Privacy Policy

Northern Light Photo Studio respects your privacy and is committed to protecting the personal information we collect, use, disclose, and retain in the course of operating our photo-studio business in Canada. This Privacy Policy explains how we handle personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, provincial privacy laws.

1. Introduction and Company Information

This Privacy Policy applies to personal information collected by Northern Light Photo Studio through our studio services, website, email communications, telephone communications, booking systems, client consultations, photo sessions, image delivery platforms, marketing activities, and any other interactions with us.

Business name: Northern Light Photo Studio
Address: 2480 Main Street, Vancouver, BC V5T 3E2, Canada
Email: [email protected]
Phone: +1 (604) 782-9457

By using our services or providing us with personal information, you acknowledge that your information will be handled as described in this Privacy Policy.

2. Data Collection and Processing

Northern Light Photo Studio may collect and process the following categories of personal information:

• Identification and contact information: name, email address, phone number, mailing address, billing address, and other contact details.
• Booking and service information: appointment details, session preferences, event information, service selections, and communications related to bookings.
• Payment and transaction information: payment status, invoice details, and limited billing information necessary to process transactions. We do not intentionally store full payment card details unless required by our payment processor and applicable law.
• Photographic and audiovisual content: photographs, video, audio, portraits, event images, and related creative materials captured during sessions or provided by clients.
• Website and technical information: IP address, browser type, device information, operating system, cookies, analytics data, and usage information collected through our website and digital tools.
• Communication records: emails, messages, call notes, feedback, reviews, and customer service correspondence.
• Consent and preference information: marketing preferences, model release preferences, and communication opt-in/opt-out choices.

We collect personal information directly from you where possible. We may also collect information from third parties where you have authorized us to do so, or where permitted by law.

We process personal information by collecting, recording, organizing, storing, using, disclosing, and, where necessary, deleting it for the purposes described in this Policy.

3. Purpose of Data Processing

Northern Light Photo Studio processes personal information for the following purposes:

• to provide photography and related studio services;
• to schedule, confirm, manage, and complete bookings and appointments;
• to communicate with clients regarding services, deliverables, and customer support;
• to create, edit, store, and deliver photographs and related creative content;
• to process payments, issue invoices, and maintain business records;
• to administer client accounts and manage service preferences;
• to obtain and document consent, including model releases and image-use permissions where applicable;
• to market our services, subject to applicable consent and anti-spam requirements;
• to improve our website, services, workflows, and customer experience;
• to detect, prevent, and address fraud, misuse, security incidents, or unlawful activity;
• to comply with legal, regulatory, tax, accounting, and contractual obligations; and
• to establish, exercise, or defend legal claims.

4. Legal Basis for Processing

Under Canadian privacy law, we generally collect, use, and disclose personal information with your knowledge and consent, unless otherwise permitted or required by law. Depending on the circumstances, the legal basis for processing may include:

• Consent: where you have given express or implied consent for a specific purpose;
• Performance of a contract: where processing is necessary to provide requested photography services, manage bookings, or deliver products;
• Legal obligation: where processing is required to comply with applicable laws, regulations, court orders, or lawful requests;
• Legitimate business purposes: where permitted by law, including fraud prevention, security, internal administration, and service improvement;
• Other lawful exceptions: where collection, use, or disclosure without consent is permitted under applicable Canadian privacy legislation.

Where consent is required, you may be asked to provide it in writing, electronically, or verbally, depending on the context and sensitivity of the information.

5. Data Sharing and Third Parties

Northern Light Photo Studio does not sell personal information. We may share personal information with third parties only as necessary for the purposes described in this Policy and in accordance with applicable law.

Third-party recipients may include:

• Payment processors and financial institutions: to process payments and refunds;
• Cloud storage and IT service providers: to store files, back up data, and support business operations;
• Website hosting, analytics, and email service providers: to operate our website and communications systems;
• Printing labs, album providers, and delivery services: to produce and deliver photographic products;
• Professional advisors: such as accountants, lawyers, insurers, and consultants;
• Government authorities, regulators, or law enforcement: where required or permitted by law;
• Contractors and freelancers: who assist with editing, retouching, administration, or production under confidentiality obligations.

