Privacy Policy of NorthWave Stream Studio

Effective Date: July 3, 2026

1. Introduction and Company Information

This Privacy Policy explains how NorthWave Stream Studio (“NorthWave Stream Studio,” “we,” “us,” or “our”) collects, uses, discloses, stores, and protects personal information in the course of operating our stream-studio business in Canada. We are committed to handling personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, relevant provincial privacy legislation.

NorthWave Stream Studio

125 King Street West, Suite 1800
Toronto, ON M5H 1J9
Canada

Email: [email protected]
Phone: +1 (416) 782-5943

This Privacy Policy applies to personal information collected through our website, email communications, booking and client intake processes, studio operations, livestream production services, customer support, marketing activities, and any other interactions with NorthWave Stream Studio.

2. Data Collection and Processing

We may collect personal information directly from you, automatically through our systems, and from third parties where permitted by law. Depending on your relationship with us, the types of personal information we may collect include:

• Identification and contact information: name, email address, phone number, company name, job title, billing address, and mailing address.
• Account and booking information: service requests, project details, scheduling preferences, invoices, payment status, and communication history.
• Technical and usage information: IP address, browser type, device identifiers, operating system, pages visited, time spent on pages, referral source, and website interaction data.
• Production and service information: livestream specifications, event details, creative briefs, audio/video files, recordings, chat logs, and related project materials.
• Payment-related information: transaction details and limited billing information. We generally do not store full payment card details if payment processing is handled by a third-party payment processor.
• Communications: messages, inquiries, feedback, support requests, and other correspondence.
• Marketing preferences: subscription status, consent choices, and communication preferences.

We process personal information by collecting, recording, organizing, storing, retrieving, using, disclosing, transmitting, and, where necessary, deleting or anonymizing it.

3. Purpose of Data Processing

We use personal information for the following purposes:

• to provide and manage our stream-studio services;
• to communicate with clients, prospects, vendors, and website visitors;
• to schedule, coordinate, and deliver livestream and production services;
• to prepare quotes, proposals, contracts, invoices, and receipts;
• to process payments and manage accounts;
• to maintain business records and fulfill legal, tax, and regulatory obligations;
• to improve our website, services, workflows, and customer experience;
• to monitor, secure, and troubleshoot our systems and operations;
• to send service-related notices and, where permitted, marketing communications;
• to prevent fraud, unauthorized access, misuse, and other unlawful activity;
• to enforce agreements and protect our rights, property, and safety;
• to analyze service performance and business operations in aggregated or de-identified form where appropriate.

4. Legal Basis for Processing

Under Canadian privacy law, we generally rely on consent, contractual necessity, legal obligations, and our legitimate business interests where permitted. Depending on the circumstances, our processing may be based on one or more of the following grounds:

• Consent: where you have given clear consent, including for certain marketing communications, cookies, or optional services.
• Contractual necessity: where processing is necessary to enter into, perform, or manage a contract with you or your organization.
• Legal or regulatory compliance: where processing is required to comply with applicable laws, tax rules, court orders, or lawful requests from authorities.
• Legitimate business purposes: where processing is reasonable for operating, securing, improving, and administering our business, provided such interests are not overridden by your rights and interests.
• Other lawful bases: where permitted or required by applicable law.

Where consent is required, you may withdraw it at any time subject to legal or contractual restrictions and reasonable notice.

5. Data Sharing and Third Parties

We may disclose personal information to third parties only as necessary and in accordance with applicable law. These third parties may include:

• Service providers: hosting providers, cloud storage providers, email service providers, analytics providers, customer relationship management tools, payment processors, IT support, and security vendors.
• Professional advisors: lawyers, accountants, auditors, insurers, and other consultants bound by confidentiality obligations.
• Business partners and contractors: production staff, freelancers, technical operators, and collaborators engaged to deliver services on our behalf.
• Authorities and regulators: government bodies, law enforcement, courts, or other parties where disclosure is required or permitted by law.
• Successors in interest: in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar corporate transaction, subject to appropriate protections.

We require third parties that process personal information on our behalf to use appropriate safeguards and to process the information only for authorized purposes.

6. Data Transfer to Third Countries

Some of our service providers may store or process personal information outside Canada, including in the United States or other jurisdictions. As a result, personal information may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, or regulatory authorities in those countries.

Where personal information is transferred outside Canada, we take reasonable steps to ensure it is protected by contractual, technical, and organizational safeguards appropriate to the sensitivity of the information. These safeguards may include data processing agreements, confidentiality commitments, access controls, encryption, and vendor due diligence.

7. Storage Duration

We retain personal information only as long as necessary for the purposes for which it was collected, or as required or permitted by law. The retention period depends on the nature of the information and the purpose of processing.

• Client and project records: retained for the duration of the business relationship and for a reasonable period afterward for administration, dispute resolution, and legal compliance.
• Financial and tax records: retained for the period required by applicable accounting, tax, and corporate laws.
• Marketing information: retained until you unsubscribe, withdraw consent, or we determine it is no longer needed.
• Technical logs and security records: retained for a limited period necessary for security, troubleshooting, and operational purposes.

When personal information is no longer required, we will securely delete, destroy, or anonymize it in accordance with our retention practices and applicable law.

8. User Rights

Subject to applicable law, you may have the following rights regarding your personal information:

• Access: to request confirmation of whether we hold personal information about you and to obtain a copy of that information.
• Rectification: to request correction of inaccurate, incomplete, or outdated personal information.
• Erasure: to request deletion of personal information in certain circumstances, subject to legal retention requirements.
• Restriction: to request that we limit the processing of your personal information in certain situations.
• Data portability: to request, where applicable, a copy of certain personal information in a structured and commonly used format.
• Objection: to object to certain processing activities, including some forms of direct marketing where applicable.

To exercise any of these rights, please contact us using the details provided below. We may need to verify your identity before responding. We will respond within a reasonable time and in accordance with applicable legal requirements.

9. Withdrawal of Consent

Where our processing is based on your consent, you may withdraw that consent at any time by contacting us or using any available unsubscribe or preference-management mechanism. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Please note that if you withdraw consent for certain information, we may no longer be able to provide some services or communications to you. In some cases, we may continue to process information where another legal basis applies or where required by law.

10. Right to Complain

If you have concerns about how we handle your personal information, we encourage you to contact us first so we can attempt to resolve the issue promptly and fairly.

You may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or, where applicable, a provincial privacy regulator. For more information about your rights and how to submit a complaint, you may contact the relevant privacy authority in your jurisdiction.

11. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, alteration, and destruction. These measures may include:

• access controls and role-based permissions;
• password protection and authentication measures;
• encryption in transit and, where appropriate, at rest;
• secure storage and backup procedures;
• staff confidentiality obligations and security training;
• monitoring for suspicious activity and incident response procedures.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

12. Contact Information

If you have questions, requests, or complaints regarding this Privacy Policy or our handling of personal information, please contact:

NorthWave Stream Studio
125 King Street West, Suite 1800
Toronto, ON M5H 1J9
Canada

Email: [email protected]
Phone: +1 (416) 782-5943

13. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or business operations. When we make material changes, we will post the updated policy on our website and revise the effective date above, and we may provide additional notice where required by law.

We encourage you to review this Privacy Policy periodically to stay informed about how NorthWave Stream Studio protects your personal information.