Privacy Policy

Last Updated: 2025_03_09

PhotosMosaic.com (“we,” “our,” or “us”) is committed to protecting your privacy and ensuring that your personal information, including any images provided by you, is handled securely and responsibly. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

By using our services, submitting personal images, or communicating with us, you agree to the terms outlined in this Privacy Policy.

1. Information We Collect

We may collect and process the following types of personal information:

a. Information You Provide Directly

  • Contact Information: Name, email address, phone number, and mailing address.
  • Business Information: Company name, job title, and industry information.
  • Payment Information: Credit card or payment details for billing purposes (if applicable).
  • Personal Images: Photographs, images, or digital assets that you voluntarily upload or submit for our services.
  • Communication Records: Any correspondence through email, phone, or other communication channels.

b. Information Collected Automatically

When you visit our website, we may automatically collect:

  • IP Address: To understand where our visitors are coming from.
  • Device Information: Browser type, operating system, and device type.
  • Website Usage Information: Pages visited, time spent on our site, and other related analytics.

This information is collected through cookies and similar technologies. Please refer to our Cookies Policy for more information.

2. How We Use Your Information

We use the information we collect for the following purposes:

  1. To Provide Our Services: Process orders, respond to inquiries, and create artwork using the personal images provided.
  2. Image Processing: Handle, edit, and produce creative outputs (such as photos mosaic artwork, or digital assets) from the images you provide.
  3. Communication: Respond to your questions, provide customer support, and share important service updates.
  4. Marketing and Promotion: Send you marketing communications, newsletters, and promotional offers (only with your consent).
  5. Website Improvement: Analyze website usage to improve our content, user experience, and service offerings.
  6. Legal and Security Purposes: Prevent fraudulent activity, protect our business, and comply with legal obligations.

3. Handling of Personal Images Provided by Clients

We understand that the images you provide to us may contain personal or sensitive content. We take the utmost care to protect your privacy and maintain strict confidentiality. The following policies apply to all images provided by clients:

a. No Sharing Without Consent

We will never share, publish, or distribute any personal images provided by you without your explicit written consent. This includes:

  • Website Use: Posting your image on our portfolio or website.
  • Social Media Use: Sharing your image on any of our social media platforms.
  • Marketing and Promotion: Using your image in advertisements, promotional material, or case studies.

We will provide a formal Client Image Release Form if we wish to use your image publicly. You may decline or withdraw your consent at any time by contacting us.

4. Retention of Personal Images

a. Standard Retention Period

We will securely store your personal images for a period of five (5) years from the date of your order completion, unless:

  • You explicitly request that we delete your images after the order is complete.
  • You request that we retain your images indefinitely for future reprints or modifications.
  • We are legally required to retain the images for a longer period.

The 5-year retention period is intended to:

  • Allow you to request reprints, modifications, or new versions of your artwork.
  • Ensure we can fulfill any follow-up service requests.

After the 5-year period, we will permanently delete your images from our systems unless you instruct us otherwise.

b. Immediate Deletion Upon Request

You have the right to request the immediate deletion of your images after your project is completed. If you do so, we will:

  • Permanently delete your images from our servers.
  • Remove any backups or archived versions of your images.
  • Provide written confirmation that your images have been destroyed.

If you do not make any requests, we will keep your images for up to 5 years for your

5. How We Share Your Information

We do not sell, rent, or trade your personal information or images to third parties. However, we may share your information in the following situations:

a. Service Providers

We may share your information with trusted third-party service providers that help us operate our business, such as:

  • Payment Processors (for secure payment processing).
  • Cloud Storage or Hosting Providers (for securely storing your images).
  • Print Production Partners (for printing and delivering your final artwork, if applicable).

All third-party service providers are contractually obligated to safeguard your information and only use it for the purposes we specify.

b. Legal Compliance

We may disclose your information if required by law, legal process, or government request to comply with legal obligations.

6. Your Rights and Choices

As a customer, you have the following rights regarding your personal information and images, subject to applicable laws in your country of residence:

a. Access and Correction

You have the right to request access to the personal information or images we hold about you and to request corrections if any information is inaccurate or incomplete.

b. Withdrawal of Consent

You may withdraw your consent for us to use your personal images or information at any time, subject to legal or contractual obligations.

c. Request for Image Deletion

After your order is complete, you may request that we permanently delete your personal images from our systems. We will comply unless we are legally required to retain them.

d. Opt-Out of Marketing

You may opt-out of receiving marketing communications from us at any time by clicking the “unsubscribe” link in our emails or by contacting us directly.

e. Region-Specific Rights

Depending on your country of residence, you may have additional rights regarding your personal information under local privacy laws, such as the General Data Protection Regulation (GDPR) in the European Union or other applicable privacy frameworks. If you wish to exercise any additional rights under your local laws, please contact us, and we will respond in accordance with applicable legal requirements.

7. Data Security

We take appropriate technical and organizational measures to protect your personal information and images from unauthorized access, loss, misuse, or alteration. This includes:

  • Secure Storage: We store your images on secure servers with access controls.
  • Limited Access: Only authorized team members directly involved in your project can access your images.
  • Encryption: We use encryption methods for image transfers and storage where applicable.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable laws. Any updates will be posted on this page with a revised “Last Updated” date. If the changes are significant, we will notify you by email or through our website.

9. Governing Law

These Terms and Conditions are governed by the laws of Canada and the province of Ontario. Any disputes arising from these terms shall be resolved in the jurisdiction of Ontario.

1o. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal images, please contact us at:

PhotosMosaic.com
1608 Stonehaven Drive
Mississauga, Ontario Canada
L5J 1E7

jonathan@vindens.ca
+1 416 460 6184

You also have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) if you believe your privacy rights have been violated. Visit their website for more information: https://www.priv.gc.ca