Privacy Policy

1. Scope and Applicability

This Policy applies to all personal information collected through your interactions with our Services, as well as any related applications or online tools administered by the Company. This Policy is intended to comply with applicable data protection legislation, including but not limited to the California Consumer Privacy Act (“CCPA”), the California Privacy Rights Act (“CPRA”), Canada's Personal Information Protection and Electronic Documents Act (“PIPEDA”), and, to the extent applicable, the General Data Protection Regulation (“GDPR”).

2. Information We Collect

2.1 Personal Information Provided by You

We collect personal information that you voluntarily provide when you:

1. Register an Account: For authentication and account creation.
2. Submit Forms: Such as contact forms, sign-up forms, or service request forms.
3. Request Support: When you communicate with us for technical assistance or customer service.

Depending on the context, this personal information may include, without limitation:

• Full Name
• Email Address
• Telephone Number
• Mailing/Physical Address
• Usernames and Passwords
• Contact Preferences

Accuracy of Information: You represent and warrant that any personal information you provide is true, accurate, and complete, and you agree to promptly notify us of any changes.

2.2 Information Collected Automatically

When you visit or use our Services, we automatically collect technical data pertaining to your usage, including:

• Internet Protocol (IP) Address
• Browser Type and Version
• Device Characteristics (e.g., model, operating system)
• Referring URLs
• Language Preferences
• Date and Time Stamps of Visits
• Location Data (derived from IP Address)

These data points are primarily used to ensure the security, stability, and optimal performance of our Services, as well as for internal analytics.

2.2.1 Log and Usage Data

We maintain server logs that capture data (e.g., IP address, browser information, device identifiers) each time you access our Services. This information assists in diagnostics, service improvements, and fraud detection.

2.2.2 Cookies and Similar Technologies

We employ cookies and related tracking mechanisms (e.g., web beacons, pixels) to gather information about user interactions. Google Analytics is our primary analytics provider. By using our Services, you consent to the placement of these cookies unless you disable them through our cookie banner or your browser settings. For more information on Google’s data practices, please review Google’s Privacy & Terms.

3. Legal Bases for Processing (If Applicable)

Where required by law (e.g., in the European Economic Area), we rely on one or more of the following legal bases to process your personal information:

1. Consent: Where you have explicitly consented to the processing of your information (e.g., for marketing emails).
2. Contractual Necessity: Where the processing is necessary to fulfill our contractual obligations to you (e.g., providing requested services).
3. Legitimate Interests: Where the processing is within our legitimate interests (e.g., security, fraud prevention), provided it does not override your fundamental rights and freedoms.
4. Compliance with Legal Obligations: Where we are required by law or court order to process your information.

4. How We Use Your Personal Information

We may use the personal information we collect for purposes including, but not limited to:

1. Account Creation and Authentication: To enable you to register, log in, and maintain an account.
2. Service Delivery: To provide the features, products, and services you request.
3. Customer Service and Support: To address and resolve inquiries, technical issues, or disputes.
4. Administrative Communications: To inform you of changes to our Policies, Terms of Use, or other important updates.
5. Feedback and Reviews: To solicit feedback regarding our Services and to improve user experience.
6. Marketing and Promotional Activities: To send newsletters, promotional materials, or advertisements, subject to your opt-out preferences.
7. Analytics and Personalization: To personalize your user experience and to analyze usage trends.
8. Security and Fraud Prevention: To protect our Services, detect fraudulent or malicious activity, and enforce legal rights.
9. Compliance with Legal Requirements: To meet legal obligations and respond to lawful requests by public authorities.

5. Disclosure and Sharing of Your Information

We do not sell, rent, or trade your personal information to third parties. We only share or disclose personal information under the following circumstances:

1. Service Providers: We utilize Google Analytics for data analytics. These providers have access to your personal information only to perform tasks on our behalf and are contractually obligated not to disclose or use it for any other purpose.
2. Internal CRM System: We operate an internal CRM at client.stillsmedia.co. This CRM is used to manage user data, streamline collaboration, and is governed by this Privacy Policy.
3. Business Transfers: We reserve the right to transfer or assign your personal information in connection with, or during negotiations of, any acquisition, merger, sale of assets, or other corporate transaction.
4. Legal Compliance and Protection: We may disclose personal information to comply with applicable laws, regulations, legal processes, or governmental requests; to protect our rights or property; or to investigate potential violations of our legal terms.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes set out in this Policy, unless a longer retention period is required or permitted by law. Support tickets and form data may be retained for up to ten (10) years, and certain archival data may be stored indefinitely for legitimate business or legal reasons.