We require third parties handling personal information on our behalf to use appropriate safeguards and to process information only for authorized purposes.

6. Data Transfer to Third Countries

Some of our service providers may store or process personal information outside Canada, including in the United States or other foreign jurisdictions. As a result, personal information may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, or regulatory authorities in those countries.

Where personal information is transferred outside Canada, Northern Light Photo Studio takes reasonable steps to ensure it is protected by contractual, technical, and organizational safeguards appropriate to the sensitivity of the information.

7. Storage Duration

Northern Light Photo Studio retains personal information only as long as necessary to fulfill the purposes for which it was collected, to meet legal, accounting, tax, insurance, or reporting requirements, and to resolve disputes or enforce agreements.

Retention periods may vary depending on the type of information and the purpose for which it is used. For example:

• booking and client service records may be retained for a reasonable period after completion of services;
• financial and tax records may be retained for the period required by applicable law;
• photographs and creative files may be retained according to client agreements, project needs, backup practices, and archival policies;
• marketing consent records may be retained until you withdraw consent or until no longer needed to demonstrate compliance.

When personal information is no longer required, we will securely delete, destroy, anonymize, or de-identify it, as appropriate.

8. User Rights

Subject to applicable law and certain exceptions, you may have the following rights regarding your personal information held by Northern Light Photo Studio:

• Access: to request confirmation of whether we hold personal information about you and to obtain access to that information;
• Rectification: to request correction of inaccurate, incomplete, or outdated personal information;
• Erasure: to request deletion of personal information where permitted by law;
• Restriction: to request that we limit the use or disclosure of your personal information in certain circumstances;
• Data portability: to request a copy of certain personal information in a structured, commonly used format where applicable law provides for such a right;
• Objection: to object to certain uses of your personal information, including some forms of direct marketing where applicable.

To exercise any of these rights, please contact us using the details in the Contact Information section. We may need to verify your identity before responding to your request. We will respond within a reasonable time and in accordance with applicable legal requirements.

9. Withdrawal of Consent

Where our processing is based on consent, you may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Please note that if you withdraw consent for certain information or uses, we may not be able to continue providing some or all of our services, including image delivery, marketing communications, or the use of your photographs for specified purposes.

To withdraw consent, contact Northern Light Photo Studio using the information below.

10. Right to Complain

If you have concerns about how Northern Light Photo Studio handles your personal information, we encourage you to contact us first so we can try to resolve the issue promptly.

You may also have the right to file a complaint with the appropriate privacy regulator, including the Office of the Privacy Commissioner of Canada or the relevant provincial privacy authority, depending on the circumstances and applicable law.

We will cooperate with any lawful investigation or complaint process and will make reasonable efforts to address privacy concerns in a timely manner.

11. Data Security

Northern Light Photo Studio uses reasonable physical, administrative, and technical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

These safeguards may include:

• restricted access to personal information on a need-to-know basis;
• password protection and access controls;
• secure storage and backup practices;
• encryption or other protective measures where appropriate;
• staff and contractor confidentiality obligations;
• monitoring for security incidents and unauthorized activity.

However, no method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

12. Contact Information

If you have questions, requests, or concerns about this Privacy Policy or our privacy practices, please contact:

Northern Light Photo Studio
2480 Main Street, Vancouver, BC V5T 3E2, Canada
Email: [email protected]
Phone: +1 (604) 782-9457

Please include sufficient details in your request so we can identify you and respond appropriately.

13. Changes to Privacy Policy

Northern Light Photo Studio may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or business operations. When we make material changes, we will post the revised Privacy Policy on our website and update the effective date where appropriate.

Your continued use of our services after changes are posted constitutes acceptance of the updated Privacy Policy, to the extent permitted by law. We encourage you to review this Policy periodically.

Effective date: July 2, 2026