Privacy Policy

Last Updated: [Current Date]

1. Who We Are

Business Name: RavensTale Creative
Business Structure: Sole Proprietorship
Address: 102 Ryan Place, Ladysmith, BC, Canada, V9G 1V5
Website: ravenstalecreative.com
Contact Email: ravenstalephotography@gmail.com
Contact Phone: (250) 616-4611

RavensTale Creative is a narrative photography studio specializing in bold, speculative storytelling. We are committed to protecting the privacy and security of our clients, particularly given the sensitive and personal nature of our creative services.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when you:

  • Complete our service questionnaire
  • Create an account on our client portal
  • Book a consultation or photography session
  • Communicate with us via email, phone, or messaging
  • Leave comments on our blog
  • Subscribe to our newsletter or marketing communications
  • Make a payment for services

This information may include:

  • Contact Information: Name, email address, phone number, physical address
  • Account Information: Username, password (encrypted), profile preferences
  • Project Information: Service type, project vision, creative preferences, scheduling preferences
  • Boundary Documentation: For projects involving artistic nudity or mature content, detailed consent and boundary specifications (age 18+ verification required)
  • Payment Information: Billing address (payment card details are processed and stored by Stripe, not by us)
  • Communication Records: Messages, emails, consultation notes, feedback, and project communications

2.2 Information Collected Automatically

When you visit our website, we automatically collect:

  • Technical Information: IP address, browser type and version, device type, operating system
  • Usage Data: Pages visited, time spent on pages, links clicked, referral source
  • Cookies and Tracking Technologies: See Section 5 for detailed information
  • Analytics Data: Through Google Analytics, we collect aggregated usage statistics

2.3 Photographic Content

When you engage our photography services:

  • Images Created: All photographs taken during your session
  • Image Metadata: Technical camera data (EXIF data) embedded in image files
  • Gallery Interactions: Views, downloads, ratings, and comments on your private gallery
  • Usage Preferences: Your consent regarding portfolio use, social media sharing, and image rights

3. How We Use Your Information

3.1 Primary Business Purposes

We use your information to:

  • Provide Photography Services: Manage your project from consultation through final delivery
  • Creative Collaboration: Develop concepts, plan sessions, and execute your vision
  • Project Management: Schedule shoots, coordinate timelines, track milestones, and communicate progress
  • Client Portal Access: Provide secure access to your private galleries, project information, and communications
  • Payment Processing: Process payments, send invoices, and maintain financial records
  • Legal Compliance: Maintain consent documentation, boundary agreements, and contractual obligations

3.2 Communication Purposes

With your consent, we use your information to:

  • Send appointment reminders and project updates
  • Share gallery access notifications and delivery confirmations
  • Provide customer support and respond to inquiries
  • Send marketing communications and newsletters (opt-in only)
  • Request feedback and testimonials
  • Inform you of new services or special offers

3.3 Business Operations

We use aggregated, anonymized data to:

  • Analyze website performance and user experience
  • Improve our services and creative offerings
  • Understand client preferences and booking patterns
  • Optimize our website and client portal functionality

3.4 Legal and Safety Purposes

We may use or disclose your information when required to:

  • Comply with legal obligations or court orders
  • Protect our legal rights and prevent fraud
  • Ensure the safety of our clients, staff, and business
  • Enforce our Terms and Conditions

4. Sensitive Information and Mature Content

4.1 Boundary Documentation

For projects involving artistic nudity, sensuality, or mature content:

  • Age Verification: We verify all participants are 18 years of age or older
  • Consent Documentation: Detailed boundary specifications and consent forms are collected and securely stored
  • Confidentiality: Boundary documentation is treated with the highest level of confidentiality and security
  • Access Restrictions: Only the client and business owner have access to boundary documentation
  • Retention Period: Boundary and consent documentation is retained for 12 months after project completion, then securely deleted
  • Client Rights: You may update your boundaries at any time before your session and request deletion of boundary documentation

4.2 Mature Content Galleries

Private galleries containing mature content:

  • Are password-protected and accessible only to authorized individuals
  • Are never used for portfolio or marketing without explicit written consent
  • Expire after 12 months unless extended by client request
  • Can be permanently deleted upon client request at any time

5. Cookies and Tracking Technologies

5.1 Types of Cookies We Use

Essential Cookies (Required for site functionality):

  • Authentication cookies to keep you logged into your account
  • Session cookies to maintain your browsing session
  • Security cookies to protect against fraudulent activity

Functional Cookies (Enhance user experience):

  • Preference cookies to remember your settings and choices
  • Language and region preferences
  • Gallery viewing preferences

Analytics Cookies (Help us improve our services):

  • Google Analytics cookies to understand site usage patterns
  • Performance measurement and optimization data

Marketing Cookies (With your consent):

  • Advertising and remarketing pixels for targeted advertising
  • Campaign effectiveness tracking
  • Social media integration cookies

5.2 Cookie Duration

  • Session Cookies: Deleted when you close your browser
  • Login Cookies: Last for 2 days, or 2 weeks if you select “Remember Me”
  • Preference Cookies: Last for 1 year
  • Analytics Cookies: Last for 2 years

5.3 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may impact site functionality, including your ability to access your client portal or private galleries.

