Effective Date: September 7, 2026
1. Introduction and Company Information
This Privacy Policy explains how Northern Resonance Music Studios Ltd. collects, uses, discloses, stores, and protects personal information when you interact with us, including when you visit our premises, contact us, book studio time, purchase services, join mailing lists, make payments, or otherwise use our music-studio services.
Northern Resonance Music Studios Ltd. is committed to handling personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, applicable provincial privacy legislation.
Business / Data Controller: Northern Resonance Music Studios Ltd.
Address: 2485 Douglas Road, Suite 304, Burnaby, BC V5C 5W2, Canada
Email: [email protected]
Phone: +1 (604) 782-9468
2. Data Collection and Processing
We may collect personal information directly from you, automatically through our website or digital services, and from third parties where permitted by law. The type of information we collect depends on how you interact with us and may include:
- Identification and contact information: name, address, email address, phone number, company name, and social media handle if you communicate with us through such channels.
- Booking and service information: studio booking details, session dates and times, service preferences, special requests, attendance records, invoices, and payment history.
- Technical and usage information: IP address, browser type, device identifiers, log files, website activity, and cookies or similar technologies.
- Audio, video, and image content: recordings, photographs, and video captured during studio sessions, rehearsals, events, or promotional activities, where applicable and with notice or consent as required.
- Payment information: billing details and transaction records. We do not intentionally store full payment card data unless needed for secure processing by authorized payment providers.
- Communication records: emails, messages, feedback, support requests, and call notes.
- Marketing preferences: consent status and communication preferences.
We collect only the personal information that is reasonably necessary for the purposes described in this Policy. In some circumstances, we may also collect or use de-identified or aggregated information that does not identify an individual.
3. Purpose of Data Processing
Northern Resonance Music Studios Ltd. may process personal information for the following purposes:
- to provide music-studio, rehearsal, recording, mixing, mastering, production, and related services;
- to manage bookings, appointments, cancellations, waiting lists, and service delivery;
- to communicate with you about inquiries, quotes, invoices, updates, and customer support;
- to process payments, refunds, and accounting records;
- to maintain studio safety, security, and operational integrity;
- to administer memberships, promotions, contests, or loyalty programs, if offered;
- to improve our website, services, customer experience, and internal operations;
- to send marketing communications where permitted and, where required, with your consent;
- to comply with legal, regulatory, tax, insurance, and record-keeping obligations;
- to prevent fraud, misuse, unauthorized access, and other harmful activity;
- to establish, exercise, or defend legal claims.
4. Legal Basis for Processing
Canadian privacy laws generally require that we have a valid reason for collecting, using, or disclosing personal information. Depending on the circumstances, our legal basis may include one or more of the following:
- Consent: where you have provided express or implied consent, including for certain marketing communications, optional cookies, or promotional photography/video.
- Performance of a contract: where processing is necessary to provide the services you requested, manage bookings, or process payments.
- Legitimate business purposes: where the collection, use, or disclosure is reasonable for operating our business, preventing fraud, ensuring security, or improving services, and is otherwise permitted by law.
- Legal or regulatory obligations: where we must comply with applicable laws, court orders, tax requirements, or lawful requests by authorities.
- Other lawful bases recognized under applicable Canadian law: including circumstances where consent is not required or is not appropriate under the applicable statute or regulation.
5. Data Sharing and Third Parties
We may share personal information only as necessary and only in accordance with this Policy and applicable law. Third parties may include:
- Service providers: website hosting, cloud storage, email delivery, analytics, booking systems, customer relationship management tools, payment processors, accounting providers, and IT support providers.
- Professional advisers: lawyers, accountants, auditors, insurers, and consultants.
- Business partners: collaborators, artists, event organizers, or production partners, where necessary to deliver a service you requested and subject to appropriate safeguards.
- Authorities and legal recipients: government agencies, law enforcement, regulators, courts, or other parties where required or permitted by law.
- Successors in interest: in connection with a merger, acquisition, reorganization, sale of assets, financing, or similar transaction, subject to confidentiality and legal protections.
