Privacy Policy

ProWave Studios ("we," "our," or "us") operates the website https://prowavestudios.lol and provides audio and video equipment rental, sales, and professional videography services in Regina, Saskatchewan, Canada. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website or use our services.

We are committed to protecting your privacy and handling your personal information in accordance with Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Information We Collect

1.1 Personal Information You Provide

We collect personal information that you voluntarily provide to us when you:

• Contact us through our website contact form
• Request quotes for equipment rental or services
• Book podcast studio time or videography services
• Purchase or rent equipment from us
• Subscribe to our newsletter or marketing communications
• Create an account on our website
• Participate in surveys or provide feedback

This personal information may include:

• Full name
• Email address
• Phone number
• Mailing address
• Company name and business information
• Payment information (credit card details, billing address)
• Project details and service requirements
• Any other information you choose to provide

1.2 Automatically Collected Information

When you visit our website, we automatically collect certain information about your device and browsing behavior, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits
• Device identifiers
• Geographic location data

1.3 Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to enhance your browsing experience and analyze website traffic. Cookies are small text files stored on your device that help us remember your preferences and understand how you use our website.

Types of cookies we use:

• Essential Cookies: Required for website functionality and security
• Analytics Cookies: Help us understand how visitors interact with our website
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Track your activity to deliver relevant advertisements

You can control cookie preferences through your browser settings. However, disabling certain cookies may affect website functionality.

2. How We Use Your Information

We use the collected information for the following purposes:

2.1 Service Provision

• Processing equipment rental requests and bookings
• Providing videography and audio production services
• Managing podcast studio reservations
• Processing payments and managing billing
• Delivering equipment and coordinating logistics
• Providing customer support and responding to inquiries

2.2 Communication

• Sending booking confirmations and service updates
• Responding to your questions and requests
• Providing technical support
• Sending newsletters and promotional materials (with your consent)
• Notifying you about new services or special offers

2.3 Business Operations

• Improving our website and services
• Conducting market research and analytics
• Preventing fraud and ensuring security
• Complying with legal obligations
• Enforcing our terms and conditions
• Managing inventory and equipment maintenance

2.4 Marketing and Advertising

• Personalizing your website experience
• Displaying relevant advertisements on third-party platforms
• Measuring advertising campaign effectiveness
• Conducting targeted marketing activities

3. Legal Basis for Processing (PIPEDA Compliance)

We process your personal information based on the following legal grounds:

• Consent: You have given explicit consent for specific processing purposes
• Contract Performance: Processing is necessary to fulfill our contractual obligations
• Legal Obligations: Processing is required to comply with Canadian laws
• Legitimate Interests: Processing is necessary for our legitimate business interests, provided these don't override your rights

4. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your information with:

4.1 Service Providers

We engage trusted third-party service providers to assist with business operations, including:

• Payment processors (credit card processing)
• Cloud hosting and data storage providers
• Email marketing platforms
• Analytics and tracking services
• Customer relationship management (CRM) systems
• Shipping and logistics companies

These service providers are contractually obligated to protect your information and use it only for specified purposes.

4.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes or government requests
• Enforce our terms and conditions
• Protect our rights, property, or safety
• Prevent fraud or illegal activities
• Respond to emergency situations

4.3 Business Transfers

If ProWave Studios is involved in a merger, acquisition, or asset sale, your personal information may be transferred as part of that transaction. We will notify you of any such change and provide choices regarding your information.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• SSL/TLS encryption for data transmission
• Secure server infrastructure
• Regular security audits and updates
• Access controls and authentication protocols
• Employee training on data protection
• Encrypted data storage
• Regular backups and disaster recovery procedures

6. Data Retention

We retain your personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods vary based on:

• Customer Records: Maintained for 7 years for accounting and tax purposes
• Marketing Data: Retained until you withdraw consent or unsubscribe
• Website Analytics: Typically retained for 26 months
• Transaction Records: Kept for the period required by Canadian business laws

When personal information is no longer needed, we securely delete or anonymize it.

7. Your Privacy Rights

Under Canadian privacy law, you have the following rights regarding your personal information:

7.1 Right to Access

You can request access to the personal information we hold about you.

7.2 Right to Correction

You can request correction of inaccurate or incomplete personal information.

7.3 Right to Deletion

You can request deletion of your personal information, subject to legal retention requirements.

7.4 Right to Withdraw Consent

You can withdraw your consent to data processing at any time, affecting future processing but not previous lawful processing.

7.5 Right to Object

You can object to processing of your personal information for direct marketing purposes.

7.6 Right to Data Portability

You can request a copy of your personal information in a structured, commonly used format.

How to Exercise Your Rights

To exercise any of these rights, please contact us using the information provided below. We will respond to your request within 30 days.

8. Marketing Communications

If you have opted in to receive marketing communications, we may send you:

• Promotional emails about our services and special offers
• Newsletters with industry insights and tips
• Announcements about new equipment or services
• Event invitations

Opt-Out: You can unsubscribe from marketing emails at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Contacting us directly at info@prowavestudios.lol
• Updating your communication preferences in your account settings

Please note that even if you opt out of marketing communications, we will still send you transactional messages related to your bookings and services.

9. Third-Party Links

Our website may contain links to third-party websites, services, or applications that are not operated by us. This Privacy Policy does not apply to these external sites. We are not responsible for the privacy practices of third parties and encourage you to review their privacy policies before providing any personal information.

10. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will take steps to delete such information from our systems.

11. International Data Transfers

Your personal information may be transferred to and processed in countries other than Canada. While we primarily operate within Canada, some of our service providers may be located in other jurisdictions, including the United States. We ensure that appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable privacy laws.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. When we make significant changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email (if you have provided your email address)
• Post a notice on our website homepage
• Request your consent if required by law

We encourage you to review this Privacy Policy regularly to stay informed about how we protect your information.

13. Contact Information

14. Privacy Complaints

If you believe we have not complied with this Privacy Policy or applicable privacy laws, you may file a complaint with us using the contact information above. We will investigate your complaint and respond within 30 days.

If you are not satisfied with our response, you have the right to file a complaint with the Privacy Commissioner of Canada:

15. Consent

By using our website and services, you acknowledge that you have read, understood, and agree to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

For certain processing activities, we will obtain your explicit consent, which you can withdraw at any time by contacting us.