To opt out of Google Analytics, visit: https://tools.google.com/dlpage/gaoptout

6. Blog Comments

When you leave a comment on our blog:

  • We collect your name, email address, website URL (optional), and comment content
  • Your IP address and browser user agent string are collected for spam detection
  • If you use Gravatar, your profile picture may be publicly displayed with your comment
  • Comments and associated data are retained indefinitely to facilitate conversation and automatically approve follow-up comments
  • You can request deletion of your comments at any time

7. Embedded Content from Other Websites

Our website may include embedded content from third-party services:

  • Video Content: YouTube, Vimeo
  • Social Media: Instagram, Facebook feeds
  • Scheduling Tools: Calendly booking widgets
  • Payment Processing: Stripe payment forms

These third-party services may collect data about you, use cookies, and track your interaction with embedded content as if you visited their website directly. We do not control these third-party privacy practices. Please review the privacy policies of:

8. How We Share Your Information

8.1 Service Providers

We share information with trusted third-party service providers who assist in operating our business:

Supabase (Database and Authentication):

Stripe (Payment Processing):

  • Processes payments and stores payment method information
  • Privacy Policy: https://stripe.com/privacy
  • We never store your full payment card details on our servers

Brevo (Email Marketing):

Google Analytics (Website Analytics):

Calendly (Appointment Scheduling):

All service providers are contractually obligated to protect your information and use it only for the purposes we specify.

8.2 Team Members and Contractors

For collaborative projects, we may share relevant project information with:

  • Assistant photographers
  • Makeup artists and stylists
  • Set designers and creative collaborators

We only share information necessary for project execution and require all team members to maintain confidentiality.

8.3 Legal Requirements

We may disclose your information if required by law or in response to:

  • Valid legal processes (subpoenas, court orders)
  • Government investigations
  • Protection of our legal rights
  • Prevention of fraud or harm

8.4 Portfolio and Marketing Use

With Your Explicit Consent Only:

  • Selected images may be used in our portfolio, website, or social media
  • Your name or identifying information will only be included with your permission
  • You can revoke consent for portfolio use at any time
  • Images containing mature content are never used for marketing without specific written consent

9. Data Security

9.1 Security Measures

We implement comprehensive security measures to protect your information:

  • Encryption: All data transmission uses SSL/TLS encryption (HTTPS)
  • Secure Storage: Data at rest is encrypted using industry-standard encryption
  • Access Controls: Strict role-based access limitations
  • Password Protection: Encrypted password storage using secure hashing
  • Private Galleries: Password-protected with unique, secure URLs
  • Backup Security: Encrypted backup storage with restricted access
  • Regular Updates: Ongoing security patches and software updates

9.2 Sensitive Content Protection

For projects involving mature content:

  • Enhanced security protocols for boundary documentation
  • Separate, encrypted storage for consent forms
  • Limited access to authorized personnel only
  • Secure deletion procedures for expired documentation

9.3 Data Breach Response

In the unlikely event of a data breach affecting your personal information, we will:

  • Notify affected individuals within 72 hours
  • Report to relevant authorities as required by law
  • Take immediate steps to contain and remediate the breach
  • Provide guidance on protective measures you can take

10. Data Retention

10.1 Retention Periods

Account Information:

  • Active accounts: Retained for the duration of our business relationship
  • Inactive accounts: Deleted after 3 years of inactivity (with prior notification)

Project Data:

  • Questionnaires and project documentation: 12 months after project completion
  • Boundary documentation and consent forms: 12 months after project completion
  • Communication records: 12 months after project completion

Financial Records:

  • Payment records and invoices: 7 years (tax and legal compliance requirements)

Photography Content:

  • Client images: Stored on private backup indefinitely for archival purposes
  • Private galleries: Active for 12 months, then archived or deleted based on client preference
  • Portfolio images (with consent): Retained for business marketing purposes until consent is revoked

Website Data:

  • Blog comments: Retained indefinitely unless deletion is requested
  • Analytics data: Aggregated data retained for 26 months

10.2 Data Deletion

You may request deletion of your data at any time. Upon request, we will:

  • Delete account information within 30 days
  • Remove private galleries and images
  • Delete boundary documentation and consent forms
  • Retain only information required for legal or financial compliance

11. Your Privacy Rights

11.1 Rights Under GDPR (European Union Residents)

If you are located in the EU, you have the right to:

  • Access: Request a copy of all personal data we hold about you
  • Rectification: Correct inaccurate or incomplete information
  • Erasure: Request deletion of your personal data (“right to be forgotten”)
  • Restriction: Limit how we use your information
  • Portability: Receive your data in a structured, machine-readable format
  • Objection: Object to processing based on legitimate interests
  • Automated Decision-Making: Not be subject to decisions based solely on automated processing
  • Withdraw Consent: Withdraw consent at any time (without affecting prior lawful processing)

Legal Basis for Processing:

  • Performance of contract (providing photography services)
  • Consent (marketing communications, portfolio use)
  • Legitimate interests (business operations, fraud prevention)
  • Legal obligations (financial record keeping, age verification)

Data Transfers: When we transfer data outside the EU, we ensure adequate safeguards through Standard Contractual Clauses or other approved mechanisms.

