1.1. We are committed to safeguarding the privacy of our Students (Users); in this policy we explain how we will treat personal information with accordance to the Personal Information Protection and Electronic Documents Act.
- Collecting personal information
2.1. We may collect store and use the following kinds of personal information:
(a) Information that you provide to us when Ordering Online, over the phone or other methods.
(b) Information that you provide to us when using the services on our webpage, or that is generated during the use of our services.
(c) Information relating to any purchases you make of our services.
(d) Information that you post to our Social Media or otherwise published on the Internet.
(e) Any other personal information that you choose to send to us.
2.2. Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.
- Using your personal information
3.1. Personal information submitted to us will be used for the purposes specified in this policy.
3.2. We may use your personal information to:
(a) Administer our services and business.
(b) Personalise photographic related products for you or the school.
(c) Enable your use of the services available on our website.
(d) Send you goods purchased through our website.
(e) Supply to you services purchased through all means.
(f) Send you non-marketing commercial communications.
(g) Send you marketing communications relating to our business which we think may be of interest to you, by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications).
(h) Provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information).
(i) Deal with enquiries and complaints made by or about you relating to our products and services.
(j) Keep our websites secures and prevents fraud.
(k) Verify compliance with the terms and conditions governing the use of our website (including monitoring private messages sent through social media private messaging service).
(l) Other uses.
3.3. We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.
- Disclosing personal information
4.1. We may disclose your personal information to [any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors] insofar as reasonably necessary for the purposes set out to produce and deliver photos, products and services.
4.2. We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this policy.
4.3. We may disclose your personal information:
(a) to the extent that we are required to do so by law;
(b) in connection with any ongoing or prospective legal proceedings;
(c) to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
(d) to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and
(e) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
4.4. Except as provided in this policy, we will not provide your personal information to third parties.
- International data transfers
5.1. Personal information that you publish on our Social Media Accounts or submit for publication on our website may be available, via the Internet, around the world. We cannot prevent the use or misuse of such information by others.
5.2. You expressly agree to the transfers of personal information described in this Section 6.
- Retaining personal information
6.1. This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
6.2. Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. Normal retention is 2 years.
- Security of your personal information
7.1. We will take reasonable technical and organizational precautions to prevent the loss, misuse or alteration of your personal information.
7.2. We will store all the personal information you provide on our secure (password- and firewall-protected) servers.
7.3. All electronic financial transactions entered into through our website will be protected by encryption technology.
7.4. You acknowledge that the transmission of information over the Internet is inherently insecure, and we cannot guarantee the security of data sent over the Internet.
8. Security Breach Protocol
8.1 In the event of a security breach involving the mishandling of personal information under our management, PhotoVisions is committed to promptly informing the concerned individuals (or their parents or guardians), the relevant school board, and the school itself. Additionally, we will report the incident to the Office of the Privacy Commissioner of Canada and, where necessary, to any provincial Information and Privacy Commissioner. This action will be taken if we deem that the breach poses a significant risk of serious harm to the individuals involved, which may include physical, financial, or reputational damage.
8.2 Furthermore, we will engage with other organizations or government institutions that have the capacity to lessen the risk or mitigate the harm resulting from the breach. In compliance with our obligations under the applicable privacy legislation, PhotoVisions will maintain a comprehensive record of any security breaches involving the safeguarding of personal data
9.1. We may update this policy from time to time by publishing a new version on our website.
9.2. You should check this page occasionally to ensure you are happy with any changes to this policy.
9.3. We may notify you of changes to this policy [by email or through the private messaging system on our Social Media.
10. Your rights
10.1. You may instruct us to provide you with any personal information we hold about you.
10.2. We may withhold personal information that you request to the extent permitted by law.
10.3. You may instruct us at any time not to process your personal information for marketing purposes.
10.4. In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
11. Third party websites
11.1.Our Website includes hyperlinks to, and details of, third party websites.
11.2.We have no control over, and are not responsible for, the privacy policies and practices of third parties.
12. Updating information
12.1.Please let us know if the personal information that we hold about you needs to be corrected or updated.
(Updated 26 Jan 2024)