Effective Date: February 2025
16780539 Canada Inc. d/b/a Rez Media
1110 Warby Trail
Newmarket, Ontario L3X 3H7
Canada
This Privacy Policy explains how we collect, use, and protect personal information when you interact with our websites, creative production services, platforms, and related Services.
1. Information We Collect
We may collect the following types of information:
Personal Information:
Name, email address, phone number
Business name and information
Job title and role
Payment and billing information (processed securely by payment processors—not stored directly by us)
Business & Account Information:
Meta ad account data and performance metrics
Brand assets, product information, and creative briefs
Website URLs and landing page information
Customer data shared for strategic analysis
Technical Information:
IP address, browser type, and device data
Usage data and activity logs on our platforms
Cookies and tracking technologies
Communications:
Messages via Slack, Notion, Loom, email, or contact forms
Strategy call recordings and meeting notes
Feedback, surveys, and support requests
Creator Information:
Creator profiles, portfolios, and contact information
Whitelisting permissions and usage rights
Performance data for creator-generated content
2. How We Use Information
We use collected information to:
Provide Services:
Deliver creative production, strategy consulting, and ad intelligence research
Manage creator relationships and whitelisting
Coordinate video editing, static design, and creative testing
Conduct Brand Intelligence Blueprint research
Analyze advertising performance and optimize creative strategies
Communications:
Send strategy call invitations and meeting reminders
Deliver creative assets and project updates
Provide billing statements, invoices, and payment confirmations
Share educational content and agency updates
Operations & Improvement:
Maintain platform security and prevent fraud
Analyze usage patterns to improve Services
Develop new features and optimize workflows
Train team members on client needs and preferences
Legal & Compliance:
Fulfill contractual obligations
Comply with applicable laws and regulations
Respond to legal requests and protect our rights
3. Data Sharing
We may share information with:
Service Providers:
Communication platforms (Slack, Loom, Zoom)
Project management tools (Notion)
Email marketing and automation tools
Analytics and tracking providers
Cloud storage and hosting services
Payment Processors:
Stripe or other secure payment processors
Financial institutions for transaction processing
Creators & Contractors:
Video editors, designers, and creative strategists working on your projects
Content creators producing advertising assets
Third-party specialists supporting service delivery
Legal Authorities:
Law enforcement or government agencies when required by law
In response to valid legal requests or court orders
To protect our rights, property, or safety
Business Transfers:
In connection with mergers, acquisitions, or sale of business assets
All third parties are contractually required to maintain confidentiality and use information only for authorized purposes.
We do not sell or rent personal information to third parties for their marketing purposes.
4. Data Security
We implement industry-standard security measures including:
Technical Safeguards:
SSL/TLS encryption for data transmission
Secure payment processing via third-party processors
Access controls and authentication requirements
Regular security assessments and updates
Organizational Safeguards:
Confidentiality agreements with staff and contractors
Limited access based on need-to-know principles
Employee training on data protection
Incident response procedures
While we use reasonable measures to protect information, no system is 100% secure. We cannot guarantee absolute security of data transmitted over the internet.
5. Cookies & Tracking Technologies
We use cookies, tracking pixels, analytics tools, and similar technologies to:
Remember your preferences and settings
Analyze website traffic and user behavior
Track email engagement and open rates
Optimize platform performance
Deliver personalized content and experiences
Types of Cookies:
Essential cookies: Required for platform functionality
Analytics cookies: Help us understand usage patterns
Marketing cookies: Track campaign performance and attribution
Your Choices:
You may disable cookies through your browser settings. Note that disabling certain cookies may limit platform functionality.
For more information about cookies and how to manage them, visit www.allaboutcookies.org.
6. Data Retention
We retain personal information for:
The duration necessary to provide Services
As long as your account remains active
As required by contractual obligations (including confidentiality and non-solicitation periods)
As mandated by applicable laws and regulations
To resolve disputes and enforce our agreements
Retention Periods:
Client project data: Duration of engagement plus 7 years
Financial records: 7 years from last transaction
Marketing communications: Until you unsubscribe
Analytics data: Aggregated and anonymized after 26 months
You may request deletion of your personal information subject to legal and contractual limitations.
7. International Data Transfers
Our operations are based in Canada. If you access our Services from outside Canada, your information may be transferred to, stored, and processed in Canada or other jurisdictions where our service providers operate.
By using our Services, you consent to the transfer of your information to Canada and other countries which may have different data protection laws than your jurisdiction.
We take appropriate measures to ensure your information receives adequate protection in accordance with this Privacy Policy and applicable laws, including PIPEDA (Personal Information Protection and Electronic Documents Act).
8. Your Rights & Choices
Depending on your location, you may have the following rights:
Access & Correction:
Request access to personal information we hold about you
Request correction of inaccurate or incomplete information
Deletion:
Request deletion of your personal information (subject to legal and contractual limitations)
Note: Deletion may affect our ability to provide Services
Opt-Out:
Unsubscribe from marketing emails via the link in each message
Opt out of certain data collection through cookie settings
Data Portability:
Request a copy of your information in a portable format
Objection:
Object to certain processing activities
To exercise these rights, contact us at: [email protected]
We will respond to requests within 30 days. Some requests may require verification of your identity.
