PRIVACY POLICY 

Effective Date: October 22, 2026

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At The Portrait Loft Studios, we value your privacy and are committed to protecting the personal information you share with us.

This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you visit our website, inquire about our services, make a studio reservation or otherwise interact with our business.

We handle personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable.

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By using our website or services, you acknowledge the privacy practices described in this Policy. Where consent is required by law, we will request it.

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1. Information We Collect

We may collect personal information that you voluntarily provide when contacting us, completing a booking or using our services.

This may include:

• Contact Information: Name, email address, telephone number and other information provided when contacting us.

• Booking Information: Selected studio, reservation date and time, rental duration, booking history and related requests.

• Payment Information: Billing details, transaction records, payment status and applicable charges.

• Communication Records: Emails, contact form submissions, booking inquiries and other correspondence.

• Marketing Preferences: Newsletter subscriptions, promotional communication preferences and related consent records, where applicable.

• Website Usage Information: Device information, browser type, IP address, website activity and information collected through cookies or similar technologies.

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We collect only the personal information reasonably necessary for our business activities and the purposes described in this Policy.

2. How We Use Your Information

We may use personal information to:

• Process, manage and confirm studio reservations.

• Communicate booking details, reminders, changes and important updates.

• Respond to inquiries and provide customer support.

• Process payments, refunds, credits and applicable additional charges.

• Manage cancellations, rescheduling and rental-related matters.

• Maintain business, financial and transaction records.

• Improve our website, booking experience and customer service.

• Send studio announcements, promotions or newsletters where permitted by law.

• Maintain the safety, security and proper operation of our premises.

• Meet applicable legal, regulatory and accounting obligations.

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We will not use personal information for unrelated purposes without obtaining additional consent where required.

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3. Online Booking & Payment Processing

Studio reservations are managed through Acuity Scheduling, and payments are securely processed through Square.

When you make a reservation, we collect the information necessary to manage your booking, including your name, contact details, selected studio, reservation date, rental duration and transaction information.

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Payment card details are submitted through our authorized payment-processing services. The Portrait Loft Studios does not ordinarily receive or store complete payment card numbers.

Square may collect and process payment information, billing details and transaction records to authorize payments, process refunds, prevent fraud and provide payment-related services.

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Payment information is handled in accordance with Square's applicable privacy and security practices.

For more information, please review Square's Privacy Notice.

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Additional charges for overtime, cleaning or damage may be invoiced separately or collected through an authorized payment method, in accordance with our Studio Rental Agreement & Waiver and applicable law.

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4. Website Hosting & Third-Party Services

Our website is hosted through Wix, with online reservations managed by Acuity Scheduling and payments processed through Square.

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These service providers may process information necessary to operate our website, manage reservations, complete transactions and deliver related services.

We may use third-party services for:

• Website hosting and functionality

• Online booking and scheduling

• Secure payment processing

• Booking confirmations, reminders and service-related communications

• Contact forms and customer inquiries

• Website analytics and security

We share personal information with authorized service providers only where reasonably necessary for legitimate business purposes, subject to applicable privacy requirements.

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5. Cookies & Website Analytics

Our website may use cookies and similar technologies to support essential website functions, remember preferences, improve performance and understand how visitors interact with our website.

Depending on the tools enabled, cookies may be used for:

• Essential website functionality and security

• Website performance and analytics

• Remembering visitor preferences

• Marketing and advertising, where applicable

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You may be able to manage cookie preferences through our website's cookie settings or your browser.

Where required by applicable law, we will obtain consent before using non-essential cookies or similar tracking technologies.

Disabling certain cookies may affect website functionality.

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6. Marketing Communications

We use the contact information provided during booking or through our website to communicate with clients regarding their reservations and inquiries.

These communications may include:

• Booking confirmations and reminders

• Reservation changes or cancellations

• Payment confirmations and receipts

• Important information about studio access and rental requirements

• Responses to customer inquiries

• Follow-up communications relating to completed reservations, outstanding payments or rental-related matters

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We do not currently operate a newsletter or send promotional email campaigns.

