Ember + Coal Studios – Privacy Policy

Effective Date: September 15, 2025
Operated by Ember + Coal Studio Ltd.

Ember + Coal Studios is committed to protecting the privacy of all clients. This Privacy Policy explains how we collect, use, and safeguard your personal information in compliance with Canadian privacy law (PIPEDA and applicable provincial legislation such as Alberta’s PIPA).

1. Information We Collect

When you book a session with Ember + Coal Studios, we may collect:

  • Contact Information: name, phone number, email address, and mailing address.

  • Payment Information: credit card details (processed securely through third-party payment providers).

  • Session Information: signed contracts, consultation notes, and session preferences.

  • Photographic Content: images captured during your session.

2. How We Use Your Information

We use the information we collect for:

  • Booking and managing your session.

  • Communicating with you before and after your session.

  • Processing payments and invoices.

  • Creating, producing, and delivering purchased products.

  • Marketing and promotional use only if you have provided written consent via a Model Release form.

We do not sell, rent, or share your personal information with third parties except as required to provide contracted services (e.g., product manufacturers, payment processors).

3. Storage & Safeguards

  • Digital files (contracts, photographs, communications) are stored in secure, password-protected systems with cloud backups.

  • Payment details are encrypted and processed only through secure third-party providers.

  • Paper contracts, if used, are stored in a locked and secure location.

  • Retention timelines:

    • Unpurchased images are deleted immediately after your Reveal & Ordering Appointment.

    • Purchased images are retained for 30 days after final product delivery, then permanently deleted.

    • Business and financial records are retained as required by Canadian tax law.

4. Your Rights

Under Canadian privacy law, you have the right to:

  • Request access to the personal information we hold about you.

  • Request corrections to inaccurate or incomplete information.

  • Withdraw consent for marketing use at any time (with 90 days’ written notice).

  • Request deletion of your personal data, subject to legal and contractual limitations.

To exercise these rights, contact us using the details below. We will respond within a reasonable timeframe.

5. Disclosure of Information

We may disclose personal information only in the following cases:

  • To comply with legal obligations (e.g., court orders, tax requirements).

  • To prevent, investigate, or take action against illegal activities or fraud.

  • To trusted service providers (e.g., professional print labs, album makers) solely for the purpose of fulfilling your order.

6. Consent

By booking a session, signing a contract, or providing personal information, you consent to the collection, use, and storage of your information as outlined in this Privacy Policy.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law or business practices. The updated version will always be available on our website, with the effective date clearly stated.

8. Contact Us

For privacy-related questions or to make a request under this policy, please contact:

Tylor Smith
📧 hello@emberandcoal.com
📞 403-466-2718
Ember + Coal Studios
Operated by Ember + Coal Studio Ltd.