We do not sell personal information in the ordinary sense. If any disclosure arrangement is required by law to be treated differently, we will handle it in accordance with applicable requirements and, where required, obtain consent.
Where third parties process personal information on our behalf, we require them to use appropriate safeguards and to process the information only for authorized purposes.
6. Data Transfer to Third Countries
Your personal information may be stored or processed outside British Columbia or outside Canada, including in the United States or other jurisdictions where our service providers operate. In such cases, the information may be subject to the laws of those jurisdictions and may be accessible to foreign courts, law enforcement, or regulatory authorities.
We take reasonable steps to ensure that personal information transferred outside Canada is protected by contractual, technical, and organizational safeguards appropriate to the sensitivity of the information. However, no method of transmission or storage is completely secure.
7. Storage Duration
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, to comply with legal requirements, to resolve disputes, and to enforce agreements.
- Booking and client records: retained for a reasonable period after the service is completed to manage follow-up, accounting, or disputes.
- Financial and tax records: retained for the period required by applicable tax, accounting, and business laws.
- Marketing information: retained until you unsubscribe, withdraw consent, or we determine it is no longer needed.
- Security logs and technical records: retained for a limited period unless needed longer for security investigations or legal compliance.
- Audio/video promotional materials: retained for the period stated at collection or until consent is withdrawn, where withdrawal is applicable and feasible.
When personal information is no longer required, we will securely delete, destroy, anonymize, or de-identify it in accordance with our retention practices and legal obligations.
8. User Rights
Subject to applicable law and certain exceptions, you may have the following rights regarding your personal information:
- Access: you may request confirmation of whether we hold personal information about you and request access to it.
- Rectification: you may request correction of inaccurate or incomplete personal information.
- Erasure: you may request deletion of personal information, subject to legal retention requirements and legitimate business needs.
- Restriction: you may request that we limit certain processing in appropriate circumstances.
- Data portability: where applicable, you may request a copy of certain personal information in a portable format.
- Objection: you may object to certain processing activities, including some forms of direct marketing or processing based on our legitimate interests where applicable.
To exercise any of these rights, contact us using the details in the Contact Information section. We may need to verify your identity before fulfilling 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 your consent, you may withdraw that consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.
You may withdraw consent by contacting Northern Resonance Music Studios Ltd. using the contact details below or by using any unsubscribe or preference-management mechanism we provide. If you withdraw consent for certain information, we may no longer be able to provide some services or communications to you.
10. Right to Complain
If you have concerns about how we handle your personal information, we encourage you to contact us first so we can try to resolve the issue directly.
You may also have the right to file a complaint with the appropriate privacy regulator, depending on your location and the nature of the issue. In Canada, this may include the Office of the Privacy Commissioner of Canada and, where applicable, a provincial privacy commissioner or ombudsperson.
We will cooperate with any lawful complaint process and will take appropriate steps to address substantiated concerns.
11. Data Security
Northern Resonance Music Studios Ltd. 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 systems and backup procedures;
- staff awareness and confidentiality obligations;
- vendor review and contractual safeguards; and
- monitoring and incident-response procedures.
No security program can guarantee absolute protection. If we become aware of a privacy or security incident involving personal information and we are legally required to do so, we will notify affected individuals and relevant authorities in accordance with applicable law.
12. Contact Information
If you have questions, requests, or complaints regarding this Privacy Policy or our handling of personal information, please contact:
Northern Resonance Music Studios Ltd.
2485 Douglas Road, Suite 304
Burnaby, BC V5C 5W2
Canada
Email: [email protected]
Phone: +1 (604) 782-9468
13. Changes to Privacy Policy
We 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 take reasonable steps to notify you, such as by posting the updated policy on our website, displaying a notice, or contacting you directly where appropriate.
The revised Privacy Policy will be effective on the date indicated at the top of the document unless otherwise stated. We encourage you to review this Policy periodically to stay informed about how Northern Resonance Music Studios Ltd. protects your personal information.