily provide about your circumstances.

Please avoid submitting sensitive personal information that is not relevant to the business services you are requesting.

4. Meetings, Transcripts, and AI-Assisted Work

The Done List may use Zoom and AI-assisted tools to support meeting transcription, summaries, operational analysis, drafting, documentation, and workflow design.

Meeting content may include audio, transcripts, meeting notes, summaries, and information shared during the session.

AI tools are used to support analysis and production. Client-facing recommendations and deliverables remain subject to human review and professional judgment.

Where meeting transcription or AI-assisted features are active, participants may receive notice through the relevant platform.

5. Service Providers

The Done List uses third-party service providers to operate the business and deliver services.

These may include providers for:

• payments and billing
• scheduling
• video meetings and transcription
• online forms
• CRM and relationship management
• document storage and collaboration
• website hosting
• email
• analytics
• AI-assisted analysis and drafting

Current providers may include Stripe, Zoom, Tally, and Attio, along with other tools adopted as the business evolves.

These providers may process personal information on behalf of The Done List according to their own terms, privacy policies, contractual obligations, and applicable law.

6. Payments

Payments may be processed through third-party payment providers such as Stripe.

The Done List does not need to directly store full payment-card details when payment is processed through these providers.

Payment processors may collect and process information necessary to complete transactions, prevent fraud, comply with legal obligations, and provide payment services.

7. Storage and International Processing

Some service providers used by The Done List may store or process information outside British Columbia or Canada.

As a result, personal information may be subject to the laws of the jurisdiction in which it is processed.

The Done List selects reputable service providers and uses reasonable safeguards appropriate to the nature of the information being handled.

8. Information Security

The Done List takes reasonable administrative and technical measures to protect personal information against unauthorized access, use, disclosure, alteration, or loss.

No electronic system can be guaranteed to be completely secure, but access to client information is limited to what is reasonably necessary to provide and operate the services.

9. Retention

Personal information is retained only as long as reasonably necessary for the purposes for which it was collected, including:

• providing services
• maintaining client and business records
• resolving disputes
• meeting tax, accounting, legal, or regulatory obligations
• maintaining appropriate records of completed work

Information that is no longer reasonably required will be deleted, anonymized, or securely disposed of where appropriate.

10. Marketing Communications

The Done List will only send marketing communications in accordance with applicable Canadian requirements.

You may unsubscribe from marketing communications at any time using the unsubscribe mechanism provided or by contacting The Done List.

Operational communications related to purchases, bookings, active engagements, or requested services are not considered marketing communications.

11. Access and Correction

You may request access to personal information The Done List holds about you and may request correction of information that is inaccurate or incomplete, subject to applicable legal exceptions.

You may also ask questions about how your personal information has been collected, used, or disclosed.

12. Withdrawal of Consent

Where processing is based on consent, you may withdraw consent subject to legal, contractual, and operational limitations.

Withdrawing consent may affect The Done List’s ability to provide certain services where the relevant information is necessary to perform the work.

13. Privacy Questions or Concerns

Questions, requests, or concerns regarding personal information may be directed to:

If you are dissatisfied with how a privacy concern is handled, you may also have the right to contact the appropriate privacy regulator.

14. Changes to This Policy

This Privacy Policy may be updated periodically to reflect changes to services, technology, legal requirements, or business practices.

The current version will be posted wherever the Privacy Policy is made available.