1. Introduction

At Rod Mountain Media, we are committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information in accordance with the Personal Information Protection Act (PIPA) of British Columbia and other applicable Canadian laws.

“Personal information” means information about an identifiable individual, such as your name, email address, or phone number, but does not include business contact information used for professional purposes.

2. Accountability

We are responsible for the personal information under our control. Our Privacy Officer, Rod Mountain, oversees compliance with this policy and PIPA.

Contact Rod Mountain:

• Email: rod@rodmountain.ca
• Phone: 604-374-6736

3. Purposes for Collecting Personal Information

We collect personal information for the following purposes:

• To provide our media-related products or services to you (e.g., project inquiries, client communications)
• To process payments and manage accounts
• To respond to inquiries or provide customer support
• To send updates, newsletters, or promotional materials (with your consent)
• To comply with legal or regulatory requirements

We identify the purpose of collection at or before the time of collection and only collect information a reasonable person would consider appropriate for those purposes.

You will only receive promotional emails if you have expressly opted in, such as by subscribing to our newsletter or checking a consent box on a form.

4. Consent

We will obtain your consent before or at the time we collect your personal information, unless an exception under PIPA applies (e.g., legal obligations).

Consent may be:

• Express (e.g., written or verbal)
• Implied (e.g., when you voluntarily provide information for an obvious purpose)

You may withdraw your consent at any time by contacting our Privacy Officer, subject to legal or contractual restrictions.

5. Limiting Collection

We limit the collection of personal information to what is necessary for the purposes identified. We do not collect information indiscriminately or by deceptive means.

6. Use, Disclosure, and Retention

Use: We use your personal information only for the purposes outlined above or for related purposes a reasonable person would consider appropriate.

Disclosure: We do not sell or rent your personal information. We share your information with trusted third-party service providers ("Sub-processors") only as necessary to operate our business and provide our services. These categories of providers include:

• Payment Processing: (e.g., Stripe) To securely process transactions. We do not store your full credit card or bank account details on our own servers; these are handled directly by the processor in compliance with PCI-DSS standards.
• Communication & Scheduling: (e.g., Calendly, email service providers) To manage appointments and client correspondence.

• Operational Tools: (e.g., Cloud storage, project management, or virtual tour software) To deliver and store your media assets.
• Analytics: (e.g., Google Analytics) To monitor website performance.

International Transfers: Some of our service providers may store or process data on servers located outside of Canada (e.g., in the United States). By using our services, you acknowledge that your personal information may be subject to the laws of those jurisdictions, which may differ from Canadian privacy laws.

Retention: We retain personal information only as long as necessary to fulfill the identified purposes or to meet legal, tax, or accountancy requirements. Once no longer needed, data is securely destroyed or anonymized.

7. Safeguards

We protect your personal information with security measures appropriate to its sensitivity, including physical, technical, and organizational safeguards such as:

• Locked storage for physical records
• Password-protected devices
• Data encryption
• Access controls

Staff are trained to handle personal information responsibly and in accordance with PIPA.

8. Access and Accuracy

You have the right to:

• Request access to your personal information in our custody
• Request corrections if you believe the information is inaccurate or incomplete

To make a request, contact our Privacy Officer. We will respond within 30 business days, unless an extension is permitted.

Contact Rod Mountain:

• Email: rod@rodmountain.ca
• Phone: 604-374-6736

9. Complaints and Inquiries

If you have questions, concerns, or complaints about how we handle your personal information, please contact us.

If unresolved, you may contact:
Office of the Information and Privacy Commissioner for British Columbia

• Website: www.oipc.bc.ca
• Phone: 250-387-5629