11.2 Rights Under CCPA (California Residents)

If you are a California resident, you have the right to:

  • Know: What personal information we collect, use, and share
  • Access: Request a copy of your personal information (up to twice per year)
  • Delete: Request deletion of your personal information
  • Opt-Out: Opt-out of the sale of personal information (we do not sell personal information)
  • Non-Discrimination: Not be discriminated against for exercising your privacy rights

Categories of Information We Collect:

  • Identifiers (name, email, address)
  • Commercial information (purchase history, service preferences)
  • Internet activity (website usage, gallery interactions)
  • Sensory information (photographs, audio recordings of consultations)
  • Professional information (for commercial/brand clients)

Business and Commercial Purposes: We use your information to provide services, communicate with you, improve our business, and comply with legal obligations. We do not sell your personal information to third parties.

11.3 Rights Under Canadian Privacy Laws (PIPEDA)

As a Canadian business, we comply with the Personal Information Protection and Electronic Documents Act (PIPEDA):

  • Consent: We obtain meaningful consent for collection, use, and disclosure of personal information
  • Access: You can access your personal information and challenge its accuracy
  • Safeguards: We protect personal information with appropriate security measures
  • Openness: We are transparent about our privacy practices
  • Accountability: We are responsible for personal information under our control

11.4 Exercising Your Rights

To exercise any of these rights, please contact us at:

  • Email: ravenstalephotography@gmail.com
  • Mail: RavensTale Creative, 102 Ryan Place, Ladysmith, BC, Canada, V9G 1V5
  • Phone: (250) 616-4611

We will respond to requests within:

  • GDPR: 30 days (1 month)
  • CCPA: 45 days
  • PIPEDA: 30 days

We may require verification of your identity before fulfilling requests.

12. Children’s Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect information from minors. All clients engaging in services involving mature content must provide age verification confirming they are 18 years of age or older.

If we become aware that we have inadvertently collected information from someone under 18, we will promptly delete such information.

13. International Data Transfers

RavensTale Creative is based in Canada and serves clients internationally. When you use our services, your information may be transferred to and processed in:

  • Canada (where our business is located)
  • United States (where some of our service providers maintain servers)

We ensure appropriate safeguards are in place for international data transfers, including:

  • Standard Contractual Clauses for EU data transfers
  • Adequate protection mechanisms as required by applicable law
  • Service provider agreements requiring data protection

14. Third-Party Links

Our website may contain links to third-party websites, social media platforms, or resources. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

15. Email Marketing and Communications

15.1 Opt-In Marketing

We only send marketing emails to individuals who have:

  • Explicitly opted in to receive marketing communications
  • Provided consent during service booking or account creation

15.2 Content of Marketing Emails

Marketing communications may include:

  • Newsletter updates and creative inspiration
  • New service announcements
  • Special offers and promotions
  • Photography tips and behind-the-scenes content
  • Event invitations

15.3 Unsubscribe Rights

You can unsubscribe from marketing emails at any time by:

  • Clicking the “unsubscribe” link in any marketing email
  • Updating your communication preferences in your account settings
  • Contacting us directly to opt-out

Important: Unsubscribing from marketing emails will not affect transactional emails related to your services (booking confirmations, gallery notifications, payment receipts, etc.).

16. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in:

  • Our business practices
  • Legal or regulatory requirements
  • Service provider relationships
  • Technology and security measures

When we make changes:

  • We will update the “Last Updated” date at the top of this policy
  • For material changes, we will notify you via email or prominent website notice
  • Continued use of our services after changes constitutes acceptance of the updated policy

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

17. Contact Us

17.1 Privacy Questions and Concerns

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:

RavensTale Creative
102 Ryan Place
Ladysmith, BC, Canada, V9G 1V5

Email: ravenstalephotography@gmail.com
Phone: (250) 616-4611
Website Contact Form: https://ravenstalecreative.com/contact/

17.2 Data Protection Authorities

If you are located in the EU and believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local supervisory authority.

If you are a Canadian resident, you may file a complaint with the Office of the Privacy Commissioner of Canada:

17.3 Response Times

We strive to respond to all privacy inquiries within:

  • General questions: 5 business days
  • Data access/deletion requests: 30 days
  • Urgent security concerns: 24-48 hours

18. Consent and Acknowledgment

By using RavensTale Creative’s website and services, you acknowledge that you have read, understood, and agree to this Privacy Policy. For services involving mature content, you additionally acknowledge that:

  • You are 18 years of age or older
  • You understand how your boundary documentation will be collected, used, and protected
  • You consent to the specific privacy practices related to sensitive content
  • You understand your right to update or withdraw consent at any time

Your privacy and trust are paramount to us. We are committed to maintaining the highest standards of data protection, especially given the personal and sensitive nature of our creative services.