Once we have no ongoing legitimate need to process your personal information, we will either delete or anonymize it. If deletion or anonymization is not feasible (e.g., stored in backups), we will securely store and segregate the information until deletion is practicable.

7. Security Measures

We implement commercially reasonable physical, administrative, and technical safeguards to protect personal information from unauthorized access, disclosure, alteration, or destruction. Despite our efforts, no security measure is infallible, and we cannot guarantee absolute security of your data. Transmission of personal information is done at your own risk.

User Responsibilities:

• Use a strong, unique password.
• Keep login credentials confidential.
• Only access our Services through secure connections.

8. Minors’ Privacy

Our Services are not directed to individuals under the age of 18 (“Minors”). We do not knowingly collect or solicit personal information from Minors. If we become aware that a Minor’s personal information has been inadvertently collected, we will promptly delete such information. If you believe we may have any data from or about a Minor, please contact us at data-management@stillsmedia.co.

9. Your Rights and Choices

9.1 General Rights

• Access and Correction: You may request access to the personal information we hold about you, and you may ask that inaccuracies be corrected.
• Deletion (“Right to Be Forgotten”): You may request that we delete your personal information, subject to certain exceptions required by law.
• Objection and Restriction: You may object to or request that we restrict the processing of your personal information under certain conditions.
• Withdrawal of Consent: Where processing is based on consent, you have the right to withdraw it at any time, which will not affect the lawfulness of processing before such withdrawal.

You may exercise these rights by contacting us at admin@stillsmedia.co or through your account settings (where applicable).

9.2 California Residents (CCPA/CPRA)

If you are a California resident, you are entitled to specific rights regarding your personal information under the California Consumer Privacy Act and the California Privacy Rights Act, including:

• Right to Know: To request the categories and specific pieces of personal information we have collected about you.
• Right to Delete: To request the deletion of personal information we hold about you.
• Right to Non-Discrimination: To not be discriminated against for exercising any of these rights.

We do not sell or share personal information in exchange for monetary or other valuable consideration. To submit a verifiable request under the CCPA/CPRA, please contact us at data-management@stillsmedia.co.

9.3 Canadian Residents (PIPEDA)

If you are a resident of Canada, your personal information is protected under the Personal Information Protection and Electronic Documents Act. You have the right to request access to the personal information we hold about you and to request corrections if it is inaccurate or incomplete. You also have the right to withdraw your consent to our processing of your data at any time, subject to legal or contractual restrictions. Our compliance team acts as our designated Privacy Officer for PIPEDA purposes. To exercise these rights or ask questions about our Canadian data practices, please contact us at compliance@stillsmedia.co.

9.4 Do-Not-Track (“DNT”) Requests

Many web browsers offer a DNT feature to signal your preference regarding online tracking. At this time, there is no universally recognized standard for DNT signals; hence, we do not respond to them. If a global standard emerges, we will reevaluate our DNT practices and amend this Policy as necessary.

10. International Data Transfers

Our business operations span both the United States and Canada. Because of this, the personal information we collect may be transferred to, stored, and processed in either of these countries. When you use our Services, you consent to the transfer of your information across these borders. Please be aware that when your data is stored or processed in a different country, it becomes subject to the laws of that jurisdiction. This means law enforcement or national security authorities in the United States or Canada could potentially access your data under their respective national laws. We ensure that any service providers we use adhere to strict data protection standards to keep your information secure.

11. Policy Updates

We may update this Policy from time to time to reflect changes in our practices, legal requirements, or other considerations. The “Last Updated” date at the top of this document indicates when we made the most recent revisions. We encourage you to review this Policy periodically to remain informed of any changes. If we make material modifications, we will provide a prominent notice or otherwise communicate the changes, as required by applicable law.

12. Contact Information

If you have any questions or comments about this Privacy Policy or our data handling practices, please contact us at:
Email: compliance@stillsmedia.co

13. Accessing, Correcting, or Deleting Your Data

If you would like to review, correct, or request deletion of any personal information we have collected about you, please contact us at compliance@stillsmedia.co

We will respond to your request in accordance with applicable data protection laws.

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