Note: Certain information may be exempt from these rights due to legal obligations, contractual requirements, or legitimate business interests.
9. Marketing Communications
We may send you:
Service updates and platform notifications
Creative strategy insights and best practices
Agency news and feature announcements
Educational content and case studies
For PRIVACY POLICY - Replace Section 9B:
9B. SMS/Text Message Communications
Types of Messages:
With your express written consent, we may send you text messages including:
Transactional messages: Strategy call reminders, appointment confirmations, project delivery notifications, billing alerts, and account updates
Marketing messages: Agency updates, educational content, promotional offers, and creative strategy insights (requires separate opt-in consent)
Consent:
By providing your mobile phone number and checking the SMS opt-in box (if applicable), you expressly consent to receive text messages from Rez Media at the number provided. Consent to receive SMS messages is optional and not required to use our Services. You may choose to receive only transactional messages or opt out entirely without affecting your ability to access our Services.
Message Frequency:
Transactional messages: Frequency varies based on your service activity and project needs. Typically 2-8 messages per month.
Marketing messages: Up to 4 messages per month.
Actual frequency may vary based on your engagement level and service agreement.
Message & Data Rates:
Standard message and data rates may apply based on your mobile carrier's plan. Messages sent and received may count toward any text messaging plan limits. Rez Media does not charge for messages, but your carrier may. Contact your mobile carrier for details about your specific plan.
Opt-Out Instructions:
You may stop receiving SMS messages at any time using any of these methods:
Reply STOP: Text STOP, END, CANCEL, UNSUBSCRIBE, or QUIT to any message from us
Email us: Send opt-out request to [email protected]
Update preferences: Contact us directly to modify your SMS preferences
After texting STOP, you will receive one final confirmation message confirming your opt-out. You will no longer receive SMS messages from that program. To opt back in, text START or YES, or contact us directly.
Help & Support:
For assistance, text HELP to any message from us, or contact [email protected]
Supported Carriers:
Our SMS program is supported by major carriers including AT&T, T-Mobile, Verizon, Sprint, Boost, Cricket, MetroPCS, U.S. Cellular, Virgin Mobile, and others. Service may not be available on all carriers. Rez Media and mobile carriers are not liable for delayed or undelivered messages.
Number Changes:
You are responsible for notifying us if your mobile number changes. Messages sent to old numbers may be received by the new owner of that number.
10. Third-Party Links
Our platforms may contain links to third-party websites, tools, or services (e.g., Meta Business Manager, creator portfolios, research tools).
We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.
11. Children's Privacy
Our Services are intended for businesses and individuals at least 18 years of age. We do not knowingly collect personal information from individuals under 18.
If we discover that we have inadvertently collected information from someone under 18, we will delete it promptly.
If you believe we have collected information from a minor, please contact us immediately at [email protected]
12. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act:
Right to know what personal information is collected, used, and shared
Right to delete personal information (subject to exceptions)
Right to opt out of the sale of personal information (we do not sell personal information)
Right to non-discrimination for exercising your privacy rights
To exercise these rights, contact us at [email protected]
13. Canadian Privacy Rights (PIPEDA)
We comply with PIPEDA and provincial privacy laws. Canadian residents have the right to:
Access personal information we hold
Request correction of inaccurate information
Withdraw consent for certain processing activities
File a complaint with the Privacy Commissioner of Canada
For questions about our privacy practices or to exercise your rights, contact us at [email protected]
14. European Privacy Rights (GDPR)
If you are located in the European Economic Area (EEA) or United Kingdom, you have rights under GDPR including:
Right of access, rectification, and erasure
Right to restrict or object to processing
Right to data portability
Right to withdraw consent
Right to lodge a complaint with a supervisory authority
Legal Basis for Processing:
We process personal information based on:
Performance of our Service Agreement with you
Legitimate business interests
Legal obligations
Your consent (where required)
For GDPR-related requests, contact us at [email protected]
15. Data Breach Notification
In the event of a data breach that poses a risk to your rights and freedoms, we will:
Notify affected individuals without undue delay
Report the breach to applicable regulatory authorities as required by law
Take immediate steps to mitigate harm and prevent future incidents
16. Policy Updates
We may revise this Privacy Policy at any time to reflect:
Changes in our Services or business practices
Legal or regulatory requirements
Technological developments
Notice of Changes:
Material changes will be communicated by:
Posting the updated policy on our website with a new "Effective Date"
Sending email notification to active clients
Displaying a prominent notice on our platform
Your continued use of our Services after changes take effect constitutes acceptance of the updated Privacy Policy.
We encourage you to review this Privacy Policy periodically.
17. Contact Information
For questions, concerns, or requests regarding this Privacy Policy or our data practices, contact us at:
16780539 Canada Inc. d/b/a Rez Media
1110 Warby Trail
Newmarket, Ontario L3X 3H7
Canada
Email: [email protected]
Website: https://rezmedia.io/