Should we introduce optional marketing communications in the future, we will update our privacy practices and obtain consent where required by applicable law.

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Clients may contact us at any time with questions regarding communications received from The Portrait Loft Studios.​

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7. Photography, Videography & Client Content

The Portrait Loft Studios provides rental spaces for photography, videography and creative productions.

We do not automatically acquire ownership of photographs, videos or other creative content produced by clients during their studio reservations.

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We will not intentionally publish or use identifiable client-created photographs or videos for promotional purposes without appropriate permission.

Where clients voluntarily submit images, videos or testimonials for promotional use, we will use that content in accordance with the permission provided and applicable law.

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Clients and photographers remain responsible for obtaining any necessary permissions or releases from individuals appearing in content they independently create or publish.

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8. Sharing & Disclosure of Personal Information

We do not sell personal information.

We may share personal information with:

• Authorized service providers supporting our website, bookings, payments and communications.

• Professional advisers, including accountants, insurers or legal counsel, where reasonably necessary.

• Government authorities, regulators or law enforcement where disclosure is required or permitted by law.

• Other parties where you have provided consent or where disclosure is otherwise legally authorized.

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We take reasonable steps to limit disclosures to the information necessary for the relevant purpose.

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9. Storage & Security

We take reasonable administrative, technical and organizational measures to protect personal information against unauthorized access, loss, misuse, alteration or disclosure.

These measures may include secure service providers, access controls and appropriate handling procedures.

However, no website, electronic transmission or storage system can be guaranteed completely secure.

Where a privacy or security incident occurs, we will assess and respond to it in accordance with applicable legal requirements, including any required notifications.

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10. International Processing of Information

Some of our website, booking, payment and communication service providers may store or process information outside Canada.

As a result, personal information may be subject to the laws of the jurisdictions where it is processed, including lawful access requests by government authorities.

We take reasonable steps to work with service providers that maintain appropriate privacy and security safeguards.

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11. Retention of Personal Information

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, meet legal and accounting requirements, resolve disputes and maintain appropriate business records.

Retention periods may vary depending on the type of information and applicable obligations.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymize it, subject to legal requirements and practical limitations.

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12. Your Privacy Rights

Subject to applicable law, you may request to:

• Access personal information we hold about you.

• Correct inaccurate or incomplete personal information.

• Withdraw consent to certain uses or disclosures of your information.

• Ask questions about our privacy practices.

• Request deletion of personal information where applicable and legally permissible.

We may need to verify your identity before processing certain requests.

Withdrawal of consent may affect our ability to provide certain services where the information is necessary to complete a booking or meet legal obligations.

We will respond to privacy inquiries and requests within the timeframes required by applicable law.

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13. Children's Privacy

Our website and online booking services are intended for individuals who are legally able to enter into rental agreements.

Children may attend studio sessions under the supervision of a responsible adult, subject to studio policies.

We do not knowingly collect personal information directly from children for independent marketing or booking purposes without appropriate authorization.

If you believe that a child's personal information has been collected improperly, please contact us.

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14. Third-Party Websites & Links

Our website may contain links to third-party websites, social media platforms, booking services or other external resources.

These third parties operate under their own privacy policies and practices.

The Portrait Loft Studios is not responsible for the privacy practices or content of websites that we do not control.

We encourage visitors to review the privacy policies of external services before providing personal information.

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15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, website functionality, business practices or applicable legal requirements.

Any updates will be posted on this page with a revised effective date.

Where required by law, we will provide additional notice or obtain consent for material changes.

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16. Contact Us

If you have questions about this Privacy Policy, how your personal information is handled, or would like to submit a privacy-related request, please contact:

The Portrait Loft Studios

6260 Hwy 7, Unit 14, Vaughn, ON. L4H 3G3 

Email: clientservices@theportraitloft.ca

Website: www.theportraitloft.ca

Privacy Contact:  Rosemary Tenuta, Prinicipal 

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We welcome questions and will make reasonable efforts to address privacy concerns promptly and appropriately.

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THE PORTRAIT LOFT STUDIOS

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