Privacy Policy

Last Updated: December 2025

Viva Media Inc. ("Viva Media," "we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website vivamedia.ca, engage our services, or otherwise interact with us.

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian privacy legislation. By using our website or services, you consent to the practices described in this Privacy Policy.

1.0 Information We Collect

1.1 Information You Provide Directly
We collect information you voluntarily provide, including:

a) Contact Information: Name, email address, phone number, company name, job title, and mailing address when you inquire about our services, request a quote, or sign up for communications.

b) Project Information: Details about your video production needs, brand guidelines, creative briefs, scripts, and other materials you provide for projects.

c) Client Account Information: Billing address, payment information, and contract details when you engage our services.

d) Communications: Records of your correspondence with us, including emails, phone calls, and messages sent through our website or social media channels.

1.2 Information Collected Automatically
When you visit our website, we automatically collect certain information, including:

a) Device Information: IP address, browser type, operating system, device identifiers, and mobile network information.

b) Usage Information: Pages visited, time spent on pages, links clicked, referring website, and other browsing behavior.

c) Location Information: General geographic location based on your IP address.

1.3 Information from Third Parties
We may receive information about you from third parties, including:

a) Business partners and referral sources who recommend our services.
b) Social media platforms when you interact with our social media presence.
c) Publicly available sources for business development purposes.

2.0 How We Use Your Information

2.1 We use your personal information for the following purposes:

a) Service Delivery: To provide video production services, communicate about projects, deliver deliverables, and fulfill our contractual obligations.

b) Business Operations: To process payments, manage client accounts, maintain records, and conduct internal administration.

c) Communications: To respond to inquiries, provide quotes, send project updates, and deliver information you request.

d) Marketing: To send newsletters, promotional materials, and information about our services, where you have consented to receive such communications.

e) Website Improvement: To analyze website usage, improve our website functionality, and optimize user experience.

f) Legal Compliance: To comply with applicable laws, regulations, and legal processes.

g) Business Protection: To protect our rights, privacy, safety, or property, and that of our clients and the public.

3.0 How We Share Your Information

3.1 We do not sell your personal information. We may share your information in the following circumstances:

a) Service Providers: With third-party vendors who assist us in operating our business, including payment processors, cloud storage providers, email service providers, and analytics services. These providers are contractually obligated to protect your information.

b) Production Partners: With crew members, contractors, and production partners engaged to deliver services on specific projects, limited to information necessary for project completion.

c) Legal Requirements: When required by law, subpoena, court order, or other legal process, or when we believe disclosure is necessary to protect our rights or the safety of others.

d) Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

e) With Your Consent: In other circumstances where you have provided explicit consent.

4.0 Cookies and Tracking Technologies

4.1 Our website uses cookies and similar tracking technologies to enhance your experience and collect information about how our website is used.

4.2 Types of Cookies We Use:

a) Essential Cookies: Required for basic website functionality and cannot be disabled.

b) Analytics Cookies: Help us understand how visitors interact with our website through services like Google Analytics.

c) Marketing Cookies: Used to deliver relevant advertisements and track the effectiveness of our marketing campaigns.

4.3 You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

4.4 We may use third-party services including Google Analytics, Meta Pixel, LinkedIn Insight Tag, and similar tools. These services have their own privacy policies governing their use of your information.

5.0 Data Security

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

5.2 Security measures include:

a) Secure data transmission using SSL/TLS encryption.
b) Access controls limiting employee access to personal information.
c) Regular security assessments and updates.
d) Secure storage of physical and electronic records.

5.3 While we strive to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

6.0 Data Retention

6.1 We retain personal information only as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements.

6.2 Retention periods vary based on the type of information:

a) Client Records: Retained for seven (7) years following project completion for legal and tax purposes.
b) Marketing Contacts: Retained until you unsubscribe or request deletion.
c) Website Analytics: Retained according to our analytics provider's policies, typically 26 months.
d) Project Files: As outlined in our Terms of Service, project files are deleted upon project completion unless extended retention is purchased.

7.0 Your Privacy Rights

7.1 Under PIPEDA and applicable privacy laws, you have the following rights:

a) Access: Request access to the personal information we hold about you.

b) Correction: Request correction of inaccurate or incomplete personal information.

c) Withdrawal of Consent: Withdraw consent for processing where consent is the legal basis, subject to legal or contractual restrictions.

d) Deletion: Request deletion of your personal information, subject to legal retention requirements.

e) Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

7.2 To exercise these rights, contact us using the information provided in Section 11. We will respond to requests within 30 days.

8.0 Media Production and Talent Information

8.1 In the course of video production, we may collect and process personal information of individuals appearing in productions, including:

a) Names, likenesses, and biographical information.
b) Images, video footage, and audio recordings.
c) Contact information for releases and communications.

8.2 Such information is collected pursuant to talent release agreements and used solely for the purposes specified in those agreements and our contracts with clients.

8.3 Individuals appearing in productions should direct privacy inquiries to the client who commissioned the production, as the client typically determines how the final content is used and distributed.

9.0 Third-Party Links

9.1 Our website may contain links to third-party websites, including social media platforms, portfolio hosting services, and partner websites.

9.2 We are not responsible for the privacy practices of these third-party sites. We encourage you to review the privacy policies of any website you visit.

10.0 Children's Privacy

10.1 Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.

10.2 If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete such information.

11.0 Contact Us

11.1 If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

Viva Media Inc.
777 The Queensway, Unit 1
Toronto, ON M8Z 1N4
Canada

Email: privacy@vivamedia.ca
Phone: (416) 644-2972

11.2 For privacy-related complaints, you may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

12.0 Changes to This Privacy Policy

12.1 We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the updated policy on this page with a revised "Last Updated" date.

12.2 Material changes will be communicated through our website or, where appropriate, by email to clients with active projects.

12.3 Your continued use of our website or services after any changes constitutes acceptance of the updated Privacy